PRIVACY STATEMENT
Introduction
The Air League comprises both: Air League Trust – UK charity (No 1129969) and UK Company limited by guarantee (No 06794828); and Air League Enterprises Limited – UK Company limited by guarantee (No 00102488).
The Air League is committed to protecting your data and complying with our obligations under the GDPR and the Data Protection Act 2018. Under the GDPR, a Data Controller determines the purposes and means for processing personal data. A Data Processor processes personal data on behalf of a Data Controller.
The Air League is a Data Controller under the GDPR. Further details about how we process personal data can be found throughout this statement. The Air League is referred to as “we”, “us”, “our” / “I” throughout this privacy statement.
Our contact information
Company name: The Air League
Address: 3 Whitehall Court, London. SW1A 2EL
Phone number: 020 7766 3488
Email address: info @ airleague.co.uk
About this Privacy Notice
This privacy notice outlines the following:
- What personal data we collect and about whom
- Why we collect personal data
- How we use personal data
- The lawful basis for collecting personal data
- Your rights in relation to your personal data
- How we collect personal data
- How we store personal data
- Who we share personal data with
- How we keep personal data secure
- How long we keep personal data
- How we use personal data for marketing
- Transferring data internationally (outside the EEA)
- Your right to complain
Your Personal Data
Under the GDPR, The Air League must be transparent about the data we collect, about whom and why we need it. Details of what personal data we collect, about whom, why we collect it, how we use it, the lawful basis, and where appropriate, the condition for processing can be found in the following section. Where we rely on consent as a lawful basis, you have the right to withdraw your consent at any time and can do this by contacting us by email: info@airleague.co.uk
What we collect and how we use it
Soaring to Success Programme
Students
Data captured/processed
- Full name (first name and last name)
- Gender
- Ethnicity
- School
- Region (geographical)
- School email address
- Pupil premium status
- Assessment/results/course completion data (including course completion date)
- Course progress data
- Feedback (student feedback)
- Login details – including password
- Communications and support requests
- Data to satisfy the requirements for temporary membership of the Flying Club for air experience days*. This data is collected on behalf of the Flying Club and passed to them for processing.
*Data includes:
Students – Title, First Name, Last Name, Address, Postcode, Telephone number, Mobile number, Email, DOB, Next of Kin / emergency contact data, Gliding Club name, Acceptance of safety and medical notices, signature and date, medical information, weight.
Next of Kin / Emergency contact – Title, First Name, Last Name, Address, Postcode, Telephone number, Mobile number, Email address, Signature and date.
Data sharing
Data will be shared with your nominated teacher (e.g. the nominated school administrator) for the purposes of administering your course participation, monitoring and tracking progress, managing and arranging Air Experience days and reporting on progress/course completion. Data will also be shared with Flying Clubs to administer participation in Air Experience Days. Data will also be collected on behalf of the Flying Clubs to administer temporary membership of the Flying Club for the Air Experience Day. Anonymised statistics will be shared with funders to demonstrate the impact and success of the course programme. Anonymised feedback will be shared with course content providers to ensure continual course improvement.
| Purpose for processing | Lawful Basis | How long is the data kept for? |
| To administer your place on the programme and facilitate access to the learning platform, content and technical support. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To administer access to, and participation at the Air Experience Day. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To send transactional emails – e.g. enrolment, upcoming deadlines, course expiry etc. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To track course participation and progress. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To produce certificates | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| For assessment, producing results, course improvement, testimonials, reporting to funders, stakeholders, and content contributors. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To determine student eligibility for later/further stages of the course/programme. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To ensure that there is a fair gender split before the next stage of the programme. To ensure that those who are disadvantaged are considered for priority access to later stages of the programme | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To ensure that a minimum of 40% of participants are from an ethnically diverse background. Reporting to funders and stakeholders. | Legitimate Interest
Condition for Processing Substantial Public Interest (8. Equal Opportunity of Treatment) | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| For internal reporting, school reporting and arrangement of Air Experience Days. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. Data is anonymised after this point and kept for statistical purposes. |
| To facilitate the secure collection and transfer of data for temporary membership of Flying Club for Air Experience Days. | Legitimate Interest | For as long as the student is undertaking the course and up to 1 year after. |
Teachers
Data captured/processed
- Full name (first name and last name)
- School
- Region (geographical)
- School email address
- Login details – including password
- Communications and support requests
Data sharing
Data may be shared with your school for the purposes of monitoring participation and student progress etc.
