Privacy policy
Who is responsible for your data
The controller for the processing described here is the Fédération Française d’ULM (FFPLUM), 96 bis, rue Marc Sangnier, 94700 Maisons-Alfort, France, represented by Laura Mac Donald, President of the federation. The regional committees process, for their region and under its responsibility, the data they need for their tasks.
For any question about your data or to exercise your rights: ffplum@ffplum.org, or by post to the federation’s head office.
Our principles
- The federation only collects what the requested service needs, and says so at the moment it asks.
- No data is sold, rented or passed on. The site contains no advertising or advertising trackers, and does no profiling.
- No decision about you is taken by automated processing: the online assistant suggests answers, and validations (ads, REX safety reports, Challenge flights, access to the member area) are made by people.
- Every piece of data has a retention period; an automatic task deletes whatever reaches the end of it, every day.
What we collect, why and for how long
The table follows the record of processing activities kept in the federation’s back office.
| Treatment | Data | Legal basis | Retention |
|---|---|---|---|
| Contact form and messaging | Name, email address, subject, message, follow-up of the reply | Legitimate interest (answering a request) | 1 year after receipt, then automatic deletion |
| Requests to exercise data rights (GDPR) | Type of request, the person’s e-mail address and name, channel, dates received and answered, follow-up note | Legal obligation (articles 12 to 22 of the GDPR) | 3 years after the reply, then automatic deletion |
| Reports of violence | Status and contact details of the person reporting (name optional, email or phone), category and description of the facts, date, place, organisation, person concerned and their role; this information may reveal sensitive data or data relating to offences | Task carried out in the public interest by approved sports federations (prevention of violence, French Sports Code); establishment, exercise or defence of legal claims for sensitive data | Content: nothing is kept on the website, the report is sent by email to the authorised people who handle it; receipt log (date, reference number, recipients, with no text or identity): 3 years |
| Newsletter | Email address, date and proof of consent, unsubscription | Consent (double confirmation by email) | Until you unsubscribe; unconfirmed sign-ups deleted after 30 days; unsubscriptions kept for 3 years as proof, then deleted |
| Safety reports (REX) | Account of the event (published without names after review), reporter’s contact details (never published) | Legitimate interest (the federation’s flight safety mission) | Anonymous account: as long as it is useful for safety; reporter’s contact details: 3 years, then automatic deletion |
| Questions to an expert and online assistant | Question, optional email address, answer; the question is sent to Mistral AI when the assistant is open | Legitimate interest; consent to be contacted again by email | 1 year, then automatic deletion; a question published in the FAQ is kept without address or name |
| Classified ads | Surname, first name, email, optional phone number, licence number, town, text and photos of the ad | Performance of the service (terms of use) | 60 days online (can be extended); unconfirmed ads deleted after 7 days; deleted 6 months after being withdrawn or expiring |
| Event registrations | Surname, first name, email, phone, licence number, attendance, payment reference | Performance of the service | 1 year after the event, then automatic deletion |
| Event attendance (“Are you coming?”) | Response (attending, maybe, not attending) and its date; member: their Member area account (display name); visitor: first name, email address, date of consent, fingerprint of a token kept in their browser so they can change their mind | Consent (box ticked by the visitor); for a signed-in member, performance of the membership contract (service provided in their area) | 3 months after the date of the event, then automatic deletion; the person can withdraw their response at any time from the event page |
| Events proposed by clubs | Name and email of the person proposing it, club, event details | Legitimate interest | Contact details of the proposer removed 1 year after the event; the event stays in the calendar |
| Site account (“My account”) | Email address, name, login dates | Performance of the service | Deleted after 3 years without a login |
