Terms of use

1. Agreement

By accessing this website or using Icelandair Virtual services, you agree to these terms and our Privacy & Cookie Policy. If you do not agree, do not use the private services. Connected platforms, including VATSIM, SimBrief, Hoppie and Discord, have their own terms that also apply when you use them.

2. Eligibility and accounts

You may register a new Icelandair Virtual pilot account directly or transfer an eligible vAMSYS record once. Registration assigns an ICE pilot identity and may provision a matching Crew Mail address. Provide your real name and accurate information where required; one person may not create or operate multiple pilot identities without staff approval. You must also meet the age and account requirements of any connected platforms you use. You are responsible for your credentials, trusted devices and activity performed through your session. Tell staff promptly if you suspect unauthorised access. You may not share private administration links, bypass access controls, impersonate another person or use another pilot’s account.

Staff, dispatcher and administrator access is granted manually through the staff system. Discord roles alone do not create staff status. Access may be adjusted, audited, suspended or removed when a position changes, training is incomplete, a mailbox is offboarded or a security issue is identified.

3. Community conduct

Treat pilots, controllers, staff and the public with respect. Harassment, discrimination, threats, deliberate disruption, cheating, fraudulent reports, malicious files, spam, credential collection and attempts to compromise or overload our systems are prohibited. Follow applicable network rules and reasonable staff directions. Staff may moderate content, restrict features, suspend access or remove a member where reasonably necessary to protect the community or operation.

4. Pilot and operational features

Schedules, routes, fleet information, crew scheduling, bids, trips, weather, network data, dispatch material, briefings, training, charts, interactive maps and Pilot Client software are provided for entertainment and flight simulation only. The booking globe, charts, SimVector map, VATSIM overlays, live briefing and live maps are visual selection aids, not navigation products. Verify all simulation planning against the appropriate current simulator, network and charting sources. Do not use this website, charts, maps or the desktop client for real-world navigation, dispatch, safety decisions or flight operations.

Pilot Client access is personal, revocable and limited to the platforms assigned to your account. Do not redistribute private installers, bypass release controls, alter the client to falsify telemetry, or use another person’s access. The client connects to a simulator on your own computer and sends flight telemetry only when you deliberately start tracking.

5. Connected services

Optional features may rely on a vAMSYS account transfer, Harly careers and applicant workflows, VATSIM network data and prefiling, SimBrief flight planning, Hoppie’s ACARS network, SimVector tiles, chart/document providers, ADSB.lol, Flight Plan Database, Planespotters.net, Discord, Social AI and other third-party systems. When you authorise an action or request connected content, we transmit the necessary request to the relevant provider. A vAMSYS transfer copies records made available by that service into the Crew Centre; you remain responsible for reviewing the transfer receipt and reporting material errors.

ADS-B callsigns, positions, altitudes, speeds, headings and aircraft identifiers are public transponder observations and may be incomplete, delayed or incorrectly associated. They do not provide a filed route, gate allocation or official airline dispatch data. Chart and map material may be delayed, unavailable, restricted by provider terms or inappropriate for a specific simulator scenario. All route, tracker, chart and station information must be reviewed by staff and pilots and is not real-world airline dispatch instruction. We do not control third-party availability, rules, data accuracy or account decisions. Dispatch releases and ACARS messages are simulation material only, must not contain sensitive information and must never be used for real-world operations. Access may stop when a provider is unavailable, changes its interface or withdraws authorisation.

6. Your content and public profile

You retain rights in messages and material you submit. You give Icelandair Virtual a non-exclusive, worldwide, royalty-free licence to host, reproduce and display that material only as needed to operate, moderate and improve the community service. A limited pilot logbook is visible when you first use Pilot Hub and may be made private at any time in its settings. The information shown and your controls are described in our privacy policy. You must have the right to submit material and must not upload unlawful, infringing, confidential or malicious content. Support messages may be visible to authorised staff.

