Privacy, Data & Terms

This site is operated by Peter Sodermans (Luxembourg) in a personal, non-commercial capacity as the initiator of the Private Pilot Expedition Georgia 2026, under the brand PrivatePilot.lu. This is not an AOPA, government, or commercial tour operator activity.

We collect only the data necessary to coordinate a safe and legally compliant aviation expedition:

• Crew & aircraft: pilot name, email, phone, licence type, aircraft registration, type, fuel needs, insurance details
• Persons on board: full name, date of birth, nationality, passport number and expiry — required by CAA authorities in Turkey and Georgia for flight permit processing
• Route & logistics: per-stop participation, fuel uplift, accommodation preferences, arrival date
• Uploaded documents: airworthiness, registration, insurance, POA, licence, medical — as required by the route authorities
• Payment:SEPA bank transfer reference and transfer date — no card numbers are collected or stored, all contributions are received by the organiser's personal bank account
• Technical: IP address and timestamp for registration and document uploads (for rate-limiting and audit only)

Under the EU GDPR, we process your data on two lawful bases:

• Your consent — given at registration with a timestamp, for sharing passport data with Turkish and Georgian CAAs and for platform communications
• Legitimate interest — for internal coordination (logistics, accommodation totals, admin notes), rate limiting, and basic security logging

Data is only used for the purposes of coordinating this expedition. We do not sell, trade, or profile data for any other purpose, and do not use it for marketing.

• You — via your personal crew link
• Expedition organisers — Peter Sodermans and any explicitly authorised expedition admin (all admin access is logged)
• Aviation authorities in Turkey and Georgia — passport and aircraft data, only for flight permit processing, only with your registration consent
• Accommodation partners — room count totals per stop (no personal data shared unless necessary for booking)
• The organiser's bank(Banque et Caisse d'Épargne de l'État, Luxembourg) — solely receives SEPA contribution transfers, with the standard SEPA reference fields. No card processor or third-party payment provider is involved.

We never share data outside these categories without your explicit prior consent.

• Active expedition data: kept while you are registered and for the duration of the 2026 expedition
• Post-expedition: payment receipts and authority correspondence retained for 7 years for legal and accounting obligations
• All other personal data: deleted within 12 monthsof the expedition's conclusion, unless you request deletion sooner

As a data subject under EU GDPR you have the right to:

• Access a copy of your data
• Correct or update inaccurate data
• Have your data erased (“right to be forgotten”)
• Export your data in a portable format
• Withdraw consent at any time
• Object to processing
• Lodge a complaint with the Luxembourg data protection authority (CNPD)

Exercise any of these by emailing peter@privatepilot.lu. We aim to respond within 14 days.

Data is hosted on an EU-based VPS with encrypted connections (TLS 1.2+). Admin access is password-protected with bcrypt-hashed credentials and session tokens. Daily database backups are taken and retained for 7 days. Upload files are stored with randomised filenames under access-controlled directories.

We use a minimal set of functional cookies: a session cookie for admin login. No card processor cookies, no analytics, no marketing, no third-party tracking.

The Private Pilot Expedition Georgia 2026 is a community-driven, non-commercial initiative. This platform and the organiser act as a facilitation tool — not a tour operator, flight school, air carrier, or agent of any government.

Each participating crew is fully and solely responsible for:

• All flight planning and routing decisions
• Weather assessment and go/no-go calls
• Airworthiness, fuel management, and all safety-of-flight decisions
• Regulatory compliance in every state of overflight, departure, and arrival (including CAA rules, customs, immigration)
• Insurance cover appropriate for every segment actually flown
• Crew medical fitness and currency

Information about stops, fuel availability, accommodation, authority processes, and schedules is provided as best-effort coordination and may change. Verify with primary sources before acting. The organiser makes no warranty that any arrangement will be available or proceed as described and shall not be liable for any consequential loss, delay, or cost arising from participation.

You may withdraw your registration at any time by emailing peter@privatepilot.lu. Refund of any registration fee (where applicable) will follow the refund terms communicated at the point of payment.

These terms are governed by the laws of the Grand Duchy of Luxembourg. Any dispute shall be subject to the exclusive jurisdiction of the Luxembourg courts.