VATSIM Virtual Airlines - Partner Policy Update

[Antonio Dujmovic]

Dear VA Partners/Associates,

over the past two months or so, we have been working on updating our VA Partner policy, based on the suggestions, comments and feedback that we have received from our previous post, discord server and other means of communications with partner VAs.

For the time being, these changes will only affect VATSIM Virtual Airline Partners, and will have no effect on VATSIM Virtual airline Associates. Although, VA Associates should expect similar changes for their respective policy in the near future, as we are working towards that as well. The current VA Associate Policy can be found here.

The updated policy is still subject to change, as we receive even more feedback from the announcement, although, we expect nothing major to be changed, except some minor changes that will be published in time.

On this forum post, you will find most important changes written down below, and you can find the PDF document on the bottom that includes the full policy, that will be in effect starting October 1st, 2022, 0001z at https://vatsim.net/docs/policy/virtual-airline-partners.

We hope that these changes will address most of the concerns we have heard about so far, most importantly related to data protection concerns.
 

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Old Activity Requirements:

3.2.1.1.3 - 20+ pilots with VATSIM CIDs listed in an accessible roster.

The presence of at least twenty pilots on a VA’s roster indicates that it has achieved some level of acceptance in the pilot community. Partner VAs are subject to periodic audits by VATSIM Audit Managers to ensure that they are maintaining the requirements for said status. To facilitate these audits, VATSIM Pilot Identification Numbers (CID) must be made available to the audit managers on request or via a roster that is publicly accessible on the VA website. A VA claiming to be unable to comply with this requirement must delineate the reason.

3.2.1.1.4 - Minimum 15 pilots using VA call sign online in 90-day

Having pilots utilize the VATSIM network while conducting flights is why the network exists. This requirement demonstrates that the Virtual Airline Partner is focused on online flying. For verification purposes, the same accessible roster requirement as in 3.3.1.1.3 shall apply as well to this section. In order for a flight to be accepted as having been flown for the VA there should be a reference to that VA’s name and/or URL in the flight plan remarks section. A reference to other VAs will result in denial of audit credit for the flight.


New Activity Requirement:

3.2.3 - 50+ flights on the VATSIM network using any VA callsign ICAO (reference 3.2.4) in the past 90 days, by minimum 15 different pilots.

The presence of at least 50 flights online on a VA’s roster indicates that it has achieved some level of acceptance in the pilot community, by a corps of dedicated members. Having pilots utilize the VATSIM network while conducting flights is why the network exists. Partner VAs are subject to periodic audits every 90 days by VATSIM’s Audit Managers to ensure that they are maintaining the requirements for said status. To facilitate these audits, flight records or PIREPs must be made available to the audit managers on request or via a roster that is publicly accessible on the VA website. Flights records/PIREPs should consist of the following information:

3.2.3.1 Callsign *
3.2.3.2 Origin Airport ICAO *
3.2.3.3 Destination Airport ICAO *
3.2.3.4 Flight Date *
3.2.3.5 Departure Time (Zulu) *
3.2.3.6 Arrival Time (Zulu) *
3.2.3.7 Aircraft (optional)
3.2.3.8 Remarks (optional)

A VA claiming to be unable to comply with this requirement must delineate a valid reason. This requirement may be waived upon request by the VA and approval by the Director of Virtual Airlines or VPVASO.

*Note for 3.2.3 – The flight records/PIREPs must be accessible online, or upon request via a readable textual list, or a .pdf/.json/.doc*/.cvs file. This requirement may be determined from a single file, hence no need for multiple submissions. Please do not include more than 50 flight records total in your document; as we wish to minimize the amount of pilot data with which we interact.

 

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Old ICAO Restriction:

3.2.1.1.5 - VA use of single callsign prefix

To ensure accurate tracking of online activity for audit purposes, it is preferred that a VA should utilize a single callsign prefix for flights conducted by its pilots. Note-this is not to be construed as granting a VA exclusive right to utilize a particular callsign. Exceptions to this requirement may be granted for VAs that operate some flights under different callsign prefixes and others unable to comply provided the VA is able to provide a verifiable list of pilots with CID, callsign used and date of flight upon request.