7. Crew Mail, campaigns and community notifications

Crew Mail is provided for lawful Icelandair Virtual and personal communications. Do not use it for spam, harassment, credential collection, unlawful bulk messaging or material you do not have permission to send. Staff mailing groups and HTML campaign templates must be used only for legitimate community purposes. Recipients are sent by blind copy and lists are merged to avoid intentional duplicates, but senders remain responsible for choosing the correct audience, reviewing AI-assisted drafts, verifying facts and honoring removal requests for general communications.

HTML campaign emails are official communications and should not include personal signatures. Automated VATSIM ATC notices report public network-feed information and may be delayed, incomplete or unavailable. They are an optional convenience and do not replace checking the live network before connecting. Discord verification links are personal and time-limited.

8. Website content and marks

Except for third-party material identified on the site, website design, original copy and software are owned by or licensed to Icelandair Virtual and may not be copied or commercially reused without permission. Third-party airline names, aircraft, photographs, maps and platform marks remain the property of their respective owners. Reference to them does not imply endorsement.

9. Availability and changes

The service is provided on a volunteer, best-efforts basis. We may change, suspend or retire any feature, schedule, route, bid, trip, event, chart source, map layer, campaign template or integration; perform maintenance; or correct inaccurate content without notice. We do not promise uninterrupted, error-free or permanently stored service. Keep your own copy of information you must retain.

10. Disclaimers

To the maximum extent permitted by law, the website and community services are provided “as is” and “as available,” without warranties of merchantability, fitness for a particular purpose, title, non-infringement or accuracy. Nothing in these terms excludes a warranty or right that applicable law does not permit us to exclude.

11. Limitation of liability

To the maximum extent permitted by law, Icelandair Virtual and its volunteers will not be liable for indirect, incidental, special, consequential or punitive loss, lost data, lost opportunity or service interruption arising from use of the website or connected services. Where liability cannot be excluded, it is limited to the greater of the amount you paid us for the affected website service in the previous twelve months or CAD $50. Some jurisdictions do not allow particular exclusions, so parts of this section may not apply to you.

12. Enforcement and termination

You may stop using the service at any time. Icelandair Virtual may, at its sole discretion and to the maximum extent permitted by law, warn, restrict, suspend, remove, demote, offboard or terminate any member, pilot, staff member, dispatcher, applicant or account at any time, with or without prior notice, where we believe it is appropriate for community safety, operational integrity, staff management, legal compliance, security, abuse prevention, inactivity, loss of connected-platform eligibility, breach of these terms or the protection of Icelandair Virtual and its systems.

This section expressly applies to staff and volunteer roles. Staff appointments, department assignments, leadership roles, administrator access, dispatcher access and internal titles are privileges granted by Icelandair Virtual, not guaranteed positions, employment, property rights or permanent entitlements. We may approve, deny, change, pause, transfer, demote, remove or terminate staff status whenever needed, including for conduct, performance, trust, inactivity, restructuring, operational needs, loss of confidence, security concerns or any other reason we consider appropriate for the community or operation.

We may change or remove staff titles, permissions, Discord roles, mailbox access, system access, public listings, department assignments, reporting lines, interview panels, HR access and internal responsibilities at any time. Termination or removal may include revoking access to the Crew Centre, Pilot Client, Control Panel, HR systems, Discord areas, staff channels, mailboxes, connected services, documents and any other Icelandair Virtual resources.

Provisions that by their nature should survive termination—including confidentiality, staff terms, NDA obligations, intellectual-property, disclaimer, liability, audit, security and dispute provisions—continue to apply.

13. General terms

If a provision is unenforceable, the remaining provisions continue in effect. Failure to enforce a provision is not a waiver. You may not transfer these terms without our consent. We may update them for service, security or legal changes; continued use after an effective update means you accept the revised terms where permitted by law.

14. Contact

Questions about these terms can be sent to hello@icelandairvirtual.org. Icelandair Virtual is independent and is not affiliated with, endorsed by or operated by Icelandair.