| Purpose for processing | Lawful Basis | How long is the data kept for? |
| To administer your access to the learning platform, content and technical support. To provide admin access to administrate/oversee your students. | Legitimate Interest | For as long as they are lead contact for that school and up to 1 year after course completion date. |
| To communicate with you, including enrolment, upcoming deadlines, course expiry, student progress etc. | Legitimate Interest | For as long as they are lead contact for that school and up to 1 year after course completion date. |
The Innovators Challenge
Applicants
Data captured/processed (inc. for all members of the team submitting an application).
- Full Name (first and last name)
- Email address
- Address
- Phone number
- Communication preferences
- Education data – e.g. university or Higher education establishment attending
- Age
- Proposal for submission – including information such as team name.
Data sharing
Data will be shared with the judging selection panel members. Finalists’ details will be shared with the FIA for security access to the venue. Winners’ details are shared with IAG to arrange transportation to international conferences.
| Purpose for processing | Lawful Basis | How long is the data kept for? |
To receive, assess and administer applications for the Innovators Challenge. To assess proposal IP viability and concept of design.
| Legitimate Interest | |
| To ensure that applicants and all team members are over the age of 18. | Legitimate Interest | |
| Agreement and confirmation of application process. | Legitimate Interest | |
| To send transactional emails – e.g. enrolment, upcoming deadlines, outcomes of submissions. | Legitimate Interest |
Judging Panel Members/Selection Panel Members
Data captured/processed
- Full Name (first and last name)
- Email address
- Phone number
- Job Title
- Biography
- Headshot photo
| Purpose for processing | Lawful Basis | How long is the data kept for? |
| Required to deliver the challenge and communicate with judging panel members to coordinate delivery. | Legitimate Interest | For the during of the competition and up to one year following the completion of the competition. |
Scholarships and Bursaries
Applicants
Data captured/processed
- Full Name
- Gender
- Date of Birth
- Email address
- Phone number
- Residential address
- Residential status
- Medical conditions and disabilities
- Level of English language
- Ethnicity
- Support given to family members, friends, neighbours or others (optional entry)
- Occupation of main household earner (optional entry)
- Type of school attended (i.e., state funded) (optional entry) (optional entry)
- Attendance of university by parents (optional entry)
- Questions relating to your application:
- Professional and educational history
- Career aspirations
- Leadership history
- Previous bursaries or scholarships
- Previous participation in Air League outreach programmes
- Previous flying experience
- Membership of other associated clubs (i.e., Air Cadets)
Data sharing
Data will be shared with Flying, Gliding, Drone and Engineering training providers to administer participation in scholarships. Data will also be collected on behalf of Flying and Gliding schools to administer any necessary temporary memberships. Data will be shared with the Scholarship Selection Committee to administer Flying Scholarship interviews. Anonymised statistics and personal case studies, with prior agreement of the scholar, will be shared with funders and stakeholders to demonstrate the impact and success of the scholarships.
| Purpose for processing | Lawful Basis | How long is the data kept for? |
| To receive, assess and administer applications for scholarships and bursaries. To allow the applicant to demonstrate their suitability and overall motivation. To give the assessors further information on the suitability of applicants. | Legitimate Interest | For up to 1 year after scholarships are granted.
|
| To administer access to and participation in flying, gliding, drone and engineering training with our partner suppliers. | Legitimate Interest
| For up to 1 year after scholarships are granted.
|
| To ensure that applicants are over the age of 16, IAW Civil Aviation Authority requirements. | Legitimate Interest | For up to 1 year after scholarships are granted. Data is anonymised after this point and kept for statistical purposes.
|
| To ensure that the applicant is resident in the UK and is applicable to apply for a Scholarship or Bursary. | Legitimate Interest | For up to 1 year after scholarships are granted.
