Privacy policy
Velance Aviation Club is a trade name of the sole proprietorship of Faber Valkering, located at Rondtanderlaan 6, 2171 LW Sassenheim, the Netherlands, registered in the Trade Register of the Dutch Chamber of Commerce (KvK) under number 42100899, VAT identification number NL005497336B63.
Velance Aviation Club is the data controller for the personal data processed through the website, the member portal and its other services.
Contact: contact@velanceclub.com. The registered address is not a publicly accessible visiting location.
a. Membership application form
- Name, email address, phone number and region
- Homebase (home airfield)
- Licence type and flying situation
- Aircraft type you fly
- Your motivation for becoming a member
- How you found Velance and, if asked, which member introduced you
- Where necessary: data required to verify the pilot licence you stated. Velance applies data minimisation here and preferably does not keep a full copy of your licence, but, where possible, only records that verification took place and which data was necessary for it
b. Contact form
- Name and email address
- Subject of your message
- Invoice number (if applicable)
- The content of your message
- When you invoke the statutory cooling-off period: your confirmation of that
c. Member account and Digital Squadron
- Account details and login credentials
- Profile details you fill in yourself
- Details of the aircraft in your digital hangar
- Contributions you post, including information for Destination Intelligence
- Data about your participation in fly-outs and events
d. Invoicing and payment for fly-outs, events and other paid services
Membership itself is currently free of charge and is not invoiced. For fly-outs, events and other paid services offered separately by Velance, we process:
- Invoice details and payment status
- Payment is currently made by bank transfer on the basis of an invoice sent by Velance; Velance does not store card details or other payment instrument data
e. Guest data
When you register a guest for a fly-out or event, we process their name, contact details and the other data necessary for registration, communication, participation, administration, safety and, where applicable, invoicing. As a member, you are responsible for ensuring that this person has been informed before you provide their data to Velance. In addition, Velance itself informs the guest, at or no later than around the first direct contact, about the processing of their personal data, for example by providing a link to this privacy policy.
f. Photo and video material
During fly-outs and events, photos and videos may be taken in which participants are recognisable.
Special categories
Velance does not process special categories of personal data, nor medical examination data or medical records. The licence verification described above is also not extended to the structural processing of medical data. The validity of your medical, your ratings and privileges, your currency and your fitness as pilot-in-command remain your own responsibility.
Data marked as mandatory in a form is necessary to assess the application concerned, create an account or perform the service concerned. If this data is not provided, Velance may not be able to assess the application or provide the service. All other data is optional unless stated otherwise.
| Purpose | Legal basis |
|---|---|
| Assessing your membership application, including verification of the pilot licence stated and of the other admission criteria | Performance of a contract, or taking pre-contractual steps at your request |
| Performing and managing membership, the member account and Digital Squadron | Performance of the contract |
| Invoicing and payment administration for fly-outs, events and other paid services offered separately | Performance of the contract and legal obligation |
| Organisation and administration of fly-outs and events, including guests | Performance of the contract |
| Answering messages sent through the contact form | Legitimate interest in handling enquiries |
| Handling an invocation of the statutory cooling-off period | Legal obligation |
| Security, fraud prevention and managing the community safely and to a high standard | Legitimate interest |
| Tax and administrative retention | Legal obligation |
| Establishing, exercising or substantiating legal claims and defending against claims, complaints and disputes | Velance's legitimate interest in protecting its legal position and defending against claims |
| Newsletter and non-essential communication | Consent |
| Keeping a rejected application for longer for later contact | Consent |
| Use of recognisable photo and video material for promotion | Legitimate interest in reporting on the community, and consent for targeted or prominent marketing use |
Where the legal basis is consent, you can withdraw it at any time. This does not affect the lawfulness of processing before the withdrawal.
For the processing described above on the basis of Velance's legitimate interest in establishing, exercising or substantiating legal claims, Velance only keeps and uses the data that is reasonably necessary for that purpose.
Velance does not sell personal data. Personal data is not processed for purposes incompatible with the purposes described in this privacy policy. When Velance wishes to process personal data for a new purpose, Velance will inform data subjects in advance to the extent the GDPR requires.
Velance does not take decisions that produce legal effects or otherwise significantly affect the data subject and that are based solely on automated processing, including profiling. Membership applications are reviewed personally.
Digital Squadron is a private environment in which members can find one another. With a switch in your profile settings you decide whether your profile is visible in the member directory; this is on by default. When your profile is visible, the data you have filled in yourself in your profile — including name, homebase, licence, experience, type of flying, interests and any bio — is visible to other active members, as are the aircraft you have made visible on your profile or in the digital hangar.
Your email address is never shown to other members. Your WhatsApp number is only shown if you separately enable that in your profile settings; this is off by default.
Members may only use data from Digital Squadron for personal, business or aviation-related contact that reasonably fits within the community. Exporting, selling or passing on member data to third parties, and using it for unsolicited commercial mass outreach, is not permitted.