| Member area | Adresse e-mail, numéro de licence, région, préférences, réponses aux consultations, messages, lectures ; sur le téléphone : prénom, nom, club et classes lus dans la liste Brevo des licenciés, appareils de confiance (nom de l’appareil, dates ; jeton chiffré), acceptation de la charte | Performance of the membership contract | Account deleted 3 years after the last visit, along with everything linked to it; sign-in code: 10 minutes; trusted device: 180 days without use |
| Espace licencié : ma licence, profil, favoris et badges | Card: first name, surname, licence number, season, classes, club (taken from the verified source, never typed in); QR code: first name, initial of the surname, season, internal account number, signed; declared profile: club, classes, home airfield; favourites; badges (Challenge participation, REX, events, years of membership, quiz) | Performance of the membership contract (service provided to the member) | With the account: deleted 3 years after the last visit; the QR code expires at the end of the season |
| Espace licencié : liste des ayants droit | Encrypted fingerprint of the email address (no name, no address in plain text), season | Performance of the membership contract | Replaced at each import; removed at the end of the season |
| Challenge France 1 | Surname, first name, licence, club, class, email, GPS track of the flight (IGC file) | Performance of the service (participation) | GPS tracks deleted 1 year after the end of the challenge; results and rankings kept (honours list) |
| Challenge France 1: live tracking | First name, surname, licence, club, class, e-mail, GPS positions (time, latitude, longitude, altitude, speed) received during the flight, provisional score, date of consent | Consent (box ticked before each live session, withdrawable at any time by stopping the live tracking) | Positions received: 7 days, then automatic deletion; at the end of the flight, the track becomes a Challenge flight (same retention as flights: track deleted 1 year after the event); session without signal for 2 hours: stopped |
| Challenge France 1: my aircraft (tracking without a phone) | Microlight registration, FLARM/OGN ID, transponder ICAO address, SafeSky ID, class, date of consent; the positions received follow the “live tracking” processing | Consent (box ticked in the members’ area, can be withdrawn at any time: “withdraw my consent” erases the IDs) | Until consent is withdrawn or the member account is deleted |
| Challenge France 1 : charte de la saison et inscriptions | Saison, version du règlement, date d’acceptation, empreinte de connexion ; épreuve, classe prévue, club et comité au moment de l’inscription, date, dates des rappels ; nombre de notifications Challenge du jour ; saisons et modèles d’épreuve : compte du back-office qui les a modifiés | Exécution du service (participation au Challenge) | Avec le compte licencié (3 ans d’inactivité) ; le compteur du jour est effacé après 7 jours ; saisons et modèles : durée du Challenge |
| Challenge France 1 : badges et parcours de la saison | Clé du badge, date d’obtention, épreuve et note qui l’ont déclenché ; saison, date des écrans vus, date et points du briefing, nombre d’images partagées | Exécution du service (participation au Challenge) | Avec le compte licencié (3 ans d’inactivité) |
| Espace licencié : notifications sur le téléphone | Technical address of the device at the notification service, encryption keys, platform (iPhone, Android, computer), chosen categories (phone, email), quiet hours at night, weekly summary, notifications received and read | Consent (turned on on the device, can be withdrawn at any time) | Subscription deleted when turned off, or after 90 days of failure; notifications kept for one year; completed sendings deleted after one year |
| Feedback on the site | Rating, comment, page concerned, optional email address | Legitimate interest | 2 years, then automatic deletion |
| Online shop | Name, email, phone, delivery address, order contents, payment reference (no card numbers) | Performance of the contract; legal obligation (accounting) | 10 years (accounting records, French Commercial Code) |
| Member register | Identity, date of birth, contact details, licence, classes, qualifications, insurance, date of medical certificate, consent to receive information | Performance of the membership contract; legal obligations of a sports federation | Géré dans le fichier officiel des licences (licencie.ffplum.fr) ; la copie du site est remplacée à chaque import |
