Legal / Privacy
Privacy & cookies
How the website, Pilot Hub, Pilot Client, Crew Mail and connected community services handle information.
Effective 23 August 20261. Who is responsible
Icelandair Virtual is an independent, volunteer-operated flight-simulation community and is the controller of personal information collected directly through this website. We are not Icelandair and do not operate real-world flights.
Privacy questions, rights requests and concerns can be sent to hello@icelandairvirtual.org. Please use “Privacy request” as the subject.
2. Information we handle
Information you submit
This includes support messages and replies, contact information, callsign, ticket category, and any information you choose to enter in profile, preference, holiday, booking, PIREP, activity or community forms.
Crew Centre account and operations
The private Crew Centre can create a first-party pilot account directly, use a verified Icelandair Virtual mailbox, or use an authorised vAMSYS identity for an optional transfer. We maintain the pilot ID, callsign, display name, role, access status and permissions needed to operate it. We also store the bookings, dispatch choices, PIREPs, comments, claims, activity registrations, preferences, holidays and training actions you deliberately submit.
Your mailbox password is checked by the private authentication service and is not stored in the website database. Staff access is permission-based, changes are audited, and no administrator can retrieve your password through Operations Control.
When you register directly, we assign an ICE pilot ID and create an airline mailbox using that ID as its address. We retain the personal recovery email you provide so we can deliver account-security notices and single-use password-reset links. The mailbox is used for Crew Mail and can also be connected to a personal mail application. Mail administrators can manage account status, quota and password resets, but the current password is not displayed to staff.
Optional vAMSYS account transfer
When you choose “Continue with vAMSYS,” vAMSYS verifies your identity and shows its own authorisation screen. We then copy the available profile, preference, booking, PIREP, claim, holiday, badge, roster and activity records into your first-party Crew Centre account. A source archive and transfer receipt are retained so the import can be checked and safely rerun without duplicating the logbook.
We do not receive your vAMSYS password. During transfer, vAMSYS supplies the email attached to the authorised pilot profile; we use that address as the account-recovery contact and ask you to create a separate Icelandair Virtual password. Short-lived access and refresh credentials are encrypted with a per-session key, used only to complete authorised vAMSYS requests, and are not copied into your Crew Centre pilot record. You can continue using the Crew Centre after the transfer without keeping vAMSYS connected.
Password recovery
When you request a reset, we create a cryptographically random, hashed, single-use token that expires after approximately 30 minutes. The reset link is sent to the recovery address on the pilot account through our existing mail service. We return the same public response whether or not an account was found to reduce account-enumeration risk. A successful reset invalidates existing Pilot Hub and trusted Crew Mail sessions.
Live flight tracks and replays
While a flight appears in the public operations feed, we retain its callsign, booking and PIREP references, coordinates, altitude, speed, heading, phase and report time so the pilot can later open an accurate post-flight replay. This telemetry does not include an email address or account credential and is available through the private Pilot Hub replay for that PIREP.
Dispatch releases and aircraft messages
When you request dispatch, we store the booking details needed to prepare the release, the dispatcher identity, revisions, acknowledgement times, operational notes and messages associated with that flight. If a dispatcher sends or receives an aircraft telex, the callsign and message content pass through Hoppie’s ACARS service. Do not include passwords, payment details or unrelated sensitive information in operational messages.
Careers and applications
If you apply for a volunteer role, we process your name, email address, optional pilot ID and Discord username, the answers you submit, your application status and restricted executive review notes. The information is used only to assess and administer Icelandair Virtual staffing. Application answers and notes are available only to staff granted Careers access.
Pilot Client access and simulator telemetry
When Pilot Client access is assigned, we store the approved Icelandair Virtual email, Pilot ID, callsign, display name, access role, allowed operating systems, status, optional expiry, administrator note and recent sign-in time. The desktop client can collect X-Plane position and aircraft-state telemetry only after you start the simulator connection and flight tracking. Access changes are recorded in a limited administrative audit trail.
Public pilot logbooks
When you first open Pilot Hub, a limited pilot logbook is visible by default. We store your pilot ID, callsign, display name, public-profile choice and update time, then display accepted Icelandair Virtual flight records such as routes, dates, aircraft, hours and landing data. We do not publish your email address, network IDs, support history, operational notes or account credentials. You can make the logbook private at any time in Pilot Hub.
Discord connection
If you link Discord, we store the Discord account identifier and username with your pilot record so the bot can verify membership, assign the correct rank roles and nickname, and deliver the notifications you choose. The community panel processes a member’s aircraft reaction only to add or remove the role identified on that panel. A new server member may receive one private welcome and verification message. Direct NOTAM and announcement delivery is off by default and can be enabled, reviewed or disabled at any time with the bot’s notification command. You can ask staff to disconnect the link.
