Last updated: 22 August 2026
This Privacy Policy explains how FlightRota collects, uses, stores and protects your personal information when you use the Service.
FlightRota is operated by Cockpit Quiz Ltd, a company registered in England and Wales under company number 17153558. Cockpit Quiz Ltd is the data controller responsible for the personal information described in this policy.
The Service is designed primarily for flight crew operating in the United Kingdom. We process personal data in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018.
Depending on how you use FlightRota, we may collect and process the following information:
We ask that you do not upload or provide personal information relating to another person unless you are authorised to do so.
FlightRota is intended for eligible airline flight crew. We therefore require users to register and verify an airline-issued email address associated with a supported airline.
We use your airline email address to:
Verification may involve sending a verification link, code or similar authentication mechanism to your airline email address.
Successful verification means that you demonstrated access to the relevant airline-issued email account at the time of verification. It does not mean that FlightRota has independently verified your employment status, role, qualifications, licences or continued employment.
We may require you to re-verify your airline email address periodically or where reasonably necessary for security, eligibility or fraud-prevention purposes.
Your airline email address is never displayed to other FlightRota users.
FlightRota is independent from the airlines whose email domains may be accepted by the Service. Verification of an airline email address does not mean that the relevant airline operates, endorses, sponsors or has authorised FlightRota.
We do not provide airlines with lists of users who have registered using their email domains merely because those users have registered for FlightRota, unless disclosure is required by law or otherwise permitted under this Privacy Policy.
We use your personal information to:
We do not sell your personal information.
Under UK data protection law, we must have a lawful basis for processing your personal information.
Depending on the purpose of the processing, we rely on one or more of the following:
Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate and whether your rights and interests override our interests.
Creating a FlightRota account does not make your profile or personal information visible to other FlightRota users.
Your full roster is not shared with other FlightRota users.
Only swap requests or other information that you actively choose to post through the Service are made available to relevant eligible users. The users who can see a swap may be determined by factors such as airline, fleet, base and rank.
When you post a swap without selecting "Post Anonymously", relevant identifying and professional information associated with the swap, including your name and staff number, may be displayed to other eligible FlightRota users.
This information can be useful where crew members need identifying details to submit or action an agreed swap through their airline's official systems.
Before posting a swap, FlightRota allows you to select "Post Anonymously".
When "Post Anonymously" is selected, your identifying account information, including your name and staff number, is not displayed to other users in connection with that swap.
Operational information necessary to describe and assess the potential swap, such as relevant duty, roster, airline, fleet or base information, may still be displayed.
Posting anonymously makes the swap anonymous to other FlightRota users. It does not make the activity anonymous to FlightRota itself. We continue to associate the swap and related activity with your account internally where necessary to provide the Service, maintain security, prevent misuse, investigate problems and comply with legal obligations.
Your airline email address is never displayed to other FlightRota users, whether or not you choose to post anonymously.
You are responsible for reviewing your privacy choice before posting a swap and should only choose to display identifying information where you are comfortable sharing it with the relevant FlightRota users.
Your full roster remains private regardless of whether you choose to display identifying information in connection with a swap.
Authorised personnel acting on behalf of FlightRota may access personal information where reasonably necessary to operate, maintain, support or secure the Service.
FlightRota may use cookies, local storage and similar technologies that are necessary to provide, secure and operate the Service.
These technologies may be used for purposes including:
Where a cookie or similar technology is strictly necessary for the operation or security of the Service, it may be used without consent where permitted by applicable law.
If FlightRota uses analytics, advertising, tracking or other non-essential cookies or similar technologies that require consent, we will provide appropriate information and obtain consent before those technologies are used.
You may be able to control or delete cookies and other locally stored information through your browser or device settings. Disabling technologies that are necessary for the Service may prevent some features from working correctly.
We retain your personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing the Service and meeting applicable legal, security and operational requirements.
While your account remains active, we may retain the information necessary to provide and operate your account and the Service, including your airline email address and its verification status.
You can delete roster information or delete your account using the available options within the Service.
When an account is deleted, personal information associated with that account will be deleted or anonymised where appropriate, subject to any information that we are required or reasonably need to retain for legal, security, fraud-prevention, dispute-resolution or technical purposes.
Some information may remain temporarily in secure backups or system logs until those records are overwritten or deleted in accordance with our normal retention processes.
Where we retain limited information following account deletion for security, fraud-prevention or legal purposes, we will retain it only for as long as reasonably necessary for that purpose.
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures include appropriate access controls and encryption of information in transit.
Access to personal information is limited to those who reasonably require access to operate, support or secure the Service.
Airline email verification forms part of our measures intended to restrict access to eligible users and reduce unauthorised access to the FlightRota community.
Although we take reasonable measures to protect your information, no electronic service, method of transmission, authentication process or storage system can be guaranteed to be completely secure.
We may use trusted third-party service providers to help us provide and operate FlightRota, including providers of services such as hosting, database infrastructure, authentication, email delivery, technical infrastructure and support.
These providers may process personal information on our behalf where necessary to provide their services to us and subject to appropriate data protection arrangements.
We may also disclose personal information where:
We do not sell your personal information to third parties.
We do not routinely disclose your registration or airline email information to your airline merely because you have registered for or used FlightRota.
Some of the service providers used to operate FlightRota may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with applicable UK data protection law and that appropriate safeguards are used where required.
Under UK data protection law, you may have rights in relation to your personal information, including the right to:
These rights are subject to certain legal conditions and exceptions.
Some information can be viewed, corrected or deleted directly within FlightRota. For other requests, please contact us using the Support option in the Service.
We may need to verify your identity before responding to a request.
If you have concerns about how we handle your personal information, please contact us so that we can investigate your concerns.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information about your data protection rights and how to make a complaint is available from the ICO.
FlightRota is intended for airline flight crew and is not directed at anyone under the age of 18.
We do not knowingly collect personal information from children under 18. If we become aware that such information has been provided to us, we will take appropriate steps to remove it.
We may update this Privacy Policy from time to time to reflect changes to the Service, our processing activities, security measures or applicable legal requirements.
Where changes are material, we will take reasonable steps to notify users through the Service or by email, where appropriate.
The date at the top of this policy indicates when it was last updated.
If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your information is handled, please contact us through the Support option in FlightRota.
FlightRota is operated by Cockpit Quiz Ltd, registered in England and Wales under company number 17153558.
Your use of FlightRota is also governed by our Terms of Service.