| Instructor directory | Nom, prénom, classes enseignées, structure, départements, terrains ; téléphone et e-mail tels que publiés par l’annuaire public de l’ancien site ; source et date de l’import | Consentement (accord pour figurer dans l’annuaire, recueilli dans le fichier officiel des licences) | Tant que l’instructeur figure dans l’annuaire consenti (liste officielle ou annuaire public de la fédération) |
| Envois ciblés de la fédération | Adresse e-mail, nom, prénom, rattachement (club, région, département), classes, saison ; désinscriptions (adresse, date, origine) ; envois (destinataires, date, lettre envoyée) | Licenciés : exécution du contrat d’adhésion (rappels) et consentement aux informations quand le fichier l’indique ; structures, instructeurs et comités : intérêt légitime (contacts professionnels publiés) ; abonnés : consentement | Liste des licenciés : remplacée à chaque nouvel import (saison en cours) ; journal des envois : 2 ans ; désinscriptions : conservées tant que la personne ne se réinscrit pas |
| Aide et support du back-office | Compte, écran consulté, questions posées à l’assistant, demandes d’aide et réponses du support | Intérêt légitime (bon fonctionnement de l’outil) | 12 mois, puis effacement automatique |
| Tâches de l’équipe | Nom, adresse e-mail, rôle, tâche (titre, détail, source, échéance, état, motif de blocage), commentaires, date du dernier rappel envoyé | Intérêt légitime (organisation du travail) | Tâches faites ou abandonnées : 2 ans, puis effacement automatique ; dates de rappel : 1 an |
| Challenge France 1 : journal des diffusions | Événement diffusé, épreuve, nombres de notifications, de pushes et d’e-mails, éléments de relecture (titre, cible, cycle AIRAC) ; aucun nom ni adresse | Intérêt légitime (bon fonctionnement du service) | 2 years, then automatic deletion |
| Statutory meetings and votes | Name, email, votes held, attendance, proxy, vote | Legal obligation and statutes | Statutory archives, with the minutes |
| Back-office accounts and log | Name, email, role, committees, logins, actions (log), Microsoft 365 access requests | Legitimate interest (security) | Account: for the duration of the role, then deactivated; log: 3 years; access request: 1 year after the decision |
| Log of emails sent | Recipient’s address, subject, sending result | Legitimate interest | Address removed after 1 year |
| Protection against abusive submissions | Encrypted fingerprint of the IP address (never the address itself) | Legitimate interest (security) | 30 days, then automatic deletion |
| Audience measurement | Cookie-free Matomo (IP address anonymised); site counters: daily totals, no personal data | Exempt from consent (CNIL); you can opt out (“Manage my cookies”) | 25 months at most |
| Espace licencié : réactions et commentaires | Reactions, comments, display name (“First name I. · club” if the identity is verified, otherwise “Licensed pilot”), date the charter was accepted, reports (reason; never shown to the comment’s author) | Performance of the service (charter accepted) | Reactions: 2 years; comments: kept with the post, or until the account is deleted |
Reports of violence
The report form on the Protecting people page allows a victim, a witness, someone close to them or an organisation to report violence, harassment, discrimination or a breach of integrity connected with microlight flying.
- Purpose: to receive reports of violence, harassment, discrimination or breaches of integrity connected with microlight flying, in order to protect people, take the necessary measures and, where appropriate, refer the matter to the authorities.
- Legal basis: task carried out in the public interest by approved sports federations (prevention of violence, French Sports Code); establishment, exercise or defence of legal claims for sensitive data.
- Data: status and contact details of the person reporting (name optional, email or phone), category and description of the facts, date, place, organisation, person concerned and their role; this information may reveal sensitive data or data relating to offences.
- Recipients: only the authorised people at the federation (contact persons appointed by the management); where appropriate, the Signal-Sports unit of the ministry responsible for sport and the judicial authorities.
- Retention: the website keeps no copy of the report. It is sent by email to the authorised people, who handle it in the strictest confidence; the website only keeps a receipt log (date, reference number, recipients, with neither the text nor anyone’s identity), for 3 years.
- Confidentiality: you can ask for your identity not to be disclosed to the person concerned. A way of contacting you again (email or phone) is required so that the contact person can reply to you.
