Privacy policy

Introduction

1. Who We Are

SpareOnAir.com (the "Platform", "we", "us") operates an online marketplace connecting buyers and sellers of aircraft spare parts and related aviation services. This Privacy Policy explains what personal data we collect, why we collect it, who we share it with, and the rights available to you.

For any privacy question or request, contact us at hello@spareonair.com.

2. Data We Collect

We collect the following categories of personal data, depending on how you use the Platform:

• Account data: name, email address, hashed password, and assigned account role (buyer, seller, or administrator), created when you register.
• Seller application data: business name, contact name, email, phone number, business address, city, country, business type, website, years in business, business description, and certifications submitted through the seller application form.
• Listing data: part numbers, manufacturers, descriptions, specifications, pricing, quantity, stock location, and lead times that sellers publish on the Platform.
• Request for Quotation (RFQ) data: the parts requested, quantities, urgency, budget, delivery location, required-by dates, and any notes or messages exchanged between buyers and sellers.
• Contact form data: the name, email address, and message content you submit through our contact form.
• Newsletter data: the email address you provide when subscribing to marketing updates.
• AI assistant data: the messages you send to our in-platform assistant, which are processed to generate a response.
• Technical data: information your browser sends automatically, including IP address, browser type, and pages visited, together with the session cookies required to keep you signed in.

3. Why We Use Your Data

We process personal data for the following purposes:

• To create and administer your account and authenticate your sign-in sessions.
• To publish listings, route RFQs to relevant sellers, and enable messaging between buyers and sellers.
• To review and approve seller applications and listings before they appear publicly.
• To respond to contact enquiries and provide customer support.
• To send transactional email such as password reset codes and RFQ notifications.
• To send marketing newsletters, where you have subscribed. You may unsubscribe at any time.
• To operate, secure, debug, and improve the Platform, and to detect and prevent fraud or misuse.
• To comply with legal, regulatory, and aviation compliance obligations.

4. Legal Bases for Processing

Where the EU or UK General Data Protection Regulation applies, we rely on the following legal bases: performance of a contract, for account creation, listings, RFQs, and transactions; consent, for marketing newsletters, which you may withdraw at any time; legitimate interests, for platform security, fraud prevention, and service improvement; and legal obligation, where retention or disclosure is required by law.

5. Sharing and Disclosure

We do not sell personal data. We share it only as described below:

• Between users: when you submit an RFQ, the relevant seller receives the request details and can message you through the Platform. When you publish a listing as a seller, its contents become publicly visible.
• Email delivery: Brevo (Sendinblue) processes transactional and newsletter email on our behalf.
• AI assistant: OpenAI processes the messages you send to our in-platform assistant in order to generate a response.
• Internal operational alerts: certain administrative notifications are relayed to our operations team through Telegram.
• Hosting and database infrastructure providers that store and serve Platform data on our behalf.
• Legal and regulatory authorities, where disclosure is required by applicable law, court order, or to establish, exercise, or defend legal claims.
• A successor entity, in the event of a merger, acquisition, or sale of assets, subject to this Policy.

6. International Transfers

We operate internationally, and our service providers may process personal data outside your country of residence, including outside the European Economic Area. Where such transfers occur, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses or an adequacy decision.

7. Data Retention

We retain account, listing, and RFQ data for as long as your account remains active, and thereafter for as long as necessary to comply with legal, tax, accounting, and aviation traceability obligations, or to resolve disputes. Contact form submissions are retained while the enquiry is handled and for a reasonable period afterwards. Newsletter subscriptions are retained until you unsubscribe.

8. Your Rights

Subject to applicable law, you have the right to request access to the personal data we hold about you; to have inaccurate data corrected; to request erasure of your data; to restrict or object to certain processing; to receive your data in a portable format; and to withdraw consent to marketing at any time. To exercise any of these rights, email hello@spareonair.com. If you believe we have not handled your data lawfully, you may lodge a complaint with your local data protection authority.

9. Cookies

We use strictly necessary cookies to keep you signed in and to maintain session security. These cookies are required for the Platform to function and cannot be disabled without affecting core features. Most browsers allow you to block or delete cookies through their settings.

10. Security

We apply technical and organisational measures appropriate to the risk, including password hashing, encrypted transport, and role-based access controls that restrict administrative functions to authorised personnel. No method of transmission or storage is entirely secure, and we cannot guarantee absolute security.

11. Children

The Platform is intended for aviation businesses and professionals and is not directed to children. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, contact us and we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified through the Platform or by email where appropriate. The date below indicates when this Policy was last revised.

13. Contact Us

For privacy enquiries, data access requests, or complaints, contact us at hello@spareonair.com.