Privacy Policy

Privacy Policy

Our Commitment

Flight Standards Pty Ltd (as trustee for the FA Hybrid Trust) is committed to providing quality services to you & this policy outlines our ongoing obligations to you in respect of how we manage your personal information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). The APPs govern the way in which we collect, use, disclose, store, secure & dispose of your personal information. This policy applies to students, hirers, website visitors & other clients of Flight Standards. A separate internal policy governs the handling of employee personal information.

A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

What is Personal Information and why do we collect it?

Personal information is information or an opinion that identifies an individual. Examples of personal information we collect include names, addresses, email addresses, phone numbers, date of birth, medical certificate details, licence & qualification details, visa & immigration status where relevant, & financial information in connection with fees & payments.

This personal information is obtained in many ways including enrolment applications, interviews, correspondence, by telephone, by email, via our website www.flightstandards.com.au, & from third parties. We do not guarantee website links or privacy practices of third-party websites.

We collect your personal information for the primary purpose of providing our services to you, administering your enrolment or hire booking, meeting our regulatory obligations — including those owed to CASA — & for marketing. We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.

When we collect personal information we will, where appropriate & where possible, explain to you why we are collecting the information & how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act 1988 (Cth) to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation or practices, criminal record, health information, genetic information & biometric information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained
• For a secondary purpose that is directly related to the primary purpose
• With your consent; or where required or authorised by law

In the context of flight training, health & medical information — including medical certificate status — may be collected where it is reasonably necessary for the safe conduct of training & for compliance with CASA requirements.

Third Parties

Where reasonable & practicable to do so, we will collect your personal information only from you. However, in some circumstances we may be provided with personal information about you from third parties such as CASA, referees, educational institutions or immigration authorities.

Disclosure of Personal Information

Your personal information may be disclosed in a number of circumstances including the following:

• To CASA, the ATSB, law enforcement agencies, immigration authorities or other regulatory bodies where required or permitted by law, or where necessary for the administration of your course or flight activities
• To third parties where you have consented to the disclosure
• To third-party service providers engaged by Flight Standards to assist in delivering services — such as accommodation, transport or catering providers — on a need-to-know basis & subject to appropriate confidentiality obligations
• Where required or authorised by law

Flight Standards will not sell or trade your personal information to third parties for commercial purposes.

Overseas Disclosure

Flight Standards uses cloud-based systems, including Microsoft 365, to store & manage personal information. These systems may store or process data on servers located outside Australia, including in the United States & other jurisdictions. Flight Standards takes reasonable contractual steps to ensure that personal information held in these systems is protected consistently with the Australian Privacy Principles.

By providing your personal information to us, you acknowledge that it may be stored or processed overseas in these circumstances. Where Flight Standards discloses personal information to an overseas recipient in any other context, it will take reasonable steps to ensure that recipient handles your information in a manner consistent with the APPs, or will seek your consent before doing so.

Data Breaches

In the event of a data breach that is likely to result in serious harm to individuals whose personal information is involved, Flight Standards will comply with its obligations under the Notifiable Data Breaches scheme established under Part IIIC of the Privacy Act 1988 (Cth). This includes notifying affected individuals & the Office of the Australian Information Commissioner (OAIC) as soon as practicable.

If you believe your personal information may have been compromised, please contact us immediately at fly@flightstandards.com.au or on 1800 435 946.

Security of Personal Information

Your personal information is stored in a manner that reasonably protects it from misuse, loss & from unauthorised access, modification or disclosure. Access to your personal information is restricted to those with a genuine need to know for the purposes for which it was collected.

When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify it. However, we may be required by law to retain certain records for specified periods — for example, records relating to CASA-regulated training activities.

Access to your Personal Information

You may access the personal information we hold about you & request that inaccurate, incomplete or out-of-date information be corrected, subject to certain exceptions. If you wish to access or correct your personal information, please contact us in writing at the details below.

Flight Standards will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your personal information where the request involves extensive records.

In order to protect your personal information, we may require identification from you before releasing the requested information.

In limited circumstances we may decline to provide access — for example, where doing so would reveal the personal information of another individual or where the information is subject to legal privilege. Where access is refused, we will provide reasons & advise you of how to make a complaint.

Maintaining the Quality of your Personal Information

It is important to us that your personal information is accurate & up to date. We will take reasonable steps to ensure that your personal information is accurate, complete & up to date. If you find that the information we have about you is not accurate, complete or up to date, please advise us as soon as practicable at the contact details below.

Policy Updates

This policy may be updated from time to time. The current version is available on our website at www.flightstandards.com.au & from our offices on request. We encourage you to check the website periodically for any updates.

Privacy Policy Complaints & Enquiries

If you have any queries or complaints about this Privacy Policy or the way we have handled your personal information, please contact us in the first instance:

Flight Standards Pty Ltd

Email: fly@flightstandards.com.au

Phone: 1800 435 946

We will respond to your complaint promptly & in good faith. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner

Website: www.oaic.gov.au

Phone: 1300 363 992