Privacy Policy
Last updated: 3 September 2026
vPilotsHub respects the privacy of its users and is committed to protecting the personal information collected through its websites, services, and mobile applications.
This Privacy Policy explains what information we collect, how it is used, and the rights available to users of the vPilotsHub platform.
1. Data Controller
The Data Controller is:
vPilotsHub
Website: https://www.vpilotshub.com
Crew Platform: https://crew.vpilotshub.com
Email: info@vpilotshub.com
2. Data We Collect
vPilotsHub collects information necessary to create and manage user accounts, operate the virtual airline platform, record flight activity, provide community features, and maintain the security and reliability of its services.
Depending on the services used, this information may include:
- Full name
- Email address
- Pilot ID
- Country
- Home airport
- Timezone
- VATSIM ID and/or IVAO ID, when provided
- Virtual airline membership and pilot career information
- Flight bookings
- PIREPs and flight history
- Flight hours and operational statistics
- Aircraft and route information
- ACARS flight tracking data
- Flight performance and landing data
- Type ratings, certifications, XP, loyalty status, virtual currency and other career progression data
- Participation in tours, missions, challenges and community activities
- Notification preferences and technical information required to deliver mobile push notifications
- Information voluntarily provided when contacting vPilotsHub or interacting with its support and community services
vPilotsHub does not intentionally collect sensitive personal information such as health information, financial information, political opinions, religious beliefs, or similar special-category data.
3. Flight Tracking and ACARS Data
When a pilot uses an approved ACARS system, including Stratos, operational flight data may be transmitted to vPilotsHub for the purpose of recording and validating virtual flights.
This may include information such as:
- Departure and arrival airports
- Aircraft
- Route
- Position
- Altitude
- Speed
- Flight phase
- Departure and arrival times
- Flight duration
- Landing performance
- Simulator-related flight information
- Online network information, where applicable
Some flight information may be displayed to other registered users through features such as the Live Map, pilot profiles, statistics, rankings, tours, missions, challenges or other community features.
4. Purpose of Data Processing
Personal and operational data may be processed for the following purposes:
- Creating and managing vPilotsHub accounts
- Authenticating users
- Managing virtual pilot careers
- Recording and validating flights and PIREPs
- Providing ACARS and live flight tracking functionality
- Managing aircraft qualifications and type ratings
- Calculating flight hours, statistics, XP, loyalty status and virtual currency
- Managing missions, tours, challenges and other platform activities
- Providing rankings, achievements and community features
- Providing mobile application functionality
- Delivering operational and account-related notifications
- Providing technical support
- Preventing abuse and protecting the security and integrity of the platform
- Maintaining and improving vPilotsHub services
5. Legal Basis for Processing
Where applicable, personal data is processed on the basis of the user’s consent provided during registration and use of the platform.
Certain processing is also necessary in order to provide the services requested by the user, including account management, flight tracking, PIREP processing and participation in vPilotsHub activities.
Users may withdraw consent where applicable by contacting vPilotsHub.
Withdrawal of consent may require closure of the user’s account where the relevant data is necessary for operation of the service.
6. Data Retention
Personal data is generally retained for as long as the user’s vPilotsHub account remains active and as reasonably necessary to operate the platform.
Flight records, PIREPs and related operational statistics may be retained for historical, statistical and community-record purposes, including after an account becomes inactive, where appropriate.
Users may request deletion of their account and associated personal information by contacting:
Some information may be retained where reasonably necessary for security, abuse prevention, record integrity, or legal obligations.
Where possible, information retained for historical or statistical purposes may be anonymised or dissociated from directly identifying account information.
7. Data Sharing and Third-Party Services
vPilotsHub does not sell users’ personal information.
Information may be processed by third-party services where necessary to provide or maintain vPilotsHub functionality.
These may include:
- Web hosting and VPS infrastructure
- Database and infrastructure providers
- ACARS and flight tracking services
- Push notification services
- Email delivery services
- Authentication and security services
- Discord and other community or communication platforms
- VATSIM and IVAO where integration with those networks is used
Third-party providers may process limited information according to their own privacy policies and terms.
vPilotsHub only intends to share information that is reasonably necessary for the relevant service or integration.
8. Mobile Application and Push Notifications
The vPilotsHub mobile application may process information necessary to authenticate the user and provide access to their vPilotsHub account and services.
If the user enables push notifications, the application may register a device notification token with vPilotsHub and its notification provider.
This token is used to deliver notifications such as:
- Account and operational notifications
- PIREP updates
- Mission and challenge information
- Community or platform announcements
- Other vPilotsHub service notifications
A notification token is a technical identifier used for message delivery and is not intended to identify the user outside the operation of the notification service.
Users can disable push notifications at any time through their device settings.
9. Community and Public Information
Certain information associated with a virtual pilot account may be visible to other members of the vPilotsHub community.
This may include:
- Pilot name or display name
- Pilot ID
- Virtual airline
- Rank and career status
- Flight history
- Flight statistics
- Achievements
- Tours, missions and challenges
- Current flight information
- Live Map information
- Community rankings
Users should therefore understand that information relating to their virtual aviation activity may form part of the community experience and may be visible to other vPilotsHub users.
Email addresses and authentication credentials are not intended to be publicly displayed.
10. User Rights
Depending on applicable privacy laws, users may have the right to:
- Request access to their personal information
- Request correction of inaccurate personal information
- Request deletion of their account and personal information
- Request restriction of certain processing
- Withdraw consent where processing is based on consent
- Request information about how their data is processed
Requests can be submitted to:
We may need to verify that the person making the request is the account owner before completing certain requests.
11. Data Security
vPilotsHub uses reasonable technical and organisational measures designed to protect user information.
These measures include, where applicable:
- HTTPS encrypted connections
- Authentication and protected account access
- Restricted administrative access
- Secure database systems
- API authentication
- Access controls
- Secure server infrastructure
- Security monitoring and maintenance
However, no internet-based service or electronic storage system can guarantee absolute security.
Users are responsible for maintaining the confidentiality of their account credentials and should not share their password or authentication information with other people.
12. Cookies and Local Storage
vPilotsHub websites may use cookies or similar technologies necessary for:
- User authentication
- Maintaining login sessions
- Security
- Remembering essential user preferences
- Proper operation of the platform
Where non-essential analytics, tracking or marketing cookies are introduced, appropriate information and consent mechanisms should be provided where required by applicable law.
The vPilotsHub mobile application may also store limited information locally on the user’s device where necessary for authentication, preferences, caching and application functionality.
13. External Services and Links
vPilotsHub may contain links to or integrations with external services such as VATSIM, IVAO, Discord, ACARS providers and other aviation-related services.
These external services operate independently from vPilotsHub and may have their own privacy policies.
vPilotsHub is not responsible for the privacy practices of external websites or services.
14. Children’s Privacy
vPilotsHub does not knowingly collect personal information from children where doing so would be prohibited by applicable law.
Users who are below the age at which they can independently consent to the processing of personal data in their jurisdiction should use the service only with the appropriate consent of a parent or legal guardian.
If vPilotsHub becomes aware that personal information has been collected contrary to applicable age or consent requirements, appropriate steps may be taken to remove that information.
15. Changes to This Privacy Policy
vPilotsHub may update this Privacy Policy from time to time to reflect changes to the platform, mobile application, integrations, or applicable requirements.
The latest version will be published on the official vPilotsHub website.
The date shown at the top of this document indicates when the Privacy Policy was last updated.
16. Contact Information
For questions, privacy requests, account deletion requests or other matters concerning personal information, please contact:
vPilotsHub
Email: info@vpilotshub.com
Website: www.vpilotshub.com