Privacy Notice

PRIVACY NOTICE

Raffles Online Platforms ("we") operates TJ-Aero. This notice explains what personal data the platform
holds about you, why, who else sees it, how long we keep it, and what you can require of
us. It is written to describe what the software actually does.

Controller: Raffles Online Platforms, 4/27 Galkanda Road, Aniwatte, Kandy, Sri Lanka. Questions, requests and complaints: contact@tj-aero.com.

1. WHAT WE COLLECT

1.1 Identity and account. Your name, email address, password (stored only as a hash, never
in readable form), your passport number and expiry date, and a copy of your passport — all
four are required to open an account. Registration records the date you accepted the Terms
and took the Oath, together with the IP address and browser you used at that moment.

1.2 Professional profile. Your role, job title, employer or business name, base airport,
city and country, biography, phone number, LinkedIn address, years of experience, flight
hours, type ratings, licences and issuing authorities, certificates, endorsements, work
authorisations, availability and rates, a profile photograph and cover image, and an
uploaded CV if you provide one. Where you set a base city, we store its approximate
latitude and longitude so that radius searches work.

1.3 What you write and do here. Posts, comments, questions and answers, reviews,
endorsements, marketplace listings, flight requests, offers, airport and country
contributions, private messages and their attachments, support tickets, and your
connections with other members. We log activity such as searches you run and tools you
use, with the IP address of the request, so that the site can show you what you looked at
and so we can investigate abuse.

1.4 Technical. Session records including IP address and browser user-agent; your interface
preferences (language, theme, sound). Cookies are covered in section 9.

1.5 Payment. If you subscribe, payment is taken by an external payment provider. Card
numbers are entered on the provider's systems and never reach ours. We store the fact and
status of your subscription, not your card details.

1.6 Connected accounts. If you connect a third-party flight-operations account, we store
the access token you provide, encrypted, so the integration can run. You can disconnect it
at any time.

2. WHY WE HOLD IT, AND ON WHAT BASIS

2.1 To provide the service you asked for — your account, profile, messages, listings and
tools. This is necessary to perform our contract with you.

2.2 To verify that members are who they say they are. This is the point of the platform:
professionals here rely on one another's word, and the value of an answer depends on
knowing who gave it. This is our legitimate interest, and yours.

2.3 To keep the network safe — preventing impersonation, duplicate accounts and evasion of
a ban, and investigating abuse reports. Legitimate interest.

2.4 To send you service messages: verification, password resets, notifications you have
turned on, and administrative notices. Contract and legitimate interest.

2.5 To send you marketing or announcement emails, where you have not opted out. You can
unsubscribe from any such email using the link it carries, and unsubscribing does not stop
service messages.

2.6 To meet legal obligations, and to establish or defend legal claims.

3. YOUR PASSPORT, SPECIFICALLY

A passport number, its expiry date, and a copy of the passport itself are all required to
register. None of the three is optional, and an account cannot be opened without the copy.
One passport backs one account: this is how we stop a removed member returning under a new
name, and how a member's claimed identity can be checked.

We treat this as the most sensitive data we hold. The copy is kept on private storage that no
web address reaches: there is no public link to it, and it never appears on your profile or
anywhere other members can see. It can be opened only through a route that first checks the
viewer holds the identity-verification permission. Full administrators hold every permission
and so can open it; support staff hold only the permissions they have been granted, and
without that one they cannot. When your passport expires, the account is automatically
restricted until you supply current details.

You are not obliged to give it — but we cannot operate a verified-identity network without
it, so we cannot offer you an account if you decline.

4. WHAT OTHER MEMBERS CAN SEE

4.1 Public to signed-in members, if your profile is set to public: your name, role, job
title, employer, base airport, city and country, biography, experience, credentials,
photographs, and anything you post publicly — posts, answers, reviews, listings and
contributions. Your listings show your name and declared role so that others can judge what
you are offering.

4.2 Never shown to other members: your email address, password, passport details, uploaded
passport copy, payment status, connected-account tokens, IP addresses, and your private
messages.

4.3 You control whether your profile appears in the public directory, and you can change
that at any time in your profile settings.

5. AUTOMATED AND AI FEATURES

Some features send text to an external AI provider to generate a summary, a briefing or a
support answer. What is sent is the operational content of your request — a route, an
airport, a question you typed. Do not put personal details about yourself or anyone else