Privacy Policy

This Privacy Policy describes how Velaire Aviation LLC ("Velaire", "we", "us") collects, uses, shares, and protects personal information when you visit velaireaviation.com, request a quote, book a flight through us, subscribe to Empty Leg alerts, apply for or hold a membership, or otherwise communicate with us. It also explains the choices and rights you have. Capitalized terms not defined here have the meaning given in our Terms & Conditions.

Velaire Aviation LLC, 6501 Boeing Dr, Bldg I, Ste 1A, El Paso, Texas 79925, is the controller of personal information processed under this Policy.

1. Information We Collect

1.1 Information you give us

• Contact details: name, email address, telephone number, company, and mailing address.
• Trip details: origin and destination, dates, passenger count, aircraft preferences, typical routes, home airport, special requests (catering, pets, accessibility, medical needs), and messages to your broker.
• Passenger information required for a flight: full legal names, dates of birth, gender, citizenship, government-issued identification and passport details, weights where a Carrier requires them, and emergency contacts. This information is required by the Carrier, the Transportation Security Administration (TSA), and, for international flights, U.S. Customs and Border Protection and foreign authorities.
• Membership information: tier and add-ons requested, Authorized User name and contact details, concierge preferences, and notes from your welcome call.
• Payment information: for wire and ACH, the remitting account name and bank reference shown on the transfer; for card payments, your card details are entered directly with our payment processor through a personalized payment link, and Velaire receives only a confirmation, the last four digits, and the card brand.
• Account credentials for the member portal.
• Communications you send us by email, telephone, SMS, the Jet Advisor chat, or social media.

1.2 Information collected automatically

• Device and usage data: IP address, browser and device type, operating system, referring page, pages viewed, estimator inputs, time on page, and approximate location derived from your IP address or, if you allow it, your device's location (used only to pre-select the nearest departure airport in the estimator; it is not stored).
• Cookies and similar technologies, described in our Cookie Policy, including Google Ads conversion tags that operate only with your consent.
• Campaign data: the advertising source, medium, and campaign that brought you to the Site (UTM parameters), stored with your quote request so we can measure advertising.

1.3 Information from third parties

• Carriers and FBOs may share flight-status, manifest, or incident information relating to your trip.
• Payment processors share transaction status and fraud signals.
• Where you contact us through Instagram or another platform, we receive the information that platform provides.

2. How We Use Information

• To provide quotes, arrange and confirm flights with Carriers, prepare passenger manifests, and support you before, during, and after a trip.
• To administer memberships: process applications, run the welcome call, record Authorized Users, deliver member pricing and benefits, book concierge services, and manage renewals.
• To process payments, prevent fraud, verify wire instructions, and respond to chargebacks.
• To send transactional communications about your quotes, bookings, and membership, and — with your consent — Empty Leg alerts, newsletters, and offers.
• To operate, secure, and improve the Site, including measuring which pages and advertising lead to quote requests.
• To comply with legal obligations, including TSA and customs requirements, DOT record-keeping, tax, and anti-money-laundering rules, and to respond to lawful requests from authorities.
• To establish, exercise, or defend legal claims and to enforce our Terms.

Where the GDPR or UK GDPR applies, our legal bases are performance of a contract (quotes, bookings, memberships), compliance with legal obligations (passenger and security data), our legitimate interests (site security, fraud prevention, measuring and improving our services), and consent (marketing emails and advertising cookies), which you may withdraw at any time.

3. How We Share Information

We do not sell personal information. We share it only as follows:

• Carriers and ground providers. To operate your flight we provide the operating Carrier, and where needed the FBO or ground handler, with passenger names, dates of birth, identification details, contact information, and special requests. Carriers in turn transmit passenger data to the TSA and, for international flights, customs and immigration authorities, as required by law.
• Concierge partners. With your request, we share the details needed to book hotels, villas, vehicles, yachts, and restaurants with the relevant provider.
• Service providers acting on our instructions: our website and database platform (Base44), email delivery (Google Workspace / Gmail), payment processing, SMS delivery, and customer-support tools. They may use personal information only to provide services to us.
• Advertising and analytics. With your cookie consent, Google receives conversion and usage signals through Google Ads tags; see the Cookie Policy. We do not share passenger or payment details with advertising platforms.
• Legal and safety. With regulators, law enforcement, courts, or other parties when required by law, to protect the safety of passengers or crew, or to protect Velaire's rights.
• Corporate transactions. With a successor or acquirer in connection with a merger, financing, or sale of all or part of our business, subject to this Policy.
• Affiliates. With entities under common ownership with Velaire for the purposes described in this Policy.