For any question about a report, quote its tracking number when writing to ffplum@ffplum.org.
Who sees your data
Only federation staff, elected officials and volunteers authorised for the task concerned, and the regional committees for their region, have access to your data, through a personal account protected by a second factor; every action is recorded in a log. The authorities may access it on a legal request.
The federation relies on service providers (processors), bound by contract to process your data only on its behalf and to protect it:
| Provider | Purpose | Location | Safeguards |
|---|---|---|---|
| Vercel Inc. | Hosting of the site and server functions, storage of uploaded files and encrypted backups | United States (servers in Europe for the site) | EU–US Data Privacy Framework and standard contractual clauses |
| OVH SAS (OVHcloud) | The site’s database, media and the former site’s directories | France | European Union |
| Brevo (Sendinblue SAS) | Sending emails and the newsletter | France | European Union |
| Mistral AI | Online assistant and automatic translation of the English version, when they are open | France | European Union |
| Exalto | Licensing software: member register, clubs and schools, instructors | France | European Union |
| Matomo (hosted by the federation on stats.ffplum.fr) | Cookie-free audience measurement | The federation’s server | No transfer to a third party |
| Stripe Payments Europe | Online payment (shop, paid registrations), when it is open; the site never sees card numbers | Ireland | European Union |
| Microsoft Ireland | Staff login to the back office with their Microsoft 365 account | Ireland | European Union |
| Browser notification services (Apple, Google, Mozilla, Microsoft) | Acheminer jusqu’au téléphone les notifications de l’espace licencié, quand le licencié les a activées ; le contenu est chiffré de bout en bout | European Union and United States | EU–US Data Privacy Framework; no data readable by these services |
Transfers outside the European Union
- Vercel, which hosts the site, is an American company: transfers to the United States are covered by the EU–US Data Privacy Framework and, failing that, by the European Commission’s standard contractual clauses. The database stays in France, with OVH.
- The map backgrounds of the home page and the “Where to fly” pages come from the servers of the OpenStreetMap Foundation (United Kingdom, a country recognised by the European Commission as providing an equivalent level of protection): they receive your browser’s IP address in order to send it the images, without any cookie.
- YouTube (Google), Vimeo and Dailymotion videos and embedded documents only load with your consent (see the Cookie management page).
Safety
- Encrypted connections (HTTPS) across the whole site.
- Back office: second factor required, lock-out after several attempts, rights limited to each role, log of every action.
- No passwords stored in clear: single-use login links for members and visitors, salted hashes for staff.
- Visitors’ IP addresses are never kept: only an encrypted fingerprint is used, for 30 days at most, to block abusive submissions.
- Encrypted backups of the database every week; the last 8 are kept, so deleted data disappears from the backups within 8 weeks at most.
Your rights
- Access: find out what data the federation holds about you, and receive a copy;
- Rectification: have inaccurate or incomplete data corrected;
- Erasure: have your data deleted, except what the law requires to be kept (accounting records, for example);
- Restriction and objection: have processing put on hold, or object to processing based on legitimate interest, and at any time to information mailings;
- Portability: receive the data you have provided in a machine-readable format;
- Withdrawal of consent, at any time, for whatever is based on your consent (newsletter, embedded content);
- Instructions on what happens to your data after your death.
Write to ffplum@ffplum.org, or by post to the head office. The federation replies within one month; if there is reasonable doubt about your identity, it may ask you to prove it. For the newsletter, every mailing contains an unsubscribe link.
If, after contacting us, you consider that your rights are not being respected, you can lodge a complaint with the CNIL (the French data protection authority): 3 place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, or online at cnil.fr.
Minors
Young people under 15 need a parent’s consent to sign up for the newsletter or post an ad. The parent can exercise their rights by writing to the federation.
Cookies
The site sets no advertising cookies and measures visits without cookies. The details, and how to change your mind at any time, are on the Cookie management page.
Last updated: 12 October 2026.