New ICAO Restriction:

3.2.4 - VA’s Callsign ICAOs

While there are no limitations as to how many callsigns the VA may utilize, we require them to provide us with the list of Callsign ICAOs their pilots use when flying on the network. This should either be submitted upon applying for partner status, or upon request by an audit manager.

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New Behavior Requirement:

3.2.9 - Behavior as a VA Partner.

Each VA will maintain decorum and respect both on the VATSIM network and in their own website communications, Discord and other social media regarding comments, discussions and interactions with other VATSIM members and participants.

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New Data Protection Section:

4. DATA PROTECTION.
VATSIM’s Virtual Airlines department falls under VATSIM’s Privacy Policy and Data Protection and Handling Policy.

4.1 Permissions
Upon submitting an application, the applicant, on behalf of the Virtual Airline they are representing, gives VATSIM’s VA Department permission to responsibly store the following data:

4.1.1 The applicant’s primary VATSIM email address.
4.1.2 The applicant’s VATSIM CID.
4.1.3 Virtual Airline’s Name.
4.1.4 Founding date of the Virtual Airline
4.1.5 Website URL of the Virtual Airline
4.1.6 Logo of the Virtual Airline.
4.1.7 Country the Virtual Airline is based in.
4.1.8 Flight data submitted, reference to requirement 3.2.3, that will be destroyed upon being reviewed and the application being approved/rejected.
4.1.9 Description and any of the selectable tags that match the Virtual Airline.


Upon the VA being audited, in order to satisfy any requirement the Audit Manager is unable to verify without additional input from the VA, the Audit Manager may send a request, using their officially issued vatsim.net email, to the official contact address of the VA for the required information to complete the audit.


Any data submitted to the Audit Managers, is only to be viewed by the Audit Manager doing the audit, Director of Virtual Airlines and/or Vice President of Virtual Airlines and Special Operations. Upon the Audit being complete, all and any data received from the VA’s contact e-mail address will be permanently deleted.

4.2 Accessibility
Upon an explicit request from a VA, we are obliged to submit to them any and all data we hold about their VA.

4.3 Termination
The VA reserves the right to request immediate removal from our systems, and all data concerning them, at any given point in time. This process may take up to 96 hours after being received.

 

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New Benefits & Rights Section:

5. BENEFITS AND RIGHTS.
5.1 Benefits
Virtual Airlines partnered with VATSIM, from the beginning of their status as a Partner until their termination or end, will be entitled to receive the following:

5.1.1 VAPs participating in the program will have their site name and a link to their website published on my.vatsim.net which is visited by many pilots seeking to join a VA.
5.1.2 VAPs become eligible to participate in the VATSIM Pilot Training Department as an Authorized Training Organization (ATO)
5.1.3 VAPs are eligible to co-sponsor events with VATSIM ARTCCs/FIRs
5.1.4 Access to VATSIM VA Discord via which other VA Staff Members can be contacted and coordinated. This includes, but does not guarantee, easier communication and planning with ARTCC/FIR event coordinators.
5.1.5 Exclusive rights allowing the VAPs to create in-house Aircraft Liveries that contain the VATSIM logo under the condition that it follows the guidelines found on https://vats.im/brand.
5.1.6 Access to any technical tools developed by the VA Department for VAs that allow for easier data exports necessary for audits (When such are available)
5.1.7 Access to any Resources developed by this department for VAs (When such are available)

5.2 Rights
Virtual Airlines partnered with VATSIM, from the beginning of their status as a Partner until their termination or end, receive the following rights:


5.2.1 All benefits provided to VAPs. Reference to 5.1.
5.2.2 Data accessibility concerning the VA in question. Reference to 4.2.
5.2.3 Representing themselves as an official partner of VATSIM.
5.2.4 Viewing audit data and results from past periods for their VA. Reference to 4.2.
5.2.5 Immediate termination and deletion, which includes, but is not limited to, requesting a removal from the program, and/or all data stored about the VA.

The policy update, of course, covers some other changes as well, including rephrasing certain sections, minor enough not to be included in this forum post for the sake of its length.

If you have any questions, concerns or comments regarding these changes, feel free to express yourself in the replies on the post, or on our Discord Server, where you can discuss the changes with us and other VA Staff Members. Alternatively, you may e-mail [email protected] or [email protected].

Thank you for your time.

VATSIM_VAP_Policy.pdf