Guest privacy information

Version: 5 October 2026

If a syndicate records information about you

A syndicate using Syndik8 may record your name as a guest pilot or pre-flight inspector, invite you by email, or include relevant information about you in a flight, maintenance, expense or document record. You do not need a Syndik8 account for that information to be personal data.

For the group’s operational records, the company or the people responsible for running the group normally decide why the information is used. Ask the person arranging your visit or recording your information for the group’s identity, privacy contact, purpose and lawful basis, access arrangements and retention period. They are responsible for providing the group’s complete privacy information where data protection law applies. A purely personal or household activity can be exempt for an individual; an organised club is not automatically exempt.

Deltatek Software Limited provides Syndik8 and normally stores and displays these records on the group’s instructions. The Privacy Policy explains the service, providers, retention, international transfers and your rights. It also explains Deltatek Software Limited’s separate account, support and security purposes. Records can be visible to authorised members and administrators, and historical records can remain identifiable after an account is deleted. A shared-file export or a required aviation record may have its own retention arrangements.

Contact the group’s privacy contact about its records. You can also use the support address in the Privacy Policy for help identifying the responsible customer, for Deltatek Software Limited’s own processing, or to request access, correction, erasure or other applicable rights. You may complain to the responsible controller and to the Information Commissioner’s Office.

Information for the person entering a record

Share this page and your group’s own privacy information with a known guest or inspector when arranging their participation or recording their information. Enter only what the record needs. This page supplies service information; it does not substitute for the group’s identity, purposes, lawful basis and other required notice details.

For information obtained indirectly, provide the applicable notice within a reasonable period, no later than one month, and earlier where required by the first communication or disclosure. Inviting someone or arranging a flight can be a practical opportunity. If an individual already has the information, repetition may not be necessary.

Do not assume that a free-text name or missing email address exempts the record from privacy duties where reasonable contact is available through the group. Any exception for impossibility or disproportionate effort requires a specific assessment and appropriate safeguards; it is not a reason to investigate every incidental name or create compulsory guest accounts. Contact support about Deltatek Software Limited’s own notice responsibilities where relevant.