Privacy Policy

This Privacy Policy explains how Kerberos Computing Limited collects and uses personal information when you use SkySyndicate, including https://skysyndicate.app, https://app.skysyndicate.app, and the services made available through them.

1. Who is responsible for your information

SkySyndicate is operated by Kerberos Computing Limited, a company registered in Scotland under company number SC611150.

Kerberos Computing Limited is the controller of the personal information described in this Privacy Policy.

Email: support@skysyndicate.app

2. Information we collect

Account information

When you create an account, we collect information such as:

• your first and last name;
• your email address;
• authentication and account-security information; and
• information associated with your account and use of SkySyndicate.

Passwords are handled by the SkySyndicate application and are not stored in plain text.

Syndicate and flying information

When you use SkySyndicate, you or other members of your syndicate may enter information including:

• group memberships;
• aircraft bookings;
• flight records;
• pilot details;
• landing and refuelling information;
• defects;
• amounts associated with flights or syndicate costs; and
• other information used to manage the syndicate.

Some of this information may relate to other members of your syndicate.

Ad-hoc pilots

Members can add an ad-hoc pilot, such as an instructor or examiner, without that person creating a SkySyndicate account.

For an ad-hoc pilot, we store:

• first name;
• last name; and
• capacity, such as instructor or examiner.

This information is provided to us by a SkySyndicate user rather than directly by the ad-hoc pilot.

Aircraft information

SkySyndicate also stores aircraft information, such as registrations, hours, maintenance information, defects, and rates.

Aircraft information is not necessarily personal information, but it may become personal information where it can be associated with an identifiable individual.

Subscription information

For aircraft subscriptions, we store information including:

• the member responsible for billing;
• Stripe customer identifiers;
• Stripe subscription identifiers; and
• subscription and payment status.

Payment-card details are processed by Stripe and are not stored by SkySyndicate.

Technical information

When you use SkySyndicate, we may collect limited technical information needed to operate and secure the Service, such as:

• IP address;
• browser or device information;
• request and application logs; and
• security and diagnostic information.

We do not currently use advertising or analytics tracking.

Contact information

If you contact us by email, we process the information contained in your message and any information you choose to provide.

The Contact page does not currently submit messages to a SkySyndicate database; it opens your own email client.

3. How we use your information

We use personal information where necessary to:

• create and manage your SkySyndicate account;
• provide groups, bookings, flight logging, and other SkySyndicate features;
• allow syndicate members to collaborate and view relevant group information;
• calculate flight costs and related syndicate information;
• manage aircraft subscriptions and billing;
• send operational emails, such as password-reset messages;
• provide support;
• maintain the security, reliability, and integrity of the Service;
• diagnose faults and technical problems;
• prevent misuse or unauthorised access; and
• comply with legal obligations.

We do not currently use personal information for advertising or marketing emails.

4. Our lawful bases

Under UK data-protection law, we need a lawful basis for processing personal information.

Performance of a contract - where processing is necessary to provide SkySyndicate to you, including account access, bookings, flight records, and subscription management.

Legitimate interests - where necessary for purposes such as securing the Service, preventing abuse, maintaining technical logs, providing support, and operating or improving SkySyndicate, provided those interests are not overridden by your rights.

Legal obligation - where we need to process information to comply with applicable law.

Where consent is required for a particular activity, we will request it separately.

5. Information visible to other syndicate members

SkySyndicate is designed around shared syndicate groups.

Information you enter may therefore be visible to other members of the relevant group where this is necessary for the feature to work.

For example, other group members may be able to see information relating to:

• your group membership;
• your aircraft bookings;
• flights associated with the group;
• pilot information recorded against flights;
• defects and aircraft information; and
• costs or other shared syndicate records.

You should only enter information about another person where you have a legitimate reason to do so.

6. Service providers

DigitalOcean

Our application and database infrastructure are hosted using DigitalOcean, with the main SkySyndicate infrastructure located in its London (LON1) region.

DigitalOcean processes information on our behalf as an infrastructure provider.

Stripe

We use Stripe to process aircraft subscriptions and payments.

Stripe processes payment information directly. SkySyndicate stores identifiers and subscription information needed to link Stripe billing to your account and aircraft, but does not store your full card details.

Mailgun

We use Mailgun to send operational email, including password-reset messages.

Mailgun is configured to use its EU region. It may process information such as your email address and the content and delivery metadata associated with those messages.

We do not use Mailgun to send marketing emails.

7. International transfers

Our main application and database infrastructure is hosted in the United Kingdom.

Mailgun is configured to use its EU processing region. Some of our service providers may nevertheless process or make personal information accessible from countries outside the United Kingdom.

Where a restricted international transfer takes place, we use an appropriate transfer mechanism or safeguard required by UK data-protection law.

You may contact us if you would like more information about the safeguards used for a particular provider.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing SkySyndicate, maintaining shared syndicate records, resolving disputes, and meeting legal obligations.

In particular:

• account information is generally retained while your account remains active;
• if you delete your account, your identifying account information is anonymised, while historical bookings and flight records are retained so that shared syndicate records remain complete;
• any Stripe customer record associated with your account is deleted where one exists;
• subscription and transaction-related information may be retained where required for accounting, legal, or dispute purposes; and
• technical logs are retained only for as long as reasonably necessary for security, diagnosis, and operation of the Service.

Deleted information may remain in backups for a limited period before those backups are overwritten.

9. Account deletion and erasure requests

You can delete your SkySyndicate account from within the application.

When you delete your account, identifying account information is anonymised. Historical bookings and flight records are retained so that records shared with other syndicate members remain complete.

Where a retained record previously referred to your account, other users will see Deleted User instead of your name.

If your account has an associated Stripe customer record, that customer record is also deleted when your SkySyndicate account is deleted.

We may retain other information where this is necessary to comply with a legal obligation, resolve disputes, or establish, exercise, or defend legal claims.

You can contact support@skysyndicate.app if you have questions about account deletion or wish to make a separate data-protection request.

10. Your rights

Under UK data-protection law, you may have rights including:

• the right to access your personal information;
• the right to have inaccurate information corrected;
• the right to request deletion of your information, subject to certain legal exceptions;
• the right to restrict certain processing;
• the right to object to processing based on legitimate interests; and
• the right to data portability where applicable.

These rights depend on the circumstances and the lawful basis on which information is processed.

You have the right to object to processing based on our legitimate interests.

To exercise your rights, contact support@skysyndicate.app.

We may need to verify your identity before responding to a request.

11. Complaints

If you have concerns about how we use your personal information, please contact us first so we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

12. Security

We use technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, or loss.

These measures include encrypted transmission and access controls.

No online service can guarantee absolute security.

13. Cookies and similar technologies

SkySyndicate currently uses only technologies necessary to operate the website and application.

We do not currently use analytics, advertising, or marketing cookies.

See our Cookie Policy for more information.

14. Automated decision-making

SkySyndicate does not use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.

15. Children

SkySyndicate is not designed or marketed as a service for children.

We do not knowingly seek to collect personal information from children through the Service.

16. Changes to this policy

We may update this Privacy Policy where our processing practices, service providers, or legal obligations change.

Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected users.

The Last updated date at the top of this page shows when the policy was most recently revised.

17. Contact

For privacy questions or requests, contact:

Kerberos Computing Limited
support@skysyndicate.app