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Privacy Policy

Privacy Policy – PilotPrep Pro

Last updated: 24/04/26

PilotPrep Pro (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way, in line with the EU General Data Protection Regulation (GDPR).

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1. Who We Are

1.1 PilotPrep Pro provides aviation‑focused tuition, exam preparation, and related learning services.
1.2 For the purposes of data protection law, we are the “data controller” of the personal data we collect and use about you in connection with our services and website.
1.3 If you have any questions about this policy or how we use your data, you can contact us at:

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2. What Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us:

  • Identity data: name, title, date of birth (if provided), student ID or licence number (where relevant).

  • Contact data: email address, telephone number, postal address, messaging handles.

  • Course/booking data: subjects, course type (ATPL, CPL, IR, etc.), preferred schedule, booking history, attendance records.

  • Payment and transaction data: amount paid, payment status, invoice details (payment card details are usually processed by our payment provider and not stored by us directly).

  • Communication data: emails, messages, feedback, and any information you provide when you contact us.

  • Technical and usage data: IP address, device identifiers, browser type, time zone, and information about how you use our website or learning platform (via cookies or similar technologies).

  • Learning data: notes about your progress, exam performance you choose to share, and any assignments, test results, or mock exam outcomes used for tuition.

We do not intentionally collect special categories of data (such as health information) unless you provide it voluntarily (for example, to request reasonable adjustments), in which case we will handle it with extra care and only where necessary.

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3. How We Collect Your Data

We collect personal data in the following ways:

  • Directly from you: when you fill in forms, make bookings, contact us by email or phone, or participate in sessions or webinars.

  • From your use of our website or platform: through cookies, analytics, and similar technologies recording how you interact with our services.

  • From third‑party services: for example, payment providers processing your transactions, or video‑conferencing platforms used for online lessons.

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4. Why We Use Your Data (Purposes and Legal Bases)

We process your personal data only where we have a valid legal basis under GDPR, including:

  • Contract: to set up, manage, and provide the tutoring or course you have booked, including communications about scheduling, content, and access.

  • Legal obligations: to comply with tax, accounting, and other regulatory requirements.

  • Legitimate interests: to manage and improve our services, keep records of teaching and performance, prevent misuse, and respond to queries, provided your interests and rights do not override these.

  • Consent: for certain activities, such as sending some types of marketing communications or using optional cookies, where required by law. You can withdraw consent at any time.

We use your data mainly to:

  • Set up bookings, deliver tuition, and manage your learning journey.

  • Communicate with you about sessions, resources, changes, and support.

  • Process payments and manage invoices.

  • Maintain records of attendance, progress, and performance to improve teaching quality.

  • Operate and protect our website, platforms, and IT systems.

  • Comply with our legal obligations and respond to lawful requests from authorities.

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5. Cookies and Website Tracking

5.1 Our website may use cookies and similar technologies to:

  • Enable basic site functionality.

  • Remember your preferences.

  • Gather anonymous statistics about website usage to help us improve our services.

5.2 Where required by law, we will ask for your consent before setting non‑essential cookies and you can manage your cookie preferences through your browser or our cookie banner settings.

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6. Sharing Your Data

We only share your personal data where necessary and with appropriate safeguards in place:

  • Tutors and staff: to deliver the tutoring and support you have requested.

  • Service providers: such as payment processors, IT and hosting providers, email services, and video‑conferencing platforms, who act as “processors” and only process data on our instructions.

  • Professional advisors: such as accountants or legal advisors where needed for business, legal, or accounting purposes.

  • Authorities or regulators: where we are legally required to do so (for example, for tax or law‑enforcement purposes).

We do not sell your personal data to third parties.

If we ever need to transfer your personal data outside the European Economic Area (EEA), we will ensure appropriate safeguards (such as standard contractual clauses or an adequacy decision) are in place, as required by law.

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7. How Long We Keep Your Data

We keep your personal data only for as long as necessary for the purposes described in this policy, including to satisfy legal, accounting, or reporting requirements.

Typical retention periods may include:

  • Booking and transaction records: kept for the period required by tax and accounting laws.

  • Course and learning records: kept for a reasonable period after your last interaction with us to support any follow‑up, references, or queries.

  • Marketing data: retained until you opt out or withdraw your consent, or after a period of inactivity.

When data is no longer needed, we will securely delete or anonymise it.

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8. How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

These measures may include:

  • Limiting access to personal data to those who need it for their role.

  • Using secure systems, passwords, and encryption where appropriate.

  • Keeping devices and software updated and using trusted service providers.

  • Training relevant staff or tutors on data protection responsibilities.

While we strive to protect your personal data, no system can be guaranteed 100% secure.

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9. Your Rights Under GDPR

Under GDPR, you have a number of rights in relation to your personal data, subject to certain conditions:

  • Right of access: to request a copy of the personal data we hold about you.

  • Right to rectification: to correct inaccurate or incomplete data.

  • Right to erasure (“right to be forgotten”): to request deletion of your data in certain circumstances.

  • Right to restriction: to request that we limit the processing of your data in certain cases.

  • Right to object: to object to processing based on legitimate interests or for direct marketing.

  • Right to data portability: to receive your data in a structured, commonly used, machine‑readable format and have it transmitted to another controller where technically feasible.

If you wish to exercise any of these rights, please contact us using the details in section 1. We may need to verify your identity before responding.

You also have the right to lodge a complaint with your local data protection authority if you believe your data has been handled unlawfully.

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10. Under 18 Data

Our services are primarily aimed at adults and older students. Where a learner is under 18, we may need to collect parent or guardian contact details and obtain appropriate consent.

If we learn that we have collected personal data from a child without appropriate consent, we will take reasonable steps to delete it.

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11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in our services or in data protection law.

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