Privacy Policy

Van-Vert is operated by Vanguard Aviation Academy (“VAA”, “we”, “us”), a licensed aviation training organization registered in the European Union. Our registered address and data protection contact are listed at the bottom of this page.

This Privacy Policy explains how we handle the personal data of pilots, instructors and academy administrators using the Van-Vert platform to convert and manage pilot licenses.

To convert your license, the platform handles three categories of data:

• Account data — name, email address, password hash, and authentication factors.
• Application data — license type, country pair, application status, reviewer comments and timestamps.
• Document data — uploads required by the issuing authority: passport, medical certificate, logbook, prior licenses, and translations.

We do not collect biometric data, financial transaction details (handled by our payments processor), or browsing data beyond what is needed to keep the platform secure.

Application and document data is used solely to process your license conversion with the relevant authority. Account data is used to operate the platform — sign you in, send transactional emails, and route reviewer feedback to you.

We do not sell your data. We do not train AI models on your documents. We do not share your personal data with marketers.

Your documents and application data are shared with the receiving aviation authority (e.g. EASA, GCAA, DGCA) and your assigned case officer at VAA. That is the entire list — there are no third-party advertisers, brokers, or analytics partners receiving your application content.

Infrastructure providers (cloud hosting, email delivery, payments) process data on our behalf under signed Data Processing Agreements and have no rights to use it for their own purposes.

Under GDPR and equivalent regimes you may at any time: (1) request a copy of the data we hold about you, (2) correct inaccurate data, (3) ask us to delete your account and application data, (4) export your application history as a portable archive.

Requests are handled within 30 days. Documents already submitted to an authority cannot be withdrawn from that authority's records — that is governed by the authority's own retention policy.

All uploads are encrypted in transit (TLS 1.3) and at rest (AES-256). Production access is restricted to a small on-call team and is audited continuously. We are SOC 2 Type II audited annually and run an ongoing third-party penetration testing program.

If you discover a security issue, contact security@vanvert.co — we run a coordinated disclosure program and acknowledge reports within 24 hours.

Questions about this policy, or to exercise the rights above, write to privacy@vanvert.co. Our Data Protection Officer reviews all incoming requests personally.

Vanguard Aviation Academy · Rua do Aeroporto 1 · 1700-008 Lisbon · Portugal