4. International Transfers

Velaire is based in the United States, and personal information is processed here. If you book an international flight, passenger data is transmitted to the Carrier and to the authorities of the countries on your itinerary as required by law. If you are located outside the United States, you acknowledge that your information will be transferred to and processed in the United States, which may not provide the same level of data protection as your country; where required, we rely on standard contractual clauses or your consent for such transfers.

5. Retention

• Quote requests and lead records: up to three years after our last contact, unless a booking results.
• Booking, Charter Agreement, manifest, and payment records: at least seven years after the flight, to meet DOT, tax, insurance, and legal-claim requirements.
• Membership records: for the membership term plus seven years.
• Empty Leg alert and newsletter subscriptions: until you unsubscribe, after which we keep only a suppression record so we do not email you again.
• Archived quote requests are deleted three days after being archived in our dashboard; completed-flight records are deleted one year after completion where no longer required by the retention rules above.
• Site logs and analytics: up to 26 months.

6. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encrypted connections (TLS), role-based access controls on our database so that client records are visible only to authorized Velaire staff, hosted infrastructure with access logging, and payment processing by PCI-DSS-compliant processors so that full card numbers never touch our systems. No method of transmission or storage is completely secure; if we learn of a breach affecting your information we will notify you and the relevant authorities as required by law.

Wire fraud warning: Velaire will never change its bank details by email. Always verify wire instructions by telephone at +1 (915) 702-9915 before sending funds.

7. Your Choices

• Marketing email: every marketing email contains an unsubscribe link; Empty Leg alerts require double opt-in and can be stopped from any alert email or at velaireaviation.com/unsubscribe.
• SMS: reply STOP to any message.
• Cookies and advertising: choose "Essential only" in the cookie banner, or change your choice as described in the Cookie Policy. We honour Global Privacy Control signals as an opt-out of advertising cookies.
• Location: decline the browser's location prompt; the estimator will default to El Paso and you can choose any airport.
• Account: members can update their details in the member portal or by contacting us.

8. Your Privacy Rights

8.1 Texas, California, and other U.S. state residents

Depending on where you live (including under the Texas Data Privacy and Security Act and the California Consumer Privacy Act as amended), you may have the right to: confirm whether we process your personal information and access it; obtain a portable copy; correct inaccurate information; delete personal information, subject to the retention obligations in Section 5; opt out of the sale of personal information, targeted advertising, and certain profiling; and not be discriminated against for exercising these rights. Velaire does not sell personal information and does not use it for profiling that produces legal or similarly significant effects. We use advertising cookies for measurement and targeted advertising only with your consent, and you may opt out through the cookie banner or Global Privacy Control.

To exercise these rights, email sales@velaireaviation.com with the subject "Privacy request" or call +1 (915) 702-9915. We will verify your identity using information we already hold (for example by confirming details of a recent quote or booking) and respond within 45 days, extendable once by a further 45 days where reasonably necessary. You may authorize an agent to make a request on your behalf; we may ask the agent for proof of authorization. If we decline a request, we will explain why, and you may appeal by replying to our response; if your appeal is denied, Texas residents may contact the Texas Attorney General and California residents the California Privacy Protection Agency.

8.2 European Economic Area, United Kingdom, and Switzerland

You have the rights of access, rectification, erasure, restriction, portability, and objection, and the right to withdraw consent at any time without affecting prior processing. You may lodge a complaint with your local supervisory authority. Contact us at the address below to exercise these rights.

8.3 Other regions

Residents of Canada, Mexico, and other countries may contact us to access, correct, or delete their personal information, subject to applicable law.

9. Children

The Site and our services are directed to adults. We do not knowingly collect personal information from children under 16 except as passenger information supplied by an adult booking travel for a minor, which we use solely to arrange the flight. If you believe a child has provided us information directly, contact us and we will delete it.

10. Third-Party Sites

The Site links to third-party sites and services (for example map embeds, Carrier and partner websites, and social media). Their privacy practices are their own; this Policy does not apply to them.

11. Changes to This Policy

We may update this Policy from time to time. The "Last updated" date at the top shows the current version. For material changes we will notify members and subscribers by email or by a notice on the Site before the change takes effect.

12. Contact

Privacy inquiries and requests: sales@velaireaviation.com · +1 (915) 702-9915
Velaire Aviation LLC · 6501 Boeing Dr, Bldg I, Ste 1A, El Paso, TX 79925, USA