|
| To ensure that the applicant meets the Civil Aviation Authority medical requirements. | Legitimate Interest
Condition for Processing: Article 9(2)(g) – Substantial Public Interest (12. Regulatory Requirements) | For up to 1 year after scholarships are granted.
|
| To ensure that a minimum of 40% of scholars are from an ethnically diverse background. Reporting to funders and stakeholders. | Legitimate Interest
Condition for Processing Substantial Public Interest (8. Equal Opportunity of Treatment) | For up to 1 year after scholarships are granted. Data is anonymised after this point and kept for statistical purposes. |
| To monitor impact and breakdown of gender across scholars. | Legitimate Interest | For up to 1 year after scholarships are granted. Data is anonymised after this point and kept for statistical purposes.
|
| To monitor the impact of our scholarships on social mobility. | Legitimate Interest
Condition for Processing Substantial Public Interest (8. Equal Opportunity of Treatment) | For up to 1 year after scholarships are granted. Data is anonymised after this point and kept for statistical purposes.
|
| Sending communications relating to the progress of their application. | Legitimate Interest | For the duration the applicant is a member of the Air League.
|
| To ensure the minimum English language requirement IAW Civil Aviation Authority requirements. | Legitimate Interest | For up to 1 year after scholarships are granted.
|
Your rights in relation to your personal data
Under the GDPR you have the following rights in relation to your data. All requests can be made free of charge and we have one month to respond:
The right to be informed
You have the right to be informed when we collect your personal data from you directly or indirectly from another source.
The right of access
You have the right to request copies of the data we hold about you.
The right rectification
You have the right to request that we complete any information about you that you think is incomplete. You also have the right to request that we rectify any inaccurate information that we hold about you.
The right erasure
Also referred to as the “right to be forgotten”, you have the right to ask us, in certain circumstances, to erase your data.
The right to be informed
You have the right to be informed when we collect your personal data either directly from you or indirectly from another source.
The right to object to us processing your personal data
You have the right to object to us processing your personal data in certain circumstances. For example – for the purposes of direct marketing.
The right to restrict us processing your personal data
You have the right to restrict us processing your data in certain circumstances. This means that we may still be able to hold the data, but not process it.
The right to portability
You have the right to request that we transfer the information we hold about you to another organisation or to yourself in certain circumstances.
How we collect personal data
We collect your personal via the following methods:
- Directly from you – we collect your personal data directly from you for the purposes outlined in ‘Your Personal Data’ above.
- Indirectly – from your teacher or nominated school administrator.
How we store personal data
The Air League store your personal data on our internal and external paper and digital systems. For example – Microsoft 365 (including Outlook and One Drive), Beacon CRM and Nimble LMS.
Who we share personal data with
Details of who we share your information with can be found in the ‘What data we collect and how we use it’ section of this privacy statement.
How we keep personal data secure
The Air League have appropriate physical and technical security measures in place to protect your personal information. We ensure that we have provisions in place to ensure that only authorised parties have access, that your data is kept secure, and that we have processes and procedures in place to prevent accidental loss, destruction, alteration, unauthorised access or disclosure of your personal data. When transferring personal data – e.g. to Flying Clubs etc., we will ensure that it is done so securely. We have incident and breach processes and procedures in place to deal with a respond to any suspected breaches of your personal data and will notify you and any relevant regulators where we are required to do so. Where possible, we use technologies of organisations that are ISO 27001 compliant or who hold appropriate security certifications.
How long we keep personal data
The Air League have a Data Retention Policy and Retention Schedule in place to ensure that your data is only kept for a long a necessary, and in line with the purposes that it was collected. Details are outlined in the ‘Your Personal Data’ section above.
How we use personal data for marketing, profiling and automated decision making
We will use your information to market relevant products and services to you where you have given your consent for us to do so. You have the right to withdraw your consent at any time by contacting us by email: info@airleague.co.uk.
Transferring data internationally (outside the EEA)
Our data is stored within the UK and EU. Where data is transferred internationally outside of the UK, the EU/European Economic Area (EEA) we will ensure that appropriate safeguards are in place to keep your data secure.
Your right to complain
If you are unhappy with how The Air League use your personal data you have the right to complain the ICO:
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
