1. Introduction

Virtual Saudi Air Force ("VSAF", "we", "us", "our") is a flight simulation community operating on the VATSIM network. This Privacy Policy explains what personal data we collect from members and visitors, why we collect it, how it is used, and what rights you have regarding your data.

VSAF is not a real-world military or government organization. This policy governs only the data processed in connection with our simulation community activities.

By applying for membership, using our website, or joining our Discord server, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

For the purposes of applicable data protection law (including the EU/UK General Data Protection Regulation, "GDPR"), the data controller is:

Virtual Saudi Air Force (VSAF)
Contact: Contact@saudivaf.com
Website: https://saudivaf.com

3. What Data We Collect

We collect only the data necessary to operate VSAF and to comply with VATSIM Special Operations policy. This includes:

Category	Examples
Identification data	Full name, VATSIM CID (Certificate ID) number
Contact data	Email address, Discord username
Membership data	Assigned callsign, rank, squadron/track assignment, application status
Training & activity data	Training progress, checkride results, flight hours logged under the VSAF callsign, flight plan history related to VSAF activity
Technical data	Basic website usage data (e.g. pages visited), IP address, for security and hosting purposes only

We do not knowingly collect sensitive personal data (such as health information, political opinions, or religious beliefs), and we do not collect data from anyone we know to be under the minimum age required by VATSIM's own policies.

4. How We Use Your Data

We process member data only for the following purposes:

• Processing and reviewing membership applications
• Assigning and managing callsigns, ranks, and squadron placement
• Delivering and tracking training (per VSAF's Training Syllabus and VATSIM-POL-Special Operations)
• Maintaining the public active-pilot roster required by VATSIM Special Operations policy (Section 8.4), which displays VATSIM CID only
• Verifying member activity levels required to maintain VSAF's VSOA status (e.g. flight frequency requirements)
• Internal communication (e.g. training scheduling, announcements)
• Responding to inquiries sent to our contact email
• Complying with audits or information requests from the VATSIM Special Operations Department (VSOD), where required

5. Legal Basis for Processing

Where GDPR applies, we process personal data on the following legal bases:

• Consent — for optional communications and for publishing your CID on the public roster
• Legitimate interest — for maintaining a functioning, policy-compliant virtual organization
• Compliance with VATSIM policy — VATSIM-POL-Special Operations requires certain data (e.g. an active roster with CIDs) to be publicly available as a condition of VSOA status

6. Who We Share Data With

• VATSIM / VSOD — we may share membership and activity records with the VATSIM Special Operations Department upon audit request, as required by VATSIM-POL-Special Operations Section 8.7.
• IONOS — our website and its data are hosted on servers provided by IONOS, our hosting provider.
• Discord — if you join our Discord server, your interactions there are also subject to Discord's own Privacy Policy and Terms of Service.
• We do not sell, rent, or trade member data to third parties for marketing purposes.

7. What Is Public

Some information about VSAF members is visible to any visitor of our website; other information is visible only to signed-in members and staff.

• Publicly visible: your assigned callsign, VATSIM CID, rank, and squadron/track. This is required by VATSIM Special Operations policy (Section 8.4) to maintain VSAF's VSOA status.
• Not publicly visible: your full name, email address, and detailed training records are visible only to VSAF staff and instructors as needed to run the organization — never to the general public.
• Note that your VATSIM CID is, in any case, visible to other users on the VATSIM network whenever you fly, and can be looked up through VATSIM's own public services.

8. Public Roster Disclosure

In accordance with VATSIM Special Operations policy, VSAF is required to publicly display a list of active pilots, showing at minimum each member's VATSIM CID. By joining VSAF, you consent to your CID being displayed on this public roster for as long as you remain an active member.

9. Data Retention

We retain member data for as long as you remain an active member, and for a reasonable period afterward to comply with VATSIM audit requirements and to maintain historical training records. If you leave VSAF, you may request removal of your data from public-facing pages (such as the roster); some records may be retained internally where required for compliance purposes.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data (subject to VATSIM compliance retention needs)
• Object to or restrict certain processing
• Withdraw consent at any time, where processing is based on consent
• Request a copy of your data in a portable format
• Lodge a complaint with your local data protection supervisory authority if you believe we have handled your data unlawfully

To exercise any of these rights, contact us at Contact@saudivaf.com. We will respond within a reasonable timeframe.

11. Cookies

Our website may use basic cookies necessary for site functionality (e.g. remembering your consent choice). We do not use cookies for third-party advertising or tracking.

12. Data Security

We take reasonable technical and organizational measures to protect member data against unauthorized access, loss, or misuse. However, no online system can be guaranteed 100% secure.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced to members via our Discord server or website prior to taking effect.

14. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal data, contact:

Email: Contact@saudivaf.com
Website: https://saudivaf.com

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Virtual Saudi Air Force (VSAF) is not affiliated with, endorsed by, or connected to the real-world Saudi Air Force, the Ministry of Defense, or any government entity of the Kingdom of Saudi Arabia. This is a flight simulation community operating for entertainment purposes only.