1. Who processes your data
The data controller is AER.BI – Associazione Aeromodellisti Biellesi, Regione Pobbia, 13836 Cossato (BI), tax code 92013530024.
For any question about privacy you can write to aerbi@aerbi.it.
2. What data we collect
We collect only the data we need, depending on what you do on the website:
- Browsing: technical data recorded by the server (IP address, date and time, page requested), used only for the security and operation of the website.
- Website assistant: the questions you type in the chat are sent to the Anthropic (Claude) artificial intelligence service to prepare the answer; we do not keep them. Do not type personal data.
- Emergency: if you're logged in to the members' area and confirm the 112 call from the Emergency page, we send your name and the summary you chose (what happened, where you are) to the members at the field and the board, so they can help you. The phone's position stays on your phone: we don't save it.
- Event registration: first name, surname, email, telephone, category and model; where the competition requires it, tax code and licence number. For meets open to external pilots also the d-flight operator code, number and expiry of the A1/A3 certificate and insurance, club; the digital pass and the time of arrival at the gate.
- Membership application: personal details, tax code, address, contact details and consents; for minors, also the details of the parent who signs; the name of the member presenting the application, if you give it.
- Members’ area: email for access, membership card details, photo, d-flight operator code, status of the annual membership fee.
- Emails you send us: the data you choose to write to us.
- At the field: arrival and departure times when a member taps “I’m at the field”; for anyone flying as a guest, first and last name, phone, email if given, d-flight operator code, number and expiry of the A1/A3 certificate and of the insurance, club, the photo of the certificate if uploaded, the code and the declaration signed by the member who vouches for them. Guest details are seen only by that member, on the same day, and by the board. The days on which a member says they will come to the field or go slope soaring at Bielmonte, with the time and note, are visible to other members; the public website only shows how many will come, without names. They are deleted one month later.
- Flying school: booked lessons, logbook stages with the instructor’s date and note, the solo pilot certificate.
- Free trial flight: first name, surname, phone, email if you give it, age, the parent accompanying minors and any notes. Instructors and the board see them to organise the trial; they are deleted 6 months after the request.
- Gallery and hangar: the photos you upload to the albums and the models you add to your hangar, with their photos. Album photos go public after the board’s approval; for each model you choose whether to show it on the website. If you appear in a photo and want it removed, write to us.
- Deadlines: the documents you add (A1/A3 certificate, d-flight registration, insurance, other) with number and date, to send you reminders. The administrators can also see them, for safety at the field.
- Monthly challenges: the results you submit (value and note). After the board's approval they appear in the public ranking with your first name and surname initial.
- Batteries: the LiPos you register (name, cells, capacity, cycles, charge state, notes). Only you see them; whoever scans the label QR sees only the battery type and, if they are a logged-in member, your first name and surname initial.
- Flight logbook: the flights you log (day, model, number of flights, minutes, notes). Only you see them and they are kept as long as you are a member.
- Lost models: the model you report, the description and, if you give it, your phone's position. Logged-in members can see them, and members at the field and the board get an alert; they're deleted a month after the model is found, or after two months.
- Field reports: the text, the photo if you add one and your name. Logged-in members and the board can see them; they are deleted six months after the problem is fixed.
- Meetings and polls: the board sees your answer to the notice of meeting (attending / not attending). Your poll vote is linked to your name only to stop double voting: everyone sees just the totals.
- Members' competitions: the results you enter (competition, date, place, category, position, points) are visible to other members with first name and surname initial; if you leave «public» ticked, they also appear with your full name on the public page «Our pilots in competition». You can untick it or delete the result at any time.
- Competitions we organise: the public competition page shows the first name and surname initial, club, category, flying order and scores of registered pilots.
- Ask an expert: questions (with any photo) and answers are visible only to logged-in members, with first name and surname initial; the topics you choose are used to send you alerts and appear next to your answers. You can delete what you wrote; questions with no answers are deleted after one year.
- Group orders: the orders you open and what you request (item, quantity, indicative price, notes) are visible to logged-in members with first name and surname initial; the organiser sees your full name to contact you. Payments do not go through the site. They are deleted six months after delivery.
