Privacy Policy

AY Aviation Ltd
Last updated: December 15th 2025

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AY Aviation Ltd (“we”, “our”, “us”) is committed to protecting the privacy of our clients, candidates and website visitors. This Privacy Policy explains how we collect, use, store and protect your personal data when you use our website, apply for a job, contact us, or work with us as part of our airport workforce services.

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We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable laws.

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1. Who We Are

AY Aviation Ltd provides aviation workforce and staffing solutions across major UK airports.
Registered Address: Bagshot House, High Street, Bagshot, UK, GU19 5AF
Email: info@ayaviation.co.uk

We act as a Data Controller when collecting personal information for recruitment, compliance, and business purposes.

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2. What Personal Data We Collect

We may collect the following categories of data depending on your interaction with us:

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A. Website Visitors

• Name

• Email address

• Phone number

• Message/enquiry details

• IP address

• Cookies and usage data

 

B. Job Applicants / Candidates

To comply with airport and aviation regulations, we may collect:

• Full name, date of birth and contact details

• Passport, ID documents and right-to-work information

• Address history (minimum 5 years)

• Employment and education history

• National Insurance number

• References and referee contact details

• Criminal record check results (Basic DBS)

• Training certificates

• CVs and cover letters

• Driving licence details (if applicable)

 

C. Clients

• Name and business contact details

• Job role and company information

• Contract, billing and service information

 

3. How We Use Your Personal Data

We process your data for:

 

A. Recruitment & Employment Purposes

• Managing job applications

• Verifying identity, right-to-work and compliance

• Conducting 5-year background checks

• Conducting DBS/criminal record checks

• Contacting you about job roles and interviews

• Creating personnel files and processing payroll (for employees)

 

B. Business & Operational Purposes

• Delivering workforce services to airport clients

• Contract administration

• Compliance with aviation regulations

• Safety, security and audit requirements

 

C. Website & Communication

• Responding to enquiries

• Improving website performance

• Sending updates relating to recruitment or services (only with consent)

 

4. Legal Basis for Processing

We process personal data under the following legal bases:

• Contractual necessity – to process job applications or fulfil client contracts

• Legal obligation – airport vetting, DBS checks, right-to-work verification

• Legitimate interests – business operations, service delivery, candidate placement

• Consent – optional marketing communications

 

5. How We Store and Protect Your Data

We implement technical and organisational measures to keep your data secure, including:

• Encrypted digital storage

• Restricted access to sensitive data

• Secure transfer of compliance documents

• Regular system monitoring and audits

• Secure deletion in line with data retention rules

 

6. How Long We Keep Your Data

We retain data only as long as necessary:

• Candidate records: up to 12 months if not placed

• Compliance documentation (employees): up to 7 years after employment

• Client records: up to 7 years for legal and financial audits

• Enquiry forms: up to 12 months

 

You may request deletion sooner, where legally permitted.

 

7. Sharing Your Personal Data

We may share your information with:

• Airport authorities and vetting agencies

• Government bodies (DBS, HMRC, UKVI)

• Clients requiring staff profiles for onboarding

• Training providers

• Background checking partners

 

We never sell your personal data to third parties.

 

8. International Data Transfers

We store data in the UK. If any data is transferred outside the UK, we ensure appropriate safeguards (adequacy decisions, Standard Contractual Clauses).

 

9. Your Data Protection Rights

You have the right to:

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• Access the personal data we hold about you

• Request correction of inaccurate data

• Request the deletion of your data

• Restrict or object to processing

• Request data portability

• Withdraw consent at any time (for marketing)

 

To exercise any of these rights, contact:
info@ayaviation.co.uk

 

10. Cookies

Our website may use cookies to:

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• Improve user experience

• Analyse website traffic

• Support functionality (forms, navigation, etc.)

 

You can manage or disable cookies in your browser settings.

 

11. Third-Party Links

External links on our website may lead to third-party websites. We are not responsible for their privacy policies or content.

 

12. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

 

13. Contact Us

For questions about this policy or your data rights:
Email: info@ayaviation.co.uk
Address: Bagshot House, High Street, Bagshot, UK, GU19 5AF