Privacy Policy
1. Who We Are
CrewSwap is an independent platform operated by a private individual. We are the data controller for personal data collected through this Platform. Contact: [email protected]
2. What Data We Collect
Registration data: First name, last name, email address, crew type (cabin/pilot), home base airport code, optional employee number.
Profile and preference data: Your stated flight preferences, preferred routes, availability preferences, shift preferences.
Roster data: Flight details you manually enter or upload via screenshot for the purpose of matching. This data belongs to you.
Swap post data: Details of duties you post for swapping, including flight numbers, dates, routes, and notes.
Communication data: Messages sent between users on the Platform.
Payment data: Subscription plan and payment status. Payment card details are processed solely by Stripe and are never stored by CrewSwap.
Technical data: Login timestamps, IP address (for security), and general usage analytics.
3. How We Use Your Data
- To provide, operate, and improve the Platform;
- To match you with other crew members whose posts or preferences are relevant to yours;
- To send email notifications about matches and swap activity (Pro subscribers);
- To process subscription payments via Stripe;
- To send transactional emails (account verification, password reset);
- To maintain the security and integrity of the Platform;
- To comply with applicable legal obligations.
4. Legal Basis for Processing (GDPR)
We process your data on the following legal bases:
- Contract performance: Processing necessary to provide the service you signed up for;
- Legitimate interests: Security monitoring, fraud prevention, service improvement;
- Consent: Email notifications (you can withdraw at any time in your preferences);
- Legal obligation: Where required by applicable law.
5. Data Sharing
We do not sell your personal data. We share limited data only with:
- Other CrewSwap users: Your first name, last name initial, crew type, and base are visible to other users on swap posts. Your full profile is visible only to you.
- Stripe: For payment processing. Subject to Stripe's Privacy Policy.
- Email delivery providers: For sending transactional and notification emails. Email addresses are shared with our SMTP provider solely for delivery purposes.
We do not share your data with any airline, employer, aviation authority, trade union, or government body unless required to do so by law.
6. Data Retention
We retain your personal data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal compliance purposes (e.g., payment records, which are retained for 7 years).
Swap posts and messages may be retained in anonymised form for statistical purposes after account deletion.
7. Your Rights (GDPR)
Under the General Data Protection Regulation (GDPR), you have the right to:
- Access: Request a copy of the personal data we hold about you;
- Rectification: Request correction of inaccurate data;
- Erasure: Request deletion of your personal data ("right to be forgotten");
- Restriction: Request that we restrict processing of your data;
- Portability: Request your data in a machine-readable format;
- Objection: Object to processing based on legitimate interests;
- Withdraw consent: At any time, where processing is based on consent.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
You also have the right to lodge a complaint with your national data protection supervisory authority.
8. Security
We implement appropriate technical and organisational measures to protect your personal data, including password hashing, HTTPS encryption, and access controls. However, no internet transmission is completely secure and we cannot guarantee absolute security.
9. Cookies
CrewSwap uses a session cookie solely for the purpose of maintaining your logged-in state. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.
10. Children
CrewSwap is not intended for persons under 18 years of age. We do not knowingly collect personal data from minors.
11. Changes to This Policy
We may update this Privacy Policy. Material changes will be communicated by email and by updating the effective date above.
12. Contact
For any privacy-related enquiries: [email protected]