Data protection notice (GDPR)
This notice applies to the 2026 fly-in arrival slot booking service operated by Galway Flying Club.
Data controller: Galway Flying Club (“we”, “us”). For data-protection queries about this fly-in booking service, contact flyin2026@galwayflyingclub.org.
What we collect: aircraft registration and type; departure airport; fixed wing/rotary; persons on board and breakfast numbers; pilot-in-command name, phone number and email address; estimated time of departure when you book a slot; arrival slot time; booking and confirmation status; and the insurance declaration you make when registering.
Why we use it: to register aircraft for the 2026 fly-in, allocate and manage arrival slots, send booking confirmation emails, operate the event safely, and meet our operational and insurance-related obligations. Our lawful bases under the General Data Protection Regulation (GDPR) are: performance of a contract or steps at your request before entering a contract (Article 6(1)(b)); and, where applicable, legitimate interests in running a safe, orderly fly-in (Article 6(1)(f)), balanced against your rights.
Who we share it with: authorised club organisers and event administrators with access to the booking system. Technical service providers that process data on our behalf (for example, website hosting and email delivery via Amazon Web Services). They act only on our instructions and under appropriate data-processing terms.
International transfers: where data is processed outside the European Economic Area, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses or equivalent protections offered by our providers.
How long we keep it: for the period needed to run the fly-in and handle follow-up enquiries, then deleted or anonymised within three months after the event unless we must keep specific records longer to comply with law (for example, insurance or safety requirements).
Your rights: you may request access, rectification, erasure, restriction of processing, data portability (where applicable), and object to processing based on legitimate interests. You may withdraw consent at any time where processing is based on consent, without affecting the lawfulness of earlier processing. To exercise your rights, email flyin2026@galwayflyingclub.org. You also have the right to lodge a complaint with the Data Protection Commission (Ireland): dataprotection.ie.
Providing data: the information marked as required on the registration form is necessary to register and book a slot. If you do not provide it, we cannot complete your registration or reservation.