QUANTAVIA LIMITED

privacy policy - version 2

1. Introduction and Terms

QUANTAVIA LIMITED (“We” or “us”) are committed to protecting and respecting your personal data and privacy.

This privacy policy relates to how we use and collect personal data from you through your use of this website, our mobile application or when you purchase a product or service from us.  It also relates to how we use and collect personal data that our customers who use our systems (“Customers”) provide to us about their staff and contractors when they use our systems (“Customer Operational Data”).  It also relates to our use of any personal information you provide to us by telephone, in written correspondence (including letter and email), by SMS and in person. Please note that this website, our mobile application and our services are not intended for children under the age of 18 and we do not knowingly collect data relating to children.

Whenever we are provided with personal data, we are legally obliged to use this information in line with all applicable laws concerning the protection of such information; including the Data Protection Act 1998 and 2018 (DPA) and The General Data Protection Regulation 2016 (GDPR) to the extent to which it is applied by UK GDPR as defined by the Data Protection Act 2018 together with other subsequent laws (“Data Protection Laws”).

This privacy policy also forms part of our terms of business and is not intended to override them. This policy may be amended or updated from time to time and any revisions will be posted to this page.

2. WHO WE ARE AND How to contact us

1. For the purpose of the Data Protection Laws, the data controller is QUANTAVIA LIMITED, registered company number 12147573. If you want to request more information about our privacy policy or information regarding data protection you should contact us using the details provided below:

FAO: Chris Hassall         

QUANTAVIA LIMITED

Launchpad, Penryn Campus, Treliever Road, Penryn, Cornwall, UK

Email: chris@quantavia.net 

Telephone: +447711387984 and ask to speak to the Privacy Officer.  

3. The data we collect about you

1. We collect and process personal data. Typically the personal data we collect and process will include identity, contract, financial, transactional, technical, profile, usage,  communications and customer operational data such as:

1. Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender and images.
2. Contact Data includes billing address, correspondence address, email address and telephone numbers.
3. Financial Data includes bank account details.
4. Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
5. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website and our services.
6. Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
7. Usage Data includes information about how you use our website, products and services.
8. Communications data includes your communication preferences.
9. Customer Operational Data includes data held on our systems that directly or indirectly relate to individuals who fly aircraft on behalf of our Customers. This includes information that our Customers have entered onto our systems by either directly inputting it into the system or by uploading documents to the system.  The personal data that is uploaded is entirely dependent on the information the Customer uploads which is outside of our control but may include without limitation personal data such as name, email, phone numbers, date of birth, qualifications, licence number, flight details, hours flown, medical certificates, recency records, leave requests, duty hours and rostered duties.   This data is stored by us in our systems in an encrypted format on behalf of our Customers and is accessible by the relevant Customer who has provided us with the data using the Customer’s unique username and password.

Please note that we may collect and/or process other personal data from time to time.

2. We also collect, use and share aggregated data, such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data, but is not considered to be personal data in law as it will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate a percentage of users accessing a specific feature of our services. However, if we combine or connect your aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used solely in accordance with this policy.
3. We do not collect the following special categories of personal data: details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, genetic and biometric data. Nor do we collect any information about criminal convictions and offences.  We do not intentionally collect or process health information but we may in some circumstances process this information when our Customers provide this information to us (for example if a Customer uploads a medical certificate into our systems).  To the extent that special category personal data (e.g. health data) is processed by us, the explicit consent of the data subject should be obtained by the Customer before providing us with this information. Such consent can be withdrawn by the data subject at any time, without affecting the lawfulness of processing based on such consent before its withdrawal.
4. We only collect data from you directly or via third parties (see the section Third Parties below).

4. if you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you or your employer (our Customer), and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services) or our Customer. In this case, we may have to cancel a product or service you have with us but we will notify you or our Customer if this is the case at the time.

5. How your data will be used

1. We use information held about you to:

1. carry out our obligations arising from any contracts entered into between our Customers and us and to provide our services;
2. carry out feedback and research on our services; and
3. notify you about changes to our services.

