Privacy Policy

This policy explains what personal data Adrian Bjerke collects when you use VATSIM Event Roster, why it is collected, and what rights you have over it. The service is operated in line with the GDPR.

When you log in via VATSIM Connect SSO, the following is collected:

Your VATSIM User ID (CID), Name, and Configuration Settings

Used to create and manage event rosters, remember your preferences, and personalise the service. Your name is displayed on events you create or manage and is visible to other users viewing the roster system.

Activity Logs

Actions such as creating events, editing rosters and administrative changes are logged. These logs include your CID, name, the action performed, and a timestamp. Logs are used for troubleshooting, security, ensuring the service functions properly, and maintaining an audit trail for administrative actions.

Controller Endorsements

Where a FIR on this site is configured with a VATEUD facility code, the endorsements that facility publishes are read from core.vateud.net and stored here. That is the CID of each endorsement holder, the position it is for, its expiry date where it has one, and the CID of the instructor who issued it. It is used for one thing: deciding which positions a controller may be rostered on, including whether a solo endorsement still covers the event.

The list is refreshed hourly and each refresh replaces the previous one entirely, so nothing is kept beyond the facility's current published state. Removing the facility code from a FIR stops the refresh; ask the operator to clear the stored copy as well.

The lawful basis for this processing is your consent, given when you log in, together with the operator's legitimate interest in running a secure and reliable service.

Beyond what VATSIM Connect provides, the only personal information collected is what is described above and drawn from the VATSIM systems this site reads: your endorsements, and your published controlling hours where an event manager has that column switched on. Your data is not shared with third parties and is never used for marketing.

Your VATSIM User ID, name, and settings are used exclusively to:

• Create and manage event rosters
• Authenticate your access to the system
• Display your name as the event organizer or co-manager
• Recall and apply your saved preferences
• Ensure the website functions securely
• Allow administrators to manage user access and monitor system activity

Your user profile and event data are stored as long as you use the service. You can request their deletion at any time.

So that data is kept no longer than necessary, user profiles and configuration settings may be periodically deleted if they have not been accessed for over one year.

Activity and administrative logs containing your VATSIM CID and name are stored in the database and are automatically and permanently deleted after 30 days. Deleting your user profile doesn't delete these logs, but their automatic 30-day deletion ensures compliance.

Events you create remain in the system until you or an administrator deletes them. If you delete your account, any events you created will be deleted. Only administrators can delete user accounts.

Under the GDPR you have the following rights over the data held about you. To exercise any of them, use the contact details at the bottom of this page.

Right to Access

Request to see your stored VATSIM User ID, name, events, and configuration settings.

Right to Erasure (Right to be Forgotten)

Request deletion of your VATSIM User ID, name and associated configuration data. Note that if you have created events, those will need to be handled separately (either reassigned to another user or deleted).

Right to Withdraw Consent

You can withdraw your consent at any time. Please note that because the service requires your VATSIM CID and name to function, withdrawing consent will result in the deletion of your user profile and all associated settings, effectively the same as requesting erasure.

Requests are normally answered within a week, and always within one month.

Your name and CID are visible to other users of the system when:

• You create an event (displayed as the event owner)
• You are added as a co-manager to an event
• Your name appears in a published roster as a controller

This visibility is necessary for the core functionality of the event roster system. No other personal data is shared publicly or with third parties.

Questions about this policy, or about how your data is handled, go to:

adrian.bjerke@vatsim-scandinavia.org