Crew Mail and mailing groups
Crew Mail processes mailbox credentials only to authenticate with the private mail service. It displays and sends messages, folders, contacts, drafts and attachments requested by the signed-in user. A signature profile and the preference to include or omit that signature can be saved for the mailbox. Authorised staff may maintain internal mailing groups; group delivery uses blind-copy recipients so members do not receive the other recipients’ addresses. Message content remains part of the relevant mailbox until the mailbox holder or an authorised mail administrator deletes it under the mail service’s retention controls.
Public network and ATC information
The operations tools read VATSIM’s public network feed to show traffic, weather and controller coverage. The Discord ATC monitor selects Icelandic controller positions and posts their public position callsign and frequency. It does not post controller names or network account numbers. To prevent repeat alerts after a restart, we retain only the last monitored position callsigns and update time.
Technical information
Our hosting and security systems may process IP address, request time, browser and device information, requested URL, response status and security events. This information is used for delivery, abuse prevention, debugging and incident response.
3. Purposes and legal bases
Where processing depends on consent, you may withdraw it at any time. Withdrawal does not affect processing that was lawful before it was withdrawn.
6. International processing
Our community, providers and volunteers may operate in more than one country. Information can therefore be processed outside your home country. Where applicable law requires it, we rely on an adequacy decision, contractual safeguards, provider transfer mechanisms, or another lawful basis for the transfer. You may contact us for more information about safeguards relevant to information we control.
7. Retention
Accepted PIREPs and the associated operational record form the virtual-airline logbook and remain while the account is active or as reasonably needed to preserve airline records. Live position reports retained for post-flight replay are automatically removed after approximately 180 days. A public-logbook preference and its minimal identifying fields remain until you turn it off or ask us to delete the preference.
Support tickets, dispatch releases, operational messages and staff replies are kept while needed to resolve the request, maintain operational continuity, address repeat issues or meet legal and security needs, then deleted or anonymised when no longer reasonably necessary. Unsuccessful or withdrawn careers applications are ordinarily reviewed for deletion or anonymisation after 12 months; hired applications may be incorporated into the staff record for the duration of service and a proportionate period afterward. Crew Mail content remains until deleted through the mailbox or removed under mail-administration controls; a mailing-group definition remains while that group is active. Pilot Client access records remain while access is active and are removed when revoked; a minimal access audit may be retained for security and accountability. A vAMSYS transfer receipt and copied operational archive remain with the Pilot Hub account so imported flight history can be verified; you may request deletion subject to records we reasonably need to preserve the airline logbook or meet a legal obligation. The ATC monitor retains only its latest callsign state, while security logs are kept for a proportionate operational period. vAMSYS, VATSIM, SimBrief, Hoppie and other providers set their own retention periods for information they control.
8. Security
We use TLS, restricted role-based staff access, random server-side sessions, HttpOnly cookies, same-site protections, origin validation, rate limiting, content-security controls, audit records and dependency checks. Access is limited according to operational need. No website or transmission method is completely secure; if you believe an account or message has been exposed, contact us promptly.
9. Your choices and rights
You may make your logbook private at any time, sign out, revoke a trusted device, turn Discord direct notifications on or off, remove a community reaction role, disable your automatic Crew Mail signature, clear browser storage, or avoid including unnecessary personal information in a ticket or operational message.
Depending on your location, you may have rights of access, correction, deletion, restriction, portability and objection, and a right not to be subject to certain solely automated decisions. We do not use connected pilot information for solely automated decisions with legal or similarly significant effects.
Email hello@icelandairvirtual.org to exercise a right. We may need to verify your identity and may retain limited records where an exception or legal obligation applies. Requests concerning information controlled solely by VATSIM, SimBrief, Hoppie or another provider should be directed to that provider.
If you are in the EEA or United Kingdom, you may complain to the data-protection authority where you live or work, or where you believe an infringement occurred. We would appreciate the opportunity to address the concern first.
10. Children’s privacy
The website is intended for people able to participate lawfully in the connected flight-simulation services. We do not knowingly use this website to collect personal information from a child who cannot validly provide it under applicable law. A parent or guardian who believes a child has submitted information should contact us so it can be reviewed and, where appropriate, removed.
11. Changes and contact
We may revise this notice when services, providers or legal requirements change. Material changes will be identified through the revision date and, where appropriate, an on-site notice or renewed choice. Contact hello@icelandairvirtual.org with any privacy question.