2. We never sell your data to third parties or allow third parties to contact you without your permission.
3. We share your data with third parties where there is a legal obligation for us to do so or we have identified a valid lawful basis as set out in the table below (please also see clause 7 below, lawful basis). We may process your personal data without your knowledge or consent where this is required or permitted by law.
4. We do not send marketing messages to pilots or others who may use our systems but we do send marketing messages to account managers (Overlords) where there is a legitimate business interest.
5. We have set out below in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

In addition to the above we also process Customer Operational Data (as further detailed in 3.1.9 above) which may include personal data to fulfil our contracts with our Customers to provide them with our systems.  Such processing is necessary for our legitimate interests to enable us to fulfil our contracts with our Customers for the provision of our systems to them.

6. lawful basis for processing

1. We only process your data (which may include providing it to a third party) where we have identified a valid lawful basis to do so. These are as follows:

1. Contractual obligation – Where processing is necessary to comply with our obligations arising out of a contract, for example, where you have bought products from us we will use the personal data you provide to fulfil our contractual obligations e.g. taking payment / providing support.
2. Legitimate Interest - Where we use legitimate interests we will record our decision on making this decision. We rely on legitimate interest where processing of the data we hold on you does not, in our opinion, affect your rights or freedoms and is proportionate to our interests e.g. keeping you up to date with our latest products or obtaining your feedback on our service.  
3. Consent – We will seek to obtain your consent to process your data outside our contractual obligations (see above) unless we have identified a Legitimate Interest (see above).

7. THIRD PARTIES and sharing information

1. We will keep your information within the organisation except where disclosure is required or permitted by law or when we use third party service providers (data processors) to supply and support our services to you.  We have contracts in place with our data processors. We require all third parties to respect the security of the personal data we provide them with and to treat it in accordance with the law. We do not allow our third-party service providers to use personal data for their own purposes and only permit them to process personal data for specified purposes and in accordance with our instructions.
2. Please see below the list which sets out the categories of recipients of personal data.

1. In addition third parties may provide us with personal data and they should only do so where the law allows them to.   We may receive information about you from our Customers who use our systems when they input your personal data into our systems.  If you have any questions about how our Customers process your personal data you should contact them in the first instance.

1. WHERE YOUR DATA IS HELD

1. Your data is stored by us and our processors in the UK or EEA. Where your personal data is transferred outside of the UK or the EAA, we have ensured that:

8.1.1        an adequacy decision has been made by the European Commission permitting the transfer of data to that country; or

8.1.2        standard contractual clauses (SCCs) are in place and we have received assurances that an adequate level of protection of the personal data is achieved (based on a case by case assessment of the circumstances of the transfer), including adequate technical and operational measures in place to protect the personal data.

2. APPLICATIONS to work for us

If you apply to work for us (directly or indirectly) in any role we may receive data about you from third parties. In addition, we will keep the details of your application and any additional information provided to us by you or others during your application so that we can keep you informed of future opportunities that you may be interested in. If you do not wish for us to keep your details for this reason, please let us know by contacting us using the details provided in this policy.

3. DATA RETENTION

Our data retention policy is dictated by the Data Protection Laws and is available for inspection by submitting a written request using the contact details provided in this policy.  

4. Your rights

1. Under the Data Protection Laws your rights are:

1. To be informed – We must make this privacy policy (sometimes referred to as a privacy notice) available with the emphasis on transparency over how we process your data. 
2. Access – You are entitled to find out what details we may hold about you and why. We strive to be as open as we can be in terms of giving people access to their personal data. Individuals can find out if we hold any of their Personal Data by making a formal request under the Data Protection Laws. Such requests should be in writing to the contact details provided in this policy.  If you are a pilot whose details have been provided to us by your employer (our Customer) you may wish to contact your employer in the first instance as they will have provided us with your information.
3. Rectification – We are obliged to correct or update your details. We will correct or update your data without delay provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.
4. Erasure – This is also known as the request to be forgotten. Under Data Protection Laws you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and should be submitted in writing to the contact details provided in this policy. 
5. Restrict processing – You have the right to ‘block’ or suppress the processing by us of your personal data.
6. Portability – You have the right to obtain and reuse your personal data that you have provided to us.
7. Object – You have the right to object to us processing your data in relation to direct marketing and or profiling.
8. Rights in relation to automated decision making and profiling – We do not use automatic decision making or profiling.

2. Please note that you may need to provide identification in order to prove who you are if you wish to invoke any of your rights as provided by the Data Protection Laws and as summarised above.
3. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

5. Changes

We keep our privacy policy under regular review and you should check back regularly to ensure you are aware of changes to it. We may display this notice to you from time to time to help ensure you are aware of its contents.

6. Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.