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Privacy Policy

Last updated: April 2026

1. Introduction

Vectnix ("we", "us", "our") is a digital aviation training management platform operated by ROVIV TECH. We are committed to protecting your privacy and handling your personal data in compliance with the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the Vectnix platform.

2. Data Controller

The data controller for your personal data is your organisation (the "Customer") that subscribes to Vectnix. ROVIV TECH acts as the data processor on behalf of each Customer. For questions about how your organisation processes your data, please contact your organisation's administrator.

3. Data We Collect

We collect and process the following categories of personal data:

  • Account Information: Name, email address, username, role, and organisation affiliation.
  • Training Records: QTG test results, flight log entries, simulator session data, and assessment records.
  • Usage Data: Login timestamps, session activity, and platform interaction logs for security and audit purposes.
  • Communication Data: Bug reports, support requests, and in-platform notifications.
  • Technical Data: Browser type, device information, and IP address (collected automatically for security).
  • Anonymous Usage Statistics: Aggregated, non-identifiable page view and feature usage data collected via self-hosted analytics (no cookies, no personal data).

4. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract Performance (Art. 6(1)(b) GDPR): Processing necessary to provide the Vectnix platform services to your organisation.
  • Legitimate Interests (Art. 6(1)(f) GDPR): Platform security, fraud prevention, and service improvement.
  • Legal Obligation (Art. 6(1)(c) GDPR): Compliance with aviation regulatory requirements and record-keeping obligations.
  • Consent (Art. 6(1)(a) GDPR): Where specifically required, such as for optional communications.

5. How We Use Your Data

Your personal data is used for the following purposes:

  • Providing and maintaining the Vectnix platform
  • Managing user accounts, authentication, and role-based access control
  • Recording and tracking aviation training progress and qualifications
  • Generating reports for regulatory compliance (e.g., QTG test results)
  • Maintaining audit trails for security and compliance purposes
  • Communicating platform-related notifications
  • Improving platform performance and user experience

6. Data Sharing

We do not sell your personal data. Data may be shared with:

  • Your Organisation: Administrators within your Customer account can access relevant user and training data.
  • Regulatory Bodies: Where required by aviation law or regulation.
  • Service Providers: Hosting infrastructure providers operating under Data Processing Agreements (DPAs).

We use Umami, a self-hosted, privacy-focused analytics tool, to understand how the platform is used and to improve the user experience. Umami does not use cookies, does not collect personal data, and does not track individual users across sessions. All analytics data is processed and stored on our own servers within the EEA. IP addresses are anonymised before storage. No analytics data is shared with third parties. This processing is based on our legitimate interest in improving the platform (Art. 6(1)(f) GDPR).

7. Data Retention

Personal data is retained for the duration of the service agreement between ROVIV TECH and your organisation. Training records may be retained longer where required by aviation regulations. Upon termination of a Customer account, data is deleted within 90 days unless legal retention obligations apply.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Encryption of data in transit (TLS/HTTPS)
  • Role-based access control with principle of least privilege
  • Session-based authentication via secure cookies
  • Regular security audits and vulnerability assessments
  • Comprehensive audit logging of data access and modifications
  • Multi-tenancy isolation ensuring customers cannot access other customers' data

9. Your Rights

Under the GDPR, you have the following rights:

  • Right of Access (Art. 15): Request a copy of your personal data.
  • Right to Rectification (Art. 16): Request correction of inaccurate data.
  • Right to Erasure (Art. 17): Request deletion of your data (subject to legal retention requirements).
  • Right to Restriction (Art. 18): Request limitation of processing.
  • Right to Data Portability (Art. 20): Receive your data in a structured, machine-readable format.
  • Right to Object (Art. 21): Object to processing based on legitimate interests.
  • Right to Withdraw Consent (Art. 7(3)): Where processing is based on consent.

To exercise any of these rights, contact your organisation's administrator or email us at [email protected].

10. International Data Transfers

Vectnix data is processed and stored within the European Economic Area (EEA). If any data transfer outside the EEA is required, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission.

11. Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Irish Data Protection Commission (DPC):

Data Protection Commission
21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland
Website: www.dataprotection.ie

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

13. Contact

For any questions about this Privacy Policy or our data protection practices, please contact:
Email: [email protected]