- Photo contest: the photos you upload are visible only to members, without your name while voting; once the contest is closed the ranking shows first name and surname initial, and the winning photo goes on the home page with title, first name and surname initial. Votes are secret: only totals are shown.
- Milestones: they are calculated from data you already have (logbook, school, hangar, challenges, competitions, expiry dates). Other members see only the ones you choose, plus your valid A1/A3 certificate, which is always shown because it concerns safety at the field.
- Model setups and maintenance: the settings and reminders you write for your models. Only you can see them.
- Event lunches and dinners: name, contact details, number of people, menu choices and notes are used only to organise the meal and are deleted 30 days after the event. Any allergies and intolerances (health data) are collected only with your explicit consent, are used only to prepare the meal and are deleted automatically 2 days after the event. Payment is made on site: the website collects no payment data.
- Our history: the memories you share (year, title, text, old photos). They go public after the board’s approval, with your first name and the initial of your surname. If you want one removed, write to us.
- Exam simulator: the tests you take and your scores, visible only to you.
3. Why we use your data
- To manage the membership relationship, membership registration and access to the field: this is necessary for membership (art. 6.1.b of the Regulation).
- To organise the events you register for and send you information about them (art. 6.1.b).
- To comply with the association’s legal, insurance and tax obligations (art. 6.1.c).
- To send you news and notices from the association, only if you give your consent, which you can withdraw at any time (art. 6.1.a).
- To publish photos in which you appear, only with your consent or, for minors, with the consent of a parent (art. 6.1.a).
- To protect the website from abuse and unauthorised access (legitimate interest, art. 6.1.f).
- Keeping the field register (members present and guests authorised to fly, with the documents checked), for flight safety and in case of accidents or inspections (legitimate interest, art. 6.1.f).
4. Minors
When a minor applies for membership of the association or registers for an event, consent is given by a parent or guardian, whose details are recorded together with the application.
5. How long we keep your data
We keep data only for as long as necessary:
- Members’ data: for the whole duration of membership; after membership ends, the data required by law for registers and accounting are kept for the period required by law (10 years for accounting records), and the rest is anonymised.
- Event registrations: up to 24 months after the event.
- Membership applications not accepted: 12 months.
- Technical browsing data: no more than 30 days, unless needed for security purposes.
- Field register (members’ attendance and guest passes, with photos of certificates): 24 months.
- Flying school: logbook and certificate for as long as you are a member; lesson days and bookings for 12 months.
- Exam simulator tests: 24 months.
6. Who else sees the data
The data are not sold or passed on for advertising. They are processed on behalf of the association only by the authorised board members and by the technical providers that run the website:
- Railway (hosting of the website and database, servers in Europe, in Amsterdam);
- Aruba S.p.A. (the aerbi.it domain, mailboxes and sending emails, for example the login link for the members’ area; servers in Italy);
- Cloudflare (storage of documents and photos);
- Anthropic (the website assistant, which receives the questions you type in the chat).
Some of these providers are based in the United States: data are transferred only to companies that participate in the EU-US Data Privacy Framework or under the standard contractual clauses approved by the European Commission. For membership registration and insurance, some members’ data are passed to Liberi di Volare A.S.D., the body the association is affiliated to, and, through Liberi di Volare, to the insurance company Generali, which provides the policy for model flying.
7. External services on the pages
Some pages show content from external services, which receive your device’s IP address when you load them:
- the map of the field, from OpenStreetMap;
- real-time weather at the field, from Open-Meteo.
- YouTube videos, from youtube-nocookie.com, only when you tap the video box.
We do not use third-party analytics or advertising tools.
9. Your rights
You can ask at any time to access your data, correct it, erase it, restrict its use, object to its processing, receive it in a readable format and withdraw any consent you have given (Articles 15–22 of the Regulation). Just send an email to aerbi@aerbi.it.
If you believe that your data are being processed incorrectly, you can lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali), www.garanteprivacy.it.