Privacy notice
Version 1 · last updated 3 October 2026
1. Who we are
flights.rocketry.ie is the flight-card system rocketry clubs in Ireland and Northern Ireland use to run launch days safely. Flyers prepare flight cards, Range Safety Officers (RSOs) check and sign them off, and the clubs keep a safety record of every flight.
The data controller is Irish Rocketry.
For any question about your data, email flights@rocketry.ie.
2. What we collect
- Your account. Your name and email address, your password (stored only as a one-way hash, never readable), and your two-factor sign-in settings if you use them.
- Memberships and certifications. The organisations you belong to and your membership numbers, your certification body, level and date awarded, and whether you are on a mentoring programme.
- Flight cards. Your rocket, motor, recovery and electronics details, the expected altitude, and any notes you write. For a team or junior flight, the name of the person you are flying on behalf of. For a certification attempt, the exam reference and advisors you name.
- Range safety records. The RSO's decision and any notes they write, safety incidents recorded against a flight, and certification attempt results. For a junior flight, the supervising adult's name. For some certification flights, witness or advisor names.
- Joining a club. If you use a club's join link, your name, email address and any note you add.
- An activity record. Who did what and when, for example who approved a card or changed an event, so the clubs can account for safety decisions.
We do not collect your date of birth, home address, phone number or payment details.
3. Why we use it
- Running launch days and keeping a safety record. This provides the service you signed up for (contract), and serves the clubs' legitimate interest in flying safely and showing that they did (legitimate interests).
- Your personal logbook. Your consent. You can withdraw it at any time, for every future flight on your profile, or for one flight on its card.
- Junior members. The consent of the parent or guardian who creates the account (see section 11).
- Service emails. Invitations, sign-in and password emails, card decisions and event changes (contract). We never send marketing email.
- Statistics for the clubs' launch record. Counts only, with no names (legitimate interests; see section 5).
No decision about you is made automatically. Every safety decision is made by a person.
4. Who can see it
- Admins of the clubs you belong to see your profile, memberships, certifications, and your flight cards at their events.
- RSOs at an event you fly at see your flight cards and certification details for that event.
- Platform administrators can see everything, to run and support the system. What they do is recorded in the activity record.
- Flight-line screens and live streams. On launch day, the flyer's name, rocket name, motor and pad can appear on screens at the field and on a club's live video stream. Junior members' names are shortened to first name and initial there.
- Choosing a mentor. When a junior member's certification flight needs a mentor, the list shows the club's adult certified members by name and certification level. No membership numbers or contact details are shown.
- The public calendar lists events only, never member details.
We do not sell your data, show advertising, or use analytics or tracking of any kind.
5. The clubs' launch record
The clubs keep a launch record of every event. This system sends it figures only: numbers of flights, flyers, motor classes, certification attempts and incidents. The launch record never receives names, membership numbers, signatures or contact details.
To produce those figures the system keeps a statistics table in which each flight is linked to an account number rather than a name. That makes it pseudonymous rather than anonymous: someone with access to the database could link a row back to an account. If your account is erased, the account it points to no longer carries your name.
6. Service providers
- Hostinger hosts the website and its database.
- Google Workspace sends the system's emails.
- ThrustCurve.org supplies the motor list. Nothing about you is sent to it.
These providers process data only to provide their service. Where a provider processes data outside the European Economic Area or the UK, it does so under its standard data-protection terms.
7. How long we keep it
- Your account is kept until you ask for it to be erased. Erasure replaces your name and email address, removes your membership numbers and roles, and closes the account. Certification levels stay with the anonymised account as safety history.
- Flight cards are anonymised 3 years after the event. The rocket, motor and electronics details, your notes, the names written on the card, and the RSO's and incident notes are removed. The decision, the incident type and the statistics stay, without your name.
- Logbook flights are kept for as long as they are in your logbook. Remove a flight from your logbook, or have your account erased, and it follows the 3-year rule like any other flight.
- The activity record is kept for as long as the system runs, so safety decisions can always be accounted for.
- Backups. Encrypted backups of the database are kept so the service can be restored after a failure. Erased or anonymised details can remain in an older backup until that backup is replaced.
8. How it is protected
Names, email addresses, membership numbers, flight card details and notes are encrypted in the database. The site only works over HTTPS. Repeated sign-in attempts are slowed down, and two-factor sign-in is required for everyone with admin or RSO duties.
9. Cookies and browser storage
- A session cookie keeps you signed in, and a security token protects every form. Both are essential for the site to work.
- "Keep me signed in" sets a longer-lasting cookie, only if you tick it.
- Your light or dark display choice is saved in your browser. Flight-line screens remember their display theme for the browser tab they run in.
There are no tracking or advertising cookies, which is why there is no cookie banner. The system does not store your IP address. It is used briefly to slow down repeated sign-in attempts, and the web host's server logs record it for security.
10. Your rights
You can ask to see your data, correct it, have it erased, or get a portable copy. Sign in and open your profile, under Data & privacy requests. You can also object to how your data is used, ask us to restrict it, or withdraw a consent you gave. For any of these, or if you cannot sign in, email flights@rocketry.ie. We respond within one month.
You can complain to a data-protection regulator. In Ireland that is the Data Protection Commission (dataprotection.ie). In Northern Ireland and the rest of the UK it is the Information Commissioner's Office (ico.org.uk). We would appreciate the chance to put things right first.
11. Junior members
A junior account is created through an invitation sent to a parent or guardian's email address. The parent or guardian gives their consent when they create the account, and the account's email address is theirs. Junior flights are always marked as junior, and an RSO can only approve one by naming the supervising adult. Public flight-line screens show a junior's first name and initial only. A parent or guardian can use every right in section 10 on the junior's behalf.
12. Changes to this notice
The version number and date at the top change whenever this notice does.