Privacy Policy

Last updated: 7-May-2026

North Wales Gliding Club (“NWGC”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

NWGC is a volunteer‑run, non‑profit organisation operating from Llantysilio Aerodrome, Llandegla.

1. Who We Are

Data Controller:
North Wales Gliding Club
Llantysilio Aerodrome, Llandegla, LL11 3BB
Email: enquiries@nwgc.org.uk

We are responsible for deciding how and why your personal data is processed.

2. What Personal Data We Collect

We collect different types of information depending on your relationship with the Club.

2.1 Voucher Purchasers & Flight Experience Visitors

  • Name
  • Email address
  • Phone number
  • Payment information (processed securely by our payment provider; NWGC does not store card details)
  • Medical or physical information relevant to flight safety (e.g., weight, mobility, health declarations)

2.2 Members & Trial Lesson Students

  • Contact details
  • Date of birth
  • Emergency contact information
  • Flight records and logbook entries
  • Medical fitness declarations (as required by the BGA)
  • Membership history and payments
  • Training progress and instructor notes

2.3 Website Visitors

  • IP address
  • Browser type
  • Cookie preferences
  • Analytics data (if enabled)
  • Information submitted via contact forms

2.4 Operational & Safety Information

  • Incident reports
  • Radio logs
  • Launch point records

3. How We Use Your Data

We process your data for the following purposes:

3.1 To Provide Flight Experiences

  • Managing voucher purchases
  • Booking and delivering flights
  • Ensuring participants meet safety and medical requirements
  • Contacting you about weather cancellations or changes

3.2 To Manage Club Membership

  • Maintaining membership records
  • Recording flights and training progress
  • Ensuring compliance with BGA and aviation regulations
  • Communicating with members about club operations

3.3 For Safety & Legal Compliance

  • Maintaining accurate flight logs
  • Recording incidents or near‑misses
  • Meeting regulatory obligations under the BGA and UK aviation law

3.4 For Website & Communication

  • Responding to enquiries
  • Improving website performance
  • Sending essential operational updates
  • Sending optional newsletters (only with consent)

We do not sell your data or use it for profiling.

4. Legal Bases for Processing

We process your data under the following lawful bases:

  • Contract — to provide a flight experience or membership services
  • Legal obligation — aviation safety, incident reporting, accounting
  • Legitimate interests — running a safe and efficient gliding club
  • Consent — optional marketing emails or newsletters
  • Vital interests — emergency contact information in case of an incident

5. Who We Share Your Data With

We only share your data when necessary and never for marketing.

5.1 British Gliding Association (BGA)

We share limited information with the BGA for:

  • Membership registration
  • Instructor records
  • Safety reporting
  • Insurance and regulatory compliance

5.2 Payment Providers

Secure payment processors handle card transactions.
NWGC does not store card details.

5.3 IT & Website Providers

If used, we may share data with:

  • Website hosting provider
  • Email service provider
  • Booking system provider

All providers are required to keep your data secure.

5.4 Emergency Services

In the event of an incident, we may share relevant information with emergency responders.

We do not share your data with advertisers or third‑party marketers.

6. How Long We Keep Your Data

We retain data only as long as necessary:

  • Voucher purchaser details: 2 years
  • Flight experience records: 2 years
  • Member records: 7 years after membership ends
  • Safety and incident reports: permanently, as required by aviation law
  • Financial records: 6 years (legal requirement)
  • Website analytics: up to 26 months

7. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (where legally permitted)
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent (for marketing communications)

To exercise your rights, contact us at enquiries@nwgc.org.uk.

8. Cookies & Website Tracking

Our website may use cookies to:

  • Improve site functionality
  • Remember preferences
  • Provide anonymised usage statistics

You can manage or disable cookies through your browser settings.

9. Children’s Data

We collect limited information about young people who fly with us, such as:

  • Name
  • Age
  • Emergency contact details

We require parental or guardian consent for all under‑18s.

10. Data Security

We take appropriate technical and organisational measures to protect your data, including:

  • Restricted access to membership and flight records
  • Secure MFA password‑protected systems
  • Encrypted payment processing
  • Staff and volunteer awareness of data protection responsibilities

11. Transfers Outside the UK

We do not routinely transfer personal data outside the UK.
If a service provider stores data overseas, we ensure appropriate safeguards are in place.

12. Complaints

If you have concerns about how we handle your data, please contact us first.

You also have the right to complain to the Information Commissioner’s Office (ICO):
www.ico.org.uk

13. Changes to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be published on our website.