General Privacy Notice

CAA International is part of the UK Civil Aviation Authority. This General Privacy Notice is to let you know how CAA International generally uses and looks after your personal information. This includes what you tell us about yourself and what we learn during our relationship with you.

It does not provide exhaustive detail of all aspects of our collection and use of personal information, but our online service portals and individual applications will. However, we are happy to provide any additional information or explanation needed.

Please email FOI.requests@caa.co.uk or write to the address below for further information.

Why we process your personal information:

• Booking a training course
• Sending promotional communications about services we provide
• Booking examinations
• Providing feedback
• Processing payments

The type of personal data we process:

• Contact details such as name, address, email address and telephone number
• Payment card details
• IP Address

Who information is processed about:

• Employees
• Customers
• Survey respondents
• Job applicants

Who the information is shared with:

Our Service Providers:

• Access Planit
• Aspeq Limited
• Campaign Monitor
• Feefo
• Microsoft Dynamics
• RackSpace
• SagePay
• Survey Monkey

Transfer

It may sometimes be necessary to transfer personal information overseas. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the data protection act.

Website

Our website is hosted by a third-party provider, Rackspace Ltd, a UK based hosting company.

This website uses Google Analytics (GA) to track user interaction. Google is an American based company. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Should you choose to contact us using the contact form this website or an email link like this one, none of the data that you supply will be stored on this website. Instead, the data will be automatically sent to our CRM system, Microsoft Dynamics, that we use to process and administer your enquiry. The data collected will include your name, company name, email address, country, area of interest and a message/enquiry. This data will allow us to respond to your message. Your data will be stored on Microsoft Dynamics for three years.

You will not receive any unsolicited emails from us unless you have selected/ticked the relevant consent box beneath our contact form.

Email Marketing

If you subscribe to any of our email mailing lists, the email address that you submit to us will be forwarded to Campaign Monitor who provides our email marketing services. Campaign Monitor is an American based company. The email address that you submit will not be stored within this website’s own database or in any of our internal computer systems. Your email address will remain within Campaign Monitor’s database for as long as we continue to use Campaign Monitor services for email marketing or until you specifically request removal from the list. You can do this by selecting the unsubscribe link contained in any marketing related email that we send you or by requesting removal via email.

To subscribe to our mailing lists hosted by Campaign Monitor, we operate a double opt-in system. If you submit your information to one of our subscription forms, Campaign Monitor will send you a one-time confirmation email to the address entered asking the user to, in turn, confirm the email address. You are required to follow a link in the email to confirm their subscription. This is the second opt-in. Only after this confirmation is the email address added to the mailing list.

Customer Feedback and Reviews

As part of our ongoing commitment to deliver the highest standards and to conform to ISO 9001:2015, all our customers will receive an email after the service delivery requesting customer feedback. Users will be directed to Survey Monkey, an American based company. Users will be asked to complete a customer satisfaction survey. All responses remain confidential and will give us valuable information on how we can better serve and exceed our customer’s expectations. These emails are deemed a legitimate part of trading under GDPR. You may still receive these email requests, even if you have previously unsubscribed from our email marketing communications.

Our open access training delegates are invited to leave a review of the course they attended. The review is then displayed on the CAAi website. To do this, we share your details (name, course details and email address) with third-party review website, Feefo. Feefo is a UK-based company. Any reviews left will be displayed on the CAAi website. Delegates can opt to leave a review anomalously.

Applying to Work at CAAi

We display all live vacancies on the “Careers” section of our website. To apply for a position, users are redirected to the UK Civil Aviation Authority’s dedicated careers website. When individuals apply to work at the CAA, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example, where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service (DBS) we will not do so without informing the applicant beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held until after the recruitment exercise has been completed. It will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities or for equality and diversity purposes, but no individuals are identifiable from that data.

Once a person has taken up employment with the CAA, we will compile a file relating to their employment. The information contained in this file will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with the CAA has ended, we will retain the file in accordance with the requirements of our retention policy and then delete it.

The CAA’s Data Protection Officer (DPO)

The CAA’s DPO is:

Caroline Chalk
Head of External Information Services
Civil Aviation Authority
Aviation House
Gatwick Airport South
RH6 0YR

To contact our DPO, please email FOI.requests@caa.co.uk. This will ensure that in her absence your enquiry can be dealt with in the most efficient way.