Privacy and data handling

Privacy Policy

Last updated: 17 October 2026

This notice explains how PilotSpeak handles personal information submitted through its website and booking enquiry form. It is written for the current setup: an individual operating from Qatar. It should be reviewed if the business structure, service providers, or services change.

Please do not submit passport scans, licence copies, medical information or other sensitive documents through the website enquiry form. If documents are needed for an official assessment, the relevant testing provider should give you instructions for an appropriate channel.

1. Who is responsible for your information?

The data controller for PilotSpeak website enquiries is Francesco Geraci, operating as PilotSpeak as an individual from Qatar. For privacy questions or requests, email pilotspeak.business@gmail.com.

2. What information may be collected?

If you submit a booking enquiry, the form may collect your name, email address, telephone or WhatsApp number, licence category, requested service, preferred dates and times in UTC, and any additional information you choose to include. The website hosting and security services may also process technical information such as IP address, browser details and access logs, depending on the services and settings in use.

3. Why is the information used?

To respond to your enquiry and communicate with you about the requested service.
To check availability and arrange or manage an appointment.
To maintain reasonable business, payment and transaction records where a service is purchased.
To protect the website, prevent abuse and address technical problems.
To meet applicable legal or regulatory obligations.

PilotSpeak does not intend to use booking enquiry information for unrelated marketing. If that changes, the relevant notice and lawful basis will be addressed separately.

4. Legal basis and applicable law

PilotSpeak aims to handle personal information transparently, fairly, securely and only for defined purposes. Processing will be based on consent where required, steps requested before entering a service arrangement, legitimate purposes where permitted, or applicable legal obligations. Qatar’s Personal Data Privacy Protection Law No. 13 of 2016 may apply to relevant processing. The precise requirements depend on the facts and should be checked for the final business and service arrangement.

5. Who may receive the information?

To operate the enquiry process, information may be processed by service providers used for the website and communications, including:

FormSubmit, which processes booking-form submissions and forwards them to the PilotSpeak business inbox.
Google/Gmail, which hosts the inbox at pilotspeak.business@gmail.com.
Cloudflare, if used to host, secure or deliver the website.
L6 Aviation OÜ or another relevant authorised testing provider, but only where necessary to arrange or administer an official assessment or where you are informed that the provider needs the information.
Competent authorities or professional advisers where disclosure is required or permitted by applicable law.

These providers may process information in countries outside Qatar. Their actual processing locations and transfer safeguards should be checked against the services and account settings in use.

6. How long is information kept?

Unconverted booking enquiries are intended to be deleted or anonymised within 12 months after the last meaningful contact, unless a longer period is reasonably necessary to resolve a dispute, prevent abuse or meet a legal obligation. Records relating to a paid service may be retained for the period required by applicable accounting or legal rules. Official examination records are handled under the retention requirements of the responsible testing body; this website policy does not replace that provider’s notices or procedures.

These periods are the intended operating rules and should be implemented in the inbox and any other systems used. They are not a promise that every service provider automatically deletes its own technical logs on the same schedule.

7. Security

Reasonable safeguards should be used to protect information, including strong unique passwords, multi-factor authentication on the business inbox, restricted account access, updated devices and avoiding unnecessary copies of candidate information. No internet transmission or storage method can be guaranteed to be completely secure.

8. Your requests and choices

You may contact PilotSpeak to ask what personal information is held about you, request correction of inaccurate details, ask for deletion, or raise an objection or concern. Applicable rights and any limitations depend on the law and circumstances. To make a request, email pilotspeak.business@gmail.com and include enough information for us to identify the relevant enquiry. Do not send identity documents unless specifically requested through an appropriate process.

9. Cookies and similar technologies

This version of the website is designed as a simple static site and does not intentionally use advertising or analytics cookies. Hosting, security or third-party services may use essential technical mechanisms. If analytics, advertising, embedded media or other non-essential tracking is added, this notice and any required consent controls must be updated before those features are enabled.

10. Children

PilotSpeak’s services are intended for adult aviation candidates. The booking form should not be used to submit information about children.

11. Changes to this policy

This policy may be updated when the website, services, legal requirements or service providers change. The latest version will be published on this page with an updated date.

Contact

For privacy questions or requests, contact pilotspeak.business@gmail.com.

Launch note: This is a practical draft for the current setup, not a legal opinion. Before collecting live enquiries, verify the listed providers and actual data flows, configure the stated retention practices, and obtain local legal advice if needed—especially if the testing provider has its own mandatory privacy notice or records process.