Privacy Policy
BACKGROUND
Passenger Declaration understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who uses our CAA cost sharing compliance service ("Our Service") and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Our service helps private pilots comply with Civil Aviation Authority (CAA) cost sharing requirements by collecting and managing passenger declarations in a digital format. This includes collecting passenger personal information, capturing digital signatures, and maintaining records as required by CAA regulations.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is requested by continuing to use our service, or by explicitly indicating your consent through a designated checkbox or button labelled "I agree"/"Accept" during the use of our platform.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
"Account" means an account required to access and/or use certain areas and features of Our Service;
"Cookie" means a small text file placed on your computer or device by Our Service when you visit certain parts of Our Service and/or when you use certain features of Our Service. Details of the Cookies used by Our Service are set out in Part 14, below;
"Cookie Law" means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
"Our Service" means the Passenger Declaration CAA cost sharing compliance platform and related services;
"Passenger Declaration" means the digital form and signature capturing process required for CAA cost sharing compliance.
2. Information About Us
Our Service is owned and operated by BBJT (William Beacroft & Joseph Taylor).
Address: Unit 157236, PO Box 7169, Poole, BH15 9EL, United Kingdom.
Registered with the ICO. Registration number: ZA305247
3. What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Service. Our Service may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
4. What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
5. What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.
6. What Data Do You Collect and How?
Depending upon your use of Our Service, we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies.
| Data Collected | How We Collect the Data |
|---|---|
| Passenger identity information including full name, date of birth, and identification details. | Collected directly from passengers or provided by pilots through digital declaration forms. |
| Contact information including address, email address, and telephone number. | Collected directly from passengers or provided by pilots through digital declaration forms. |
| Flight information including departure/arrival locations, flight date, and aircraft details. | Collected from pilots when creating flight declarations. |
| Digital signatures and declaration acceptance records. | Captured electronically when passengers and pilots sign their declarations using our digital signature feature. |
| Account information for pilots including name, email, and contact details. | Collected during account registration and profile setup. |
| Technical information including IP address, browser type and version, and operating system. | Collected automatically by our service and analytics tools for security and performance purposes. |
7. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:
| What We Do | What Data We Use | Our Lawful Basis |
|---|---|---|
| Providing CAA cost sharing compliance services. | Pilot and passenger personal information, flight details, digital signatures. | Contractual necessity - to fulfil our obligations under any contract/agreement with you and legal obligation to comply with CAA regulations. |
| Processing and storing passenger declarations. | All pilot and passenger data collected through declaration forms including signatures. | Legal obligation - to comply with CAA cost sharing requirements and maintain required records. |
| Generating compliance reports and documentation. | Pilot and passenger details, flight information, declaration records. | Legal obligation - to provide required documentation for CAA compliance audits and record-keeping. |
| Managing user accounts for pilots. | Account holder contact information, subscription details. | Contractual necessity - to provide account access and manage service subscriptions. |
| Communicating with users and passengers. | Contact information such as email address, phone number. | Legitimate interests - to provide updates, support, and relevant information about our services and compliance requirements. |
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
Third Parties (including Google Analytics and other service providers) whose content appears on Our Service may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
| Type of Data | How Long We Keep It |
|---|---|
| Passenger identity information and contact details. | Retention period: 7 years after the flight date as required by CAA regulations for cost sharing compliance records. |
| Flight information and declaration records. | Retention period: 7 years after the flight date as required by CAA regulations for aviation compliance and audit purposes. |
| Digital signatures and declaration acceptance records. | Retention period: 7 years after the flight date to maintain proof of passenger consent and compliance with CAA requirements. |
| User account information (pilots). | Retention period: 3 years after account closure or as required for business and legal purposes. |
| Technical information including IP address, browser type and version, and operating system. | Retention period: 12 months for service analytics and security purposes, unless required for legal or security reasons. |
9. How and Where Do You Store or Transfer My Personal Data?
We store some or all of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation.
11. How Can I Control My Personal Data?
11.1 In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Service, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails.
11.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
12. Can I Withhold Information?
You may access certain areas of Our Service without providing any personal data at all. However, to use all features and functions available on Our Service you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies. For more information, see Part 14.
13. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
15. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email address: privacy@passengerdeclaration.uk
Postal Address: Unit 157236, PO Box 7169, Poole, BH15 9EL, United Kingdom.
16. Changes to this Privacy Policy
We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on Our Service and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Service following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 5th November 2025.