1. General Overview
The Virtual Polish Air Force (hereinafter "vPLAF", "we", "us", or "our") operates as a non-profit virtual simulation community. This Privacy Policy serves to inform you of our rigorous standards regarding the collection, use, and disclosure of Personal Data when you utilize our services, including our website, pilot portal, and communication platforms.
By engaging with our community, you acknowledge and agree to the terms set forth in this policy. We process your data in accordance with the principles of data minimization, purpose limitation, and transparency.
2. Data Controller
For the purposes of applicable data protection laws, the Data Controller is the vPLAF Command Staff. Given the virtual nature of our organization, all data inquiries should be directed through our official communication channels (Discord) or via the administrative contacts listed in the Pilot Portal.
3. Categories of Personal Data Collected
We collect and process the following categories of data to facilitate our virtual operations:
- Identity Data: Name, username, or similar identifier, and your virtual pilot identification numbers (vPLAF PID, VATSIM CID, IVAO VID).
- Contact Data: Discord account identifiers and email addresses provided during the application process.
- Technical Data: Internet protocol (IP) addresses, browser type and version, time zone setting, and operating system details collected via standard server logs.
- Operational Data: Comprehensive flight logs, mission telemetry, training records, rank progression, and disciplinary history within the community.
4. Legal Basis for Processing
We process your personal data based on the following legal frameworks:
- Consent: Explicit consent provided by you at the time of application or registration.
- Contractual Necessity: Processing required to fulfill the obligations of your membership within the vPLAF community (e.g., maintaining flight records).
- Legitimate Interests: Processing necessary for the security, administration, and organizational integrity of the vPLAF community.
5. Data Retention Policy
We retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. Identity and Operational Data are generally maintained for the duration of your active membership. Upon resignation or removal from the community, data may be archived for historical record-keeping and to prevent duplicate applications, unless a formal request for erasure is submitted and approved.
6. Third-Party Service Providers
To provide a high-fidelity simulation environment, we utilize third-party services that may process your data independently:
- VATSIM / IVAO: For online flight network integration and verification of pilot credentials.
- Discord Inc.: Our primary platform for community coordination and real-time communication.
- Web Hosting Providers: Standard infrastructure services that may capture technical logs for security and performance monitoring.
We encourage you to review the privacy policies of these third parties, as we do not exercise direct control over their data processing activities.
7. Your Rights & Data Protection
In alignment with international data protection standards (such as GDPR), you possess the following rights:
- Right of Access: You may request a copy of the personal data we hold about you.
- Right to Rectification: You may request the correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): You may request the deletion of your data, subject to our historical archiving requirements.
- Right to Restrict Processing: You may request that we limit how we use your data under specific circumstances.
8. Security Measures
vPLAF implements industry-standard technical and organizational security measures to protect against unauthorized access, alteration, or destruction of your data. Access to sensitive member information is restricted to authorized Command Staff personnel only.
9. Amendments to this Policy
We reserve the right to update or change our Privacy Policy at any time. Any modifications will be effective immediately upon posting to this page. Your continued participation in the community following such changes constitutes your acknowledgment and acceptance of the revised policy.
10. Contact Information
For any matters related to this Privacy Policy or the protection of your data, please initiate a formal inquiry through the vPLAF Command Staff on our official Discord server.