Velance offers members the option to take part in a WhatsApp community. Participation is voluntary.
When you take part, your phone number is visible to the other participants and your data is processed by WhatsApp, part of Meta. WhatsApp's privacy policy applies to that processing. You can remove yourself from the community at any time without any consequences for your membership.
During fly-outs and events, recordings may be made for reporting, community content and the promotion of Velance.
Visual material based on legitimate interest. For general atmosphere, group and overview shots, Velance relies on its legitimate interest in capturing and showing the activities of the community. You may object to this processing; Velance will assess your objection in accordance with the GDPR.
Visual material based on consent. For targeted or prominent marketing use of recognisable portraits or interviews, Velance asks for separate consent in advance, to the extent required under applicable laws and regulations. You can withdraw this consent at any time for future use; this does not affect material for which consent was not the legal basis.
If you do not wish to appear recognisably in public communications, please let us know, preferably before the activity concerned, at contact@velanceclub.com.
Velance does not keep personal data longer than necessary. We distinguish between data that is no longer needed operationally and data that may remain necessary for administration, evidence or the substantiation and defence of legal claims.
Membership
After membership ends, Velance in principle deletes or anonymises ordinary profile and community data within 30 days. To the extent necessary, Velance also keeps a limited administrative/legal file, for example containing the identity of the former member, the date of application, admission and termination, proof of acceptance of the terms and their version number, relevant correspondence, and complaints, warnings or incident data where necessary.
Fly-outs and events
After a fly-out or event, Velance deletes or anonymises data that is no longer needed. To the extent necessary, Velance also keeps, for example, the participant's identity, participation and booking data, the accepted Fly-out Terms with version number and date/time of acceptance, invoices and payments, cancellations, relevant correspondence, complaints and incident data.
For the administrative and legal data referred to above, Velance's starting point is a retention period of at most five years after the end of the relevant agreement or activity, unless a longer statutory retention period applies, a specific dispute, claim or investigation is ongoing, or the data is no longer necessary at an earlier point.
| Other data | Period |
|---|---|
| Application data of candidates who were not admitted | Deleted or anonymised within 30 days of rejection, unless you consent to longer retention |
| Messages sent through the contact form | At most 12 months after the last correspondence |
| Contributions to Destination Intelligence | May be kept in anonymised form, to the extent needed for the continuity and usefulness of the information |
| Invoices and other administrative data subject to the statutory tax retention obligation | 7 years, in accordance with Dutch tax law |
| Visual material based on legitimate interest | For as long as the relevant publication is in use, or until an objection is upheld |
| Visual material based on consent | For as long as the relevant publication is in use, or until consent is withdrawn |
Velance does not share your personal data with third parties for commercial purposes. To perform its services, Velance uses external service providers. Where a service provider processes personal data on behalf of Velance as a processor, Velance concludes the legally required processing agreements with it. At present this includes:
- Netlify — hosting of the website and processing of form submissions
- Supabase — database and account management for the member portal
- Zoho — sending of transactional and business email
In addition, data is shared where this is legally required, for example towards the Dutch Tax and Customs Administration (Belastingdienst), and with suppliers of a fly-out to the extent necessary for its performance, such as passing on names to a hotel.
Some service providers may process personal data in, or make it accessible from, countries outside the European Economic Area. Where such a transfer takes place, Velance ensures that a valid transfer basis and appropriate safeguards are in place in accordance with the GDPR, such as an adequacy decision of the European Commission, the EU-U.S. Data Privacy Framework where actually applicable, Standard Contractual Clauses or another legally recognised mechanism.
On request via contact@velanceclub.com, we will explain which safeguards apply in a specific case.
Under the GDPR you have the right to:
- access your data
- rectification of inaccurate data
- erasure of your data
- restriction of processing
- portability of your data
- object to processing based on legitimate interest
- withdraw consent you have previously given
You can exercise your rights via contact@velanceclub.com. We respond without undue delay and in any event within one month of receiving the request. Where a request is complex or there are multiple requests, this period may be extended in accordance with the GDPR; in that case we will inform you within the original period of the extension and the reason for it. To prevent misuse, we may ask you to provide additional information to verify your identity.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via autoriteitpersoonsgegevens.nl.
Velance takes appropriate technical and organisational measures to protect personal data against loss, unauthorised access and misuse.
Access to the member portal is protected by a personal account and password. You are responsible for keeping your login details confidential and for reporting suspected misuse as soon as possible.
Velance does not use tracking, analytics or marketing cookies.
For the member portal, only functional cookies and similar technologies that are necessary to log in and stay logged in are used. No consent is required for these necessary technologies.
Velance may change this privacy policy. The most up-to-date version is always available at velanceclub.com/privacy. In the event of a material change, we will inform members.
Questions about this privacy policy or about the processing of your personal data? Please get in touch via contact@velanceclub.com.
Velance Aviation Club
KvK: 42100899
VAT identification number: NL005497336B63
contact@velanceclub.com
Version 4.0 — 15 August 2026