Privacy Policy

Aero Elites LLC

Effective Date: October 19, 2026

1. Introduction

Aero Elites LLC ("Aero Elites," "we," "us," or "our") is an aviation services company based in Charlotte, North Carolina, United States.

We respect the privacy of aviation professionals, airline representatives, business clients, and visitors to our website.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in connection with our aviation recruitment, pilot registration, personnel sourcing, consulting, and related aviation services.

Our recruitment service operates on an individual candidate authorization model. Registering with Aero Elites does not automatically authorize us to disclose an identifiable candidate profile or CV to prospective employers.

2. Personal Information We Collect

2.1 Aviation Professionals and Pilot Applicants

We may collect:

Full name and contact information
Nationality and country of residence
Aviation license type and issuing authority
Aircraft type ratings and qualifications
Total flight hours and pilot-in-command experience
Flight hours on specific aircraft types
Current or previous professional positions
Employment history and professional qualifications
English language proficiency
Employment availability and preferences
CVs, résumés, and voluntarily submitted professional documents

We may also record limited information concerning the administrative validity of aviation qualifications, where lawful and necessary.

We do not request medical diagnoses, treatment records, or detailed medical information through our initial recruitment registration process.

Any collection of health-related information requiring additional legal safeguards will be assessed separately and, where necessary, supported by an appropriate legal basis and additional authorization.

2.2 Airline and Business Representatives

We may collect business contact details, company affiliations, recruitment requirements, staffing requests, correspondence, and information necessary to provide requested aviation services.

2.3 Website Usage Information

Depending on the technologies enabled on our website, we may collect technical information such as IP addresses, device and browser information, cookie identifiers, and website usage data.

3. Purposes and Legal Bases for Processing

We process personal information for defined business purposes, including:

Receiving and evaluating candidate registrations
Maintaining an aviation professional candidate database
Identifying potentially suitable recruitment opportunities
Communicating with candidates regarding relevant positions
Obtaining candidate-specific authorization for employer disclosures
Responding to airline and business inquiries
Providing aviation consulting and related services
Maintaining the security and functionality of our website
Complying with applicable legal obligations

Where the EU General Data Protection Regulation (GDPR) or equivalent legislation applies, processing must be supported by an appropriate legal basis.

Depending on the specific activity and applicable circumstances, this may include:

Consent, where validly obtained
Steps requested by an individual before entering into a contract
Legitimate interests, following an appropriate assessment
Compliance with legal obligations

Where processing relies on legitimate interests, these may include managing voluntary recruitment registrations, assessing professional qualifications, responding to business inquiries, and maintaining the security of our services, subject to applicable legal requirements and the rights of individuals.

Where consent is the legal basis, individuals may withdraw it at any time.

4. Candidate Registration and Database Management

Submitting a registration form or uploading a CV enables Aero Elites to assess the candidate's professional background and consider the candidate for potential aviation employment opportunities.

Registration does not guarantee employment, an interview, an offer, or placement with any airline or aviation operator.

Candidate information is maintained within systems accessible only to authorized Aero Elites personnel and service providers with a legitimate operational need.

Aero Elites will not make identifiable candidate profiles or uploaded CVs available through a publicly accessible recruitment database.

5. Employer Disclosure and Candidate Authorization

5.1 No Automatic CV Disclosure

Registering with Aero Elites does not constitute general authorization for disclosure of identifiable candidate information to prospective employers.

Before disclosing an identifiable candidate profile, CV, or contact information to a particular airline, aircraft operator, or aviation employer, Aero Elites will seek the candidate's separate authorization for that specific opportunity and recipient.

5.2 Candidate Authorization Procedure

Before requesting authorization, Aero Elites will provide the candidate with relevant information, including, where reasonably available:

The identity of the prospective employer
The position or recruitment opportunity
The country or operational location
The categories of personal information proposed for disclosure
Any material international data transfer implications

The candidate may approve or decline the proposed disclosure.

A decision not to approve a particular disclosure will not automatically remove the candidate from the Aero Elites recruitment database.

5.3 Non-Identifiable Candidate Summaries

Aero Elites may present employers with aggregated or genuinely anonymized information about available aviation professionals, provided such information does not directly or indirectly identify an individual.

Pseudonymized profiles that remain capable of identifying an individual will continue to be treated as personal information and will not be disclosed under this provision without an appropriate legal basis and authorization.

5.4 Withdrawal of Authorization

Candidates may withdraw previously granted consent by contacting Aero Elites.

Withdrawal will prevent further disclosures based on that consent, but will not automatically reverse disclosures already lawfully completed.

Once information has been disclosed to an employer, that employer may have independent legal obligations regarding its processing and retention of the information.

Where appropriate, Aero Elites will assist candidates in identifying relevant recipients or directing requests to them.

6. Service Providers and Other Disclosures

Aero Elites may use authorized third-party providers for website hosting, online forms, document storage, email communications, and administrative operations.

These providers may process personal information to provide their services, subject to applicable contractual, confidentiality, security, and data protection requirements.

Our website is operated using Wix technology, which may process information submitted through website forms and associated services.

We may also disclose information where required by applicable law, a lawful governmental request, or a valid legal process.

We do not sell candidate CVs or personal information for unrelated third-party marketing.

7. Data Retention

Aero Elites generally intends to retain active pilot registration information and submitted CVs for a maximum of 24 months following the candidate's most recent application or candidate-initiated profile update.

At the end of the applicable retention period, information will be deleted, anonymized, or otherwise handled in accordance with applicable law and documented retention procedures.

Candidates may request earlier deletion, subject to applicable legal requirements and permitted exceptions.

Certain records, including authorization records, contractual records, and records necessary for legal compliance or dispute resolution, may be retained for additional periods where justified.

Backup copies may remain temporarily subject to documented backup retention and deletion procedures.

8. Information Security

Aero Elites will implement reasonable technical and organizational safeguards appropriate to the nature and sensitivity of the personal information processed.

These may include:

Restricted access to candidate records
Role-based access permissions
Secure account authentication
Access controls for uploaded documents
Procedures for managing data access and deletion requests
Security incident response procedures
Appropriate oversight of service providers

No method of electronic storage or transmission can be guaranteed to be completely secure.

9. International Data Transfers

Aero Elites operates in the United States and may receive registrations from aviation professionals located internationally. Information may be stored or processed in the United States or other countries where authorized service providers operate.

Where applicable law requires additional safeguards for international transfers, Aero Elites will assess and implement an appropriate transfer mechanism before conducting the relevant transfer.

Depending on the circumstances, such mechanisms may include applicable adequacy decisions, contractual safeguards, or other legally recognized arrangements.

Individual candidate authorization to disclose a CV does not, by itself, necessarily satisfy all legal requirements governing international data transfers.

10. Individual Privacy Rights

Depending on applicable law, individuals may have rights to:

Access their personal information
Correct inaccurate or incomplete records
Request deletion of personal information
Withdraw consent where applicable
Object to certain processing activities
Request restriction of certain processing
Obtain data portability where legally applicable
Lodge a complaint with a competent data protection authority

Requests may be submitted to:

sales@aeroelites.com

Aero Elites will respond within applicable legal time limits, subject to identity verification and any lawful exceptions.

Where we rely on consent, withdrawing consent will be made reasonably accessible and will not invalidate processing lawfully completed before withdrawal.

11. Recruitment Decisions and Background Screening

Aero Elites may review candidate qualifications and match professional experience with recruitment requirements.

The submission of a CV does not authorize criminal background checks, credit checks, medical examinations, or other employment screening requiring separate notices, permissions, or legal procedures.

Where additional background screening is proposed, Aero Elites will address applicable legal requirements and authorization procedures separately.

If automated tools are used in recruitment processes, we will assess whether additional disclosures or safeguards are required by applicable law.

12. Cookies and Website Technologies

Our website may use essential cookies required for functionality and security.

Depending on the services enabled, additional analytics, preference, or other tracking technologies may also be used.

Where applicable law requires consent for non-essential cookies or similar technologies, such technologies will be subject to appropriate consent controls.

Further information may be provided through a separate cookie notice or consent-management interface.

13. Children's Privacy

Our pilot recruitment services are intended for adult aviation professionals.

We do not knowingly solicit recruitment registrations from individuals under 18 years of age.

If we become aware that information has been collected from a child in circumstances requiring deletion, we will take appropriate steps consistent with applicable law.

14. Changes to This Privacy Policy

We may revise this Privacy Policy to reflect changes in our services, procedures, technologies, or legal obligations.

The current version will be made available on our website with an updated effective date.

Where legally required, we will provide additional notice or obtain consent before introducing materially different processing activities.

15. Contact Information