Privacy Notice
How the Squadron looks after your personal information.
Who we are
The Fleet Air Arm Squadron — “the Squadron”, “we” — is responsible for the personal information held on this website. In the language of UK data protection law, we are the data controller.
If you have a question about your information, or want to make any of the requests described under Your rights below, please get in touch through our contact form.
What this notice covers
This website has two parts. A small public area — this page, the About page and the membership enquiry form — and a members’ area you can only reach by signing in. This notice covers both.
What we collect, and why
| What we hold | Why | Our lawful basis |
|---|---|---|
| Your name, postal address, telephone numbers, email address and partner’s name | Keeping the membership roll and staying in touch | Legitimate interests |
| Your subscription payments | Keeping the Squadron’s accounts | Legal obligation |
| Your photograph, biography and aeroplane details | Showing them to other members | Consent — you supply them, and can remove them at any time |
| Your contact details and address shown in the members’ directory | So other members can reach you | Consent — off unless you switch it on |
| Event responses: how many are coming, how you are arriving, the aeroplane you are flying, and any answers the organiser asks for | Running the event | Legitimate interests |
| Which Squadron emails you want | Sending you only what you have asked for | Legitimate interests — every message carries an unsubscribe link |
| A record of the Squadron emails we have sent | Knowing what went out, and to whom | Legitimate interests |
| Enquiry form: your name, email address, subject and message | Replying to you | Legitimate interests |
| The IP address of the device used to send an enquiry | Stopping the form being abused | Legitimate interests |
Where we rely on legitimate interests, the interest is running a members’ association: keeping an accurate roll, organising flying events, and communicating with members. You can object to any of it — see Your rights.
What other members can see
Signing in gives you the Squadron’s member directory. It also gives other members you.
Every signed-in member can see your name, your photograph, your biography and any aeroplanes you have added.
Your telephone numbers, email address, postal address and partner’s name are not shown to anyone unless you choose to share them. They are off by default. You turn them on yourself in your profile, and you can turn them off again whenever you like.
The committee members who look after the membership records can see everything, because keeping those records is their job.
How long we keep it
| What | How long | Why |
|---|---|---|
| Your name, member number and the dates you were a member | Indefinitely | The Squadron’s record of who has belonged to it |
| Your telephone numbers, postal address, partner’s name, photograph, biography and aeroplane records | Deleted when your membership ends | We no longer have a reason to hold them |
| Your sign-in account and the email address it uses | Closed when your membership ends, and then kept only as the key to the membership record above | Your record is filed against the account, so deleting it would take the record with it |
| Event attendance | The record that you were there is kept; anything you typed into an organiser’s question is deleted when your membership ends | Squadron history, without the loose ends |
| Subscription payments | Six years after the end of the financial year they relate to | Tax and accounting law |
| The record of emails we have sent | Indefinitely — stored against your member number, not your address | Knowing what the Squadron has told its members |
| Enquiry form messages | Not stored on this website at all — they are passed straight to the committee’s inbox | We only need to read and answer them |
| The IP address behind an enquiry | Deleted within the hour | Only needed to stop the form being flooded |
Who else handles it
We never sell your information, and we never share it for marketing.
We use these companies to run the website. They handle your information on our instructions and for no other purpose:
- Supabase — the database, the sign-in system, and the photographs and documents uploaded to the site
- Vercel — hosting the website and delivering its images
- Resend — sending email
- Cloudflare — the anti-spam check on the enquiry form
Some of these companies are based outside the United Kingdom, which means your information may be handled abroad.
Separately: when members fly to a Squadron event, the host airfield normally requires prior permission to land. For that we pass the pilot’s name and telephone number, and the aeroplane’s type and registration, to the airfield’s operator — nothing else, and only for that visit.
Cookies
We use only the cookies the site needs in order to work: one that keeps you signed in to the members’ area, and one that Cloudflare’s anti-spam check may set when you use the enquiry form.
There are no analytics, no advertising and no tracking cookies of any kind, and nothing about your visit is shared with anyone. That is why this site has no cookie banner — there is nothing to ask you to agree to. You can clear these cookies in your browser at any time, though without the first you will not be able to stay signed in.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of the information we hold about you
- correct anything that is wrong
- delete information we have no good reason to keep
- stop using it, where we have relied on our legitimate interests
- send it to you, or to someone else, in a portable form
You can also withdraw your consent at any time for anything marked Consent in the table above — for most of it, you can do that yourself in your profile without asking us.
Two honest limits. We may have to keep your subscription payment records for the six years the tax rules require, even if you ask us to delete everything else. And we keep your name and the dates you were a member as part of the Squadron’s own history.
To make any of these requests, use our contact form. We will reply within one month.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk.
Changes to this notice
We update this page whenever what we do with your information changes.
Last updated: 13 September 2026