1. Who we are and what this covers
Soariom Solutions, trading as Soariom, is responsible for the personal information described in this policy. We are based in Ottawa, Ontario, Canada. For privacy questions and requests, contact info@soariom.com.
This policy covers soariom.com, contact enquiries, Gateway Priority Boarding and Test Flight Crew applications. It does not describe the processing of aircraft maintenance records, customer communications or AI-assisted work inside the Gateway application. This website policy does not replace the privacy information and participation or service terms applicable to the Gateway application.
2. Information we collect
- Contact enquiries: your name, company, email address, selected topic, message and subsequent correspondence.
- Priority Boarding: your name, company, email address, optional connection to maintenance, signup source and marketing choices.
- Test Flight Crew: contact and company details, job role, maintenance focus, current workflow, communication challenges, confirmation that customers can participate, feedback availability and any optional areas of interest.
- Consent and delivery records: the wording and version of the marketing request, request and confirmation times, programme, unsubscribe status, delivery attempts and provider responses such as failures, bounces and complaints.
- Website and security information: IP address, browser and device information, requested pages, verification signals and security or error records generated by the website and its providers.
- Campaign information: source, medium and campaign codes included in a link you use, and the page from which you submit a form. Please do not place personal information in campaign codes.
This website is intended for aviation-industry professionals, not children. If you believe a child has provided personal information, contact us so we can review and remove it where appropriate.
Fields marked required are needed to handle that form. You can leave optional fields blank. Please do not submit passwords, payment details, sensitive maintenance records or confidential information about other people. Confirming that customers can participate does not require sending us their names or contact details through the application form.
3. Purposes and legal grounds
We use enquiries to answer your questions and manage the correspondence. We use Test Flight Crew applications to assess suitability, contact applicants and organise participation. Selection involves human review; automated anti-spam checks may prevent a form submission.
We use technical information to operate and secure the website, limit abuse, troubleshoot forms and email delivery, and maintain records of your choices. Campaign codes help us understand which activities generated enquiries or signups.
Where applicable privacy law requires a lawful basis, we rely on your consent for Gateway marketing; our legitimate interests in responding to business enquiries, administering applications, maintaining accurate records and securing the website for those activities; and legal obligations where records must be kept or disclosed by law. If you ask us to take steps to enter a contract with you personally, those steps may also be processed on that basis. We consider the effects on your rights when relying on legitimate interests.
We do not sell personal information or share it for cross-context behavioural advertising. Consent to Gateway updates does not authorise unrelated future-product marketing.
4. Email choices
Priority Boarding sends Gateway product previews, pricing and launch updates after email confirmation. The confirmation link expires after 48 hours. Applying for Test Flight Crew does not require joining the marketing list, and opting in does not affect selection. A contact enquiry does not subscribe you.
You can stop marketing by using the unsubscribe link in an email or contacting info@soariom.com. Withdrawing consent does not invalidate earlier lawful processing. We retain enough information to record your choice and avoid sending further marketing in error.
Application receipts, replies to enquiries and messages needed to administer a testing application are separate from marketing preferences. An unsubscribe request does not by itself withdraw a Test Flight Crew application; contact us if you want to withdraw it.
Email delivery information and actions you take on our confirmation or unsubscribe pages are recorded to operate these flows. Downloading images in an email also makes a request to the server hosting those images. Your email service may independently scan links or images.
5. Providers and international processing
Information is available to authorised Soariom personnel and to providers where needed for their services:
- Namecheap: website hosting, database storage, backups and hosting security. Our configured website hosting and local backups are in the United States.
- Resend: website emails, marketing contact records and email delivery events. Resend stores customer email data in the United States. A contact enquiry is stored in WordPress and its owner notification is delivered through Resend; it is not added to the marketing list.
- Microsoft 365: business correspondence. Our Exchange Online account reports Canada for covered data at rest. Email routing, security analysis and support are not necessarily confined to Canada.
- Cloudflare Turnstile: bot detection. It processes signals including IP address, browser information and the website origin to protect our forms. Cloudflare also processes signals for its own purpose of improving bot detection. See the Turnstile Privacy Addendum.
- Google Fonts: font styles and files requested by the website. Those requests disclose technical connection information, including your IP address and browser request details, to Google.
Providers may use subcontractors and operate support, delivery and security infrastructure in other countries. Information processed outside your country may be subject to those countries’ laws and lawful access by authorities. This website does not promise that all information stays in Canada.
Resend’s data-processing agreement includes EU Standard Contractual Clauses and a UK Addendum for applicable transfers. Cloudflare’s data-processing terms also include EU and UK transfer provisions. These arrangements apply to those providers and the processing covered by their terms. To ask about the transfer arrangements relevant to your information, or obtain a copy of applicable safeguards, contact info@soariom.com.
We may disclose information where legally required, or where permitted and reasonably necessary to investigate misuse, protect people or establish, exercise or defend legal rights.
6. Cookies, storage and external content
Website security, sign-in and display functions can use cookies or browser storage. Turnstile also processes verification signals. Fonts may be requested from Google. These connections can occur without you submitting a form.
The current website uses coming-soon video posters rather than automatically loading a third-party video player. The website does not currently use advertising pixels or behavioural analytics. Campaign codes supplied with a form are different from tracking your browsing across websites.
See Cookies and website storage for the current features and browser controls. We will explain new optional technologies and provide any consent controls required before activating them.
7. Retention and security
Retention depends on the purpose of the record, outstanding requests, legal requirements and whether information is needed to demonstrate consent, prevent abuse or resolve a dispute. We use these criteria:
- Enquiries: whether the enquiry is open, follow-up is still expected, or the correspondence is relevant to an ongoing business relationship or dispute.
- Testing applications: whether selection or participation is ongoing and whether an applicant reasonably needs access to the selection record. Marketing records are assessed separately.
- Unconfirmed signups: whether confirmation or a recent retry remains pending, and whether limited information is needed to investigate misuse. Expiry of the confirmation link does not automatically erase the stored form record.
- Marketing records: whether you remain subscribed, together with limited evidence needed to show consent, withdrawal or delivery suppression. Suppression information is kept while necessary to avoid accidental re-import or sending.
- Technical records: whether information is needed to investigate a security or delivery problem, maintain the service or meet a legal obligation.
- Backups: recovery needs and the relevant backup rotation. Removing an active record does not immediately remove it from an existing backup. Backup copies remain restricted and are not mailing lists.
We retain personal information only while the purposes above justify keeping it, and delete or anonymise it when it is no longer needed. A legal hold, access request or unresolved dispute may require information to be retained longer. You can contact us about a particular record or request deletion.
We use access restrictions, protected connections and security checks appropriate to the information. No website or email service can guarantee absolute security.
8. Your rights and requests
Contact info@soariom.com to ask what personal information we hold, request access or correction, withdraw consent, or request deletion. Explain the request and the email address you used; do not send identity documents unless we arrange a proportionate verification method with you.
Depending on the law applying to you, you may also have rights to restrict processing, object to processing based on legitimate interests, receive certain information in a portable format, or appeal a refusal. Where those rights apply, we will handle the request accordingly. You can object to direct marketing at any time. We will not penalise you for exercising a privacy right. If we refuse a request, you can ask us to review that decision by replying to our response.
We may need to verify your identity and protect other people’s information. We will explain any exception or refusal and respond within the applicable legal time limit. For requests governed by PIPEDA, the usual access-response period is 30 days; permitted extensions require notice. EU/UK requests generally have a one-month response period, subject to applicable extensions.
You can raise a concern with the Office of the Privacy Commissioner of Canada, the UK Information Commissioner, or the privacy regulator relevant to where you live. Contacting us first does not remove your right to complain to a regulator.
9. Contact and updates
Privacy contact: info@soariom.com.
Soariom Solutions · Privacy enquiries
1338 Wellington Street West, Unit 10
Ottawa, ON K1Y 3B7, Canada
This is our correspondence address. We update the effective date when this policy changes and provide further notice or seek fresh consent where required. A policy update does not by itself expand an existing marketing consent.
