Privacy policy

Identity and contact details

Please click here to find out more about IWA. Our postal address is 55 Station Road, Beaconsfield, England, HP9 1QL.  Our telephone number is +44 (0) 800 368 9090.  You can contact us by email using emily@iwaviation.com. We are registered at Companies House as I&W LIMITED with a company number of 09699098.

Our designated supervisory authority under the General Data Protection Regulation (GDPR) is the Information Commissioner’s Office (ICO). We are based in the United Kingdom.

The individual in charge of Data Protection in our company is Emily Williams.

What data we collect

IWA gather information on our website on individuals who have requested that we keep them up to date with news on IWA and our industry.  We use consent to process this data.  We do not capture special category information.

We capture information on the data subjects that are clients or passengers who are using IWA’s services.  We use the lawful reason of ‘Contract’ to process this data.  We capture special category information on these contacts as in some instances, we capture information on the aspects of health which are directly relevant to know for the aviation services that we provide.  We capture information on children, as in some cases, children use the services that we provide when travelling with adults.  We use ‘Explicit consent’ as the secondary lawful reason to process this sensitive data.

We capture information on the employees and contractors of organisations who are providing the services (the Service Providers) that we manage on behalf of our clients so that we can communicate with them and organise the services for our clients.  We use the lawful reason of ‘Contract’ to process this data.  We do not capture special category information on this data.

We process information on employees of businesses who we have identified as possible clients.  We use ‘Legitimate interest’ to process this data.  We have completed the specification, gate analysis and balancing tests specified under GDPR for this data.  We do not capture special category information on this data. 

We process information on individuals who we have identified as probable clients.  We use ‘Consent’ to process this data.  We do not capture special category information on this data.

Other information on what we do with data

We store and process data for which we act as Data Controller securely and in compliance with GDPR. 

We only provide information for which we act as Data Controller to third parties which are responsible for the logistics of the travel that we are organising. This can include the international transfer of data, and this is done with the explicit permission of the data subjects. 

We provide information on the data subjects who are working for the Service Providers to our clients for safety and other information to allow the smooth running of the services that we provide. 

Records are removed from our storage and email system after 2 years if there has been no engagement with a contact.

We remove data from MailChimp 2 years after there has been no engagement with the prospects. 

We delete data relating to financial payments after 6 years, as we are required to retain information for HMRC.

All records are disposed of securely when deleted. 

How we look after data

We take reasonable technical and procedural precautions to prevent the loss, misuse or unauthorised alteration of personal data.

We store the personal data that we collect securely.

We do not publish the details of the safeguards we use to protect the personal data that we control as this could reduce the effectiveness of those safeguards.

Cookies

Cookies are text files placed on your computer to collect information about which pages you visit, and how long for. This information is used to track use of the website and to compile statistical reports on website activity.

When you visit our website you will be presented with a choice which will allow you to decide whether cookies are used or not. In a few cases some of our website features may not function if you choose not to allow cookies on our website.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policies.

Your rights

IWA recognises the rights of data subjects as defined in the General Data Protection Regulation (GDPR).

We will always seek to uphold those rights and the links provided will enable you to communicate with us to exercise those rights, where relevant.

IWA recognises your right to lodge a complaint with a supervisory authority. You can access the ICO's website from this link.

Please click on the button below to send us an instruction to collate the data that we are a controller of that relates to you and send it to you.

Please note that clicking on the button should populate the correct email address and details into your email client. We use this approach rather than a web form so that we can confirm that you are the individual that is instructing us to send them the data that we control on you. This is so that we can avoid other individuals using your details fraudulently.

If you do not want to use the button, or have problems with it, please send us an email to emily@iwaviation.com describing what data you would like access to.

When we have collated all the data that we hold on you, we will securely send you the data, at most within 30 days. If there is any reason for a delay in providing you with your data, we will notify you as soon as possible. When we send you your data, we will inform you of the other rights that you have that relate to your data.

Please click on the button below to send us an instruction to correct data that we control that relates to you. Clicking on the button should open your email client and populate the relevant information into the email.

Please note that clicking on the button should populate the correct email address and details into your email client. We use this approach, rather than a web form, so that we can confirm that you are the individual that relates to the data rectification instruction. We do this so that we can avoid other individuals using your details fraudulently.

If the button doesn't work for you, or you would prefer to send us an email separately, please send an email to emily@iwaviation.com, outlining what data you need changing.

When we have updated all the data that we hold on you according to your instructions, we will securely send you a copy of the rectified data, at most within 30 days.

Please click on the button below to send us an instruction to erase data that we control that relates to you. Clicking on the button should open your email client and populate the relevant information into the email.

Please note that clicking on the button should populate the correct email address and details into your email client.  We use this approach, rather than a web form, so that we can confirm that you are the individual that is sending us the instruction. We do this so that we can avoid other individuals using your details fraudulently.

If the button doesn't work for you, or you would prefer to send us an email with your instruction, please contact us using the emily@iwaviation.com email address.

We will confirm to you that we have erased the data within 30 days of receipt of your instruction. We will retain the information that we need for legal purposes, which includes information that we need to register any opt outs or unsubscribes.

Please click on the button below to send us an instruction to restrict the processing of data that we control that relates to you. Note that if you have sent us an instruction to exercise your rights under the GDPR or other Data Protection regulations, we will restrict the processing of any data that we hold on you automatically while we carry out your instructions.

Please note that clicking on the button should populate the correct email address and details into your email client.  We take this approach, rather than a web form, so that we can confirm that you are the individual that relates to the instruction and avoid confusion if other individuals use your details fraudulently.

If the button does not work for you, or you want to send us an email separately to instruct us to restrict the processing of your data, please use the emily@iwaviation.com email address.

We will send an email to you to confirm that we will stop processing your data and also keep your data securely stored, at most within 30 days of receiving your instruction.

If you would like to permanently stop any communications from us, please click here to unsubscribe from IWA’s communications.

Please click on the button below to send us an instruction to provide you with data that we hold that relates to you so that you can transfer this to another organisation.

Please note that clicking on the button should populate the correct email address and details into your email client.  We use this approach, rather than a web form, so that we can confirm that you are the individual that is sending us the instruction. We do this so that we can avoid other individuals using your details fraudulently.

If the button doesn't work for you, or you want to send us an email with your instruction, please sent an email to emily@iwaviation.com.

We will send an email to you that gives you secure access to the data that we hold on you, at most within 30 days of your instruction.

If you do not want IWA to process your data, please click on the button below to send us an instruction to opt out of all processing and communications. 

Please note that clicking on the button should populate the correct email address and details into your email client. We use this approach rather than a web form so that we can confirm that you are the individual that is instructing us to opt out of processing. We do this so that we can avoid other individuals using your details fraudulently. 

If you only wish to opt out of a certain type of communication, please note that in the email body.

Within 30 days at most, we will then suppress any communications to you that IWA is a controller of. We will not confirm that we have opted you out of processing.

Alternatively, if you have received an email communication from us, please click on the opt out/unsubscribe link, or send an email to emily@iwaviation.com with whatever form of words you consider appropriate.