1. Who is responsible
Stirling Flying Syndicate is responsible for deciding how personal information collected for this website is used. This notice covers website enquiries, member access and the services used to run the site.
For privacy questions or to exercise your rights, contact the syndicate chairman at gscott187 at gmail.com.
2. Information we collect
- Contact enquiries: your name, email address, subject, message and any other information you choose to include. These details are supplied by you.
- Member access: your name, email address, site-specific sign-in identifier and member or administrator role. Approved-member details are entered by a syndicate administrator; ChatGPT sign-in supplies your identity details when you sign in. The website does not receive your ChatGPT password or conversations.
- Member documents: any personal information within documents uploaded by an administrator, together with the filename, upload date and uploader’s site identifier.
- Technical information: hosting, security and service providers may process your IP address, browser or device details, request times, pages requested and error or security logs to deliver and protect their services.
You can browse the public pages without completing the contact form. The form requires the information shown so that we can understand and respond to your enquiry. Member-area access requires sign-in and matching approved-member details.
The weather panel retrieves observations for Shobdon through the website’s server. It does not request your device’s location or send your name or email address to Met Office for this feature.
3. Why we use it and our lawful bases
We rely on our legitimate interests to respond to enquiries, administer approved member access, provide group documents and keep the website secure. Those interests are communicating with people who contact us, running the syndicate’s member facilities and preventing misuse. These uses must be balanced against your rights and reasonable expectations.
Where you ask us to take steps towards a membership agreement, we use the information necessary to take those steps at your request. Where processing is necessary to provide agreed membership services, we rely on performance of that agreement.
Submitting an enquiry does not subscribe you to marketing. The website has no advertising-profiling or marketing mailing-list feature, and it does not make decisions about membership solely by automated processing.
4. Who handles your information
- Syndicate administrators: handle enquiries and manage approved-member records. Approved members can view the private Articles of Association and any personal information included in that document.
- FormSubmit and Google: the contact form sends your submission to FormSubmit for processing and delivery to our Gmail contact address. FormSubmit may use Google reCAPTCHA for spam prevention. See FormSubmit’s privacy information and Google’s Privacy Policy.
- OpenAI and Cloudflare: provide the site’s hosting, sign-in, storage and supporting security services. See OpenAI’s Privacy Policy and Cloudflare’s Privacy Policy for information about their own processing.
Information may also need to be disclosed where required by law or where necessary to establish, exercise or defend legal claims.
These providers operate internationally, so information may be processed outside the UK. OpenAI, Cloudflare and Google describe their international processing and transfer safeguards in their linked privacy notices. FormSubmit’s published privacy information does not specify processing countries or transfer safeguards; these details have not yet been confirmed. Contact us with questions about where your information is processed or to request information about relevant safeguards.
5. How long information is kept
Retention depends on the purpose of the information and any continuing need for it:
- Enquiries and correspondence: for the time needed to resolve the enquiry and related follow-up. A continuing membership matter, complaint, dispute or legal requirement may justify keeping relevant correspondence longer.
- Member access records: while access is authorised. An administrator can remove a member’s access record when access is no longer required. Separate membership correspondence or records may still be needed for ongoing administration or legal matters.
- Member documents: while the document is needed for the member area, with replacement or removal managed by the syndicate. Copies already downloaded by members are separate from the website copy.
- Provider records: providers apply their own retention arrangements. FormSubmit describes a 30-day submission archive. This does not delete copies received in the syndicate’s Gmail inbox. Hosting and security records are subject to the relevant provider’s arrangements.
For information about a particular record, or to request deletion where applicable, contact us using the address above.
6. Cookies and other websites
We have not added advertising pixels or audience-analytics tools to this website. Hosting and sign-in services may use cookies or similar technology for security and session management. FormSubmit and its spam-check services may also use cookies when you submit the contact form. Their linked privacy information explains their practices.
You can manage cookies through your browser settings, although blocking them may affect sign-in or form submission. Bookings and flight logs are handled through Goboko. When you follow a link to Goboko, Met Office or another website, that provider’s privacy information applies to its service.
7. Your rights
Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction of processing or a portable copy where that right applies. We may need information to verify your identity before responding.
You have the right to object to processing based on legitimate interests, on grounds relating to your particular situation. Email gscott187 at gmail.com to raise an objection or another data-rights request.
You can complain to us about how your information is handled. You also have the right to complain to the Information Commissioner’s Office (ICO).
8. Changes to this notice
We will update this notice when the website’s use of personal information changes. The date above identifies the latest revision. Where a change materially affects how your information is used, we will provide appropriate notice.