Who we are
The Southern Hang Gliding Club (“SHGC”, “the club”, “we”) is the data controller for the personal data described here. We are a BHPA-affiliated, not-for-profit flying club.
Contact address: 10 Mill Road, Lewes, East Sussex BN7 2RU. The club is not currently registered with the UK Information Commissioner’s Office (ICO). For any question about this notice or your data, contact us at secretary@shgc.org.uk.
What we collect
We only collect what we need to run the club, keep flying safe, and meet our obligations as a BHPA-affiliated club.
When you join or hold membership
- Your name, email address, mobile phone number and postal address.
- Your BHPA membership number, its expiry, and your pilot ratings (paraglider and/or hang glider).
- The name and phone number of an emergency contact you provide. Please make sure that person is happy for you to share their details with us for use in an emergency.
- Your membership status, renewals, and induction or sign-off records.
When you sign in
We sign you in with a one-time code or magic link sent to your email — we do not store a password. A small number of cookies keep you signed in and remember that you have unlocked the pre-launch preview. We do not use advertising or third-party tracking cookies.
When you pay
Membership payments are handled by our payment processor (Stripe). Your full card details are entered with them and are never seen or stored by the club; we receive only confirmation of payment and the limited details needed for our records.
Optional features you switch on
- Live flight tracking.If you choose to appear on the members’ “who’s flying” map, we use the public tracking identifiers you give us (for example an Open Glider Network / FLARM device ID or an existing public live-tracking handle). This is opt-in, and the position data concerned is already publicly broadcast by your device or chosen service.
- Notifications. If you opt in, we store a Telegram chat identifier and/or a web-push subscription so we can send you club and safety notices. You can turn these off at any time.
The member directory
So that members of a close-knit club can recognise and reach one another, signed-in members can see a directory of fellow members showing each member’s name, pilot ratings, wings and profile photo (if they have added one). It is visible to signed-in members only — never to the public — and never shows your email, postal address, BHPA number, or any phone number unless you choose to add a directory phone number. Lapsed members are not shown.
You are included by default and can remove yourself at any time from your account. Sharing a directory phone number, or allowing other members to contact you through the site, are each separately optional.
Automatically
Like any website, our hosting and infrastructure providers process technical data such as your IP address and request logs to deliver the site securely and diagnose problems.
How we use it & our legal basis
- Running your membership (administration, renewals, communicating with you) — on the basis of our membership agreement with you.
- Flying safety(site access, sign-offs, incident handling, contacting your emergency contact if needed) — on the basis of our legitimate interest in safe flying and, where relevant, protecting people’s vital interests.
- Legal, affiliation & safety-investigation obligations — to meet our obligations as a BHPA-affiliated club and to comply with the law, including where we are required to provide relevant data to the BHPA or the Civil Aviation Authority in connection with an airmanship event (an incident or accident, an AIRPROX, or an airspace infringement).
- The member directory — on the basis of our legitimate interest in members of a close-knit club being able to recognise and contact one another; you can opt out at any time.
- Optional features (live tracking, notifications) — on the basis of your consent, which you can withdraw at any time.
Who else processes your data
We use a small set of trusted service providers to run the platform. They process data on our instructions, under contract. We do not sell your data to anyone.
- Supabase — our database and sign-in system (member records and authentication).
- Vercel — website hosting and delivery (including security and request logs) and anonymous, cookieless website analytics.
- Stripe — membership payment processing.
- Resend — sending sign-in codes and club emails.
- Telegram — delivering opt-in notifications to members who connect it.
- Fly.io — hosting the background service that relays the live flight-tracking feed.
- Open Glider Network — the public flight-tracking network the live map draws on.
- MapTiler & OpenStreetMap — map tiles and map data. Open-Meteo and RASP/Stratus — weather and soaring forecasts. These map and weather providers do not receive your account data.
Separately, we share limited data with the British Hang Gliding and Paragliding Association (BHPA), the club’s affiliating body, to confirm that members hold current BHPA membership and the third-party liability insurance our rules require. As noted above, we may also be required to provide data to the BHPA or the Civil Aviation Authority in connection with an incident, accident or airspace investigation. The BHPA is a separate data controller for the data it holds.
Some of these providers may process data outside the UK. Where they do, appropriate safeguards (such as UK/EU-approved transfer terms) are relied upon.
Cookies
We use only a small number of strictly necessary cookies — the kind that make the site work. We do not use advertising or third-party tracking cookies. Our website analytics (provided by Vercel) is cookieless and anonymous — it counts page visits without cookies or personal data — so there is no cookie consent banner to click through.
- Sign-in. A session cookie keeps you securely signed in as you move around the member area.
- Site access. A cookie remembers that you have entered the site, so you are not asked again on every page.
Because these cookies are essential to deliver the service you have asked for — signing in and using the member area — they are exempt from the consent requirement under UK law (PECR). Some third-party features you choose to open (for example the embedded NOTAM/airspace map) may set their own cookies; those are controlled by the provider.
You can block or delete cookies in your browser settings, but if you block the essential ones above you will not be able to sign in or use the member area.
How long we keep it
We keep your membership data for as long as you are a member. If you leave — by telling us, by not renewing after reminders, or if your membership is ended — we delete or anonymise your personal data at the end of the following membership year, unless we are required to keep specific records longer to meet a legal or safety obligation (incident and accident records, for example).
Your rights
Under UK data protection law you have the right to access a copy of your data; to have inaccurate data corrected; to ask us to delete it; to restrict or object to how we use it; and to data portability. Where we rely on your consent, you can withdraw it at any time.
To exercise any of these, contact us at secretary@shgc.org.uk. You also have the right to complain to the UK Information Commissioner’s Office (ico.org.uk) if you are unhappy with how we have handled your data.
Because your membership can only be administered if we hold your data, asking us to erase it entirely will also bring your membership to an end. It is also your responsibility to keep your details — including your emergency contact — accurate and up to date in your account.
Changes to this notice
This notice is effective July 2026 and replaces the club’s previous privacy notice (May 2018). We may update it from time to time, and will let members know of any significant change.