Last updated: 31 October 2026
Alexander Schwan
Eckenthalstraße 11, 66606 St. Wendel, Germany
E-mail: admin@vcrew-center.com
No data protection officer has been appointed; vCrew / RYRvirtual is run by a private individual.
vCrew / RYRvirtual is a non-commercial virtual airline for flight simulators. This policy covers:
We do not sell data, show advertising or use analytics or tracking tools. Fonts and code libraries are served from our own servers. All connections are encrypted via HTTPS.
All services run on a server provided by Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in a data centre in Germany. Hetzner processes the data on our behalf (Art. 28 GDPR). The same server hosts our e-mail server and a cloud storage (Nextcloud) used only by the team.
When you open a page, the server automatically records: IP address, date and time, requested address, HTTP status code and amount of data transferred.
After you log in, the crew portal and the EFB store a login token and your settings in your browser's local storage and keep program files available for offline use (service worker). The admin area and vcrew-center.com use a session cookie. This storage is strictly necessary for the functions you request (Section 25(2) No. 2 TDDDG), so no consent is required. We do not set advertising or analytics cookies.
To take part you create an account. We process:
| Data | Purpose |
|---|---|
| First and last name, callsign (username) | Shown in the crew portal, rosters and logbooks |
| E-mail address | Confirming your registration, password resets, important account notices |
| Password (stored only as a hash), optional Shared Cockpit PIN | Login |
| Home base, role, registration and login times | Organising operations, account management |
| Views of protected documents (including IP address) | Audit trail for access to internal documents |
Confirmation and password-reset e-mails are sent through our own mail server.
When you fly, we process the data required for it: rosters, flight plans, load sheets and flight logs (ELID/EFL), fuel figures, logbook entries, leave and base-transfer requests, and notifications.
During a flight, the Flight Tracker transmits data from your simulator: position, altitude, speed, heading, aircraft type, block and landing times. After landing it creates a flight report (FDM report) with landing data and flight path, which the team may review.
During a flight, the live map in the crew portal shows your aircraft with username, callsign, aircraft type, departure and destination airport, position, altitude and speed. The map is only visible to logged-in members; the underlying service findmyplane.vcrew-center.com cannot be accessed publicly. Aircraft with the simulator transponder switched off are not shown.
If you do not want to appear on the map, write to admin@vcrew-center.com.
You can choose to link your account with your Discord account. For this our Discord bot stores your Discord ID and Discord username; the confirmation link is valid only briefly. Discord itself is operated by Discord Inc. (USA); your use of Discord is governed by its privacy policy.
New accounts are reviewed and approved by our team before the first login. To let the team know, our Discord bot reports each new registration, once the e-mail address is confirmed, in an internal Discord channel visible only to the team. Only your callsign (username), your home airport and the domain of your e-mail address (e.g. “gmail.com”) are shared – not your name and not your full e-mail address.
If you enter your SimBrief ID, our server uses it to retrieve your flight plans from SimBrief (Navigraph). Only the SimBrief ID is transmitted, no other data about you. Links to SimBrief open its website, where Navigraph's privacy policy applies.
To display maps, your browser loads map tiles directly from the following providers, which receive your IP address and which map area is being loaded:
The legal basis is Art. 6(1)(f) GDPR; our legitimate interest is displaying flight paths and positions. Providers in the USA may offer a lower level of data protection than the EU unless they are certified under the EU-US Data Privacy Framework.
Our pages link to services such as Flightradar24, AirNav, VATSIM, IVAO, Discord and Buy Me a Coffee. No data is transferred until you click such a link; the provider's privacy policy then applies.
If you e-mail us, we process your details to handle your request (Art. 6(1)(b) or (f) GDPR) and delete them when they are no longer needed.
Automatic database backups are overwritten after 6 days. Copies made to investigate a security incident are deleted once the investigation is complete.
How to have your account deleted (crew portal, EFB, apps and Flight Tracker):
Entries needed to keep other pilots' rosters consistent may be kept in anonymised form, without any link to you.
We only pass on personal data to the parties named in this policy or where we are legally required to do so.
You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on legitimate interests (Art. 21). You can withdraw any consent at any time with effect for the future. To exercise these rights, write to admin@vcrew-center.com.
You also have the right to lodge a complaint with a data protection supervisory authority. The authority responsible for us is the Unabhängiges Datenschutzzentrum Saarland in Saarbrücken, Germany.
The account details are required to take part; without them we cannot create an account. There is no automated decision-making, including profiling, within the meaning of Art. 22 GDPR.
We update this policy when our services change. The version published here applies.
The German version of this privacy policy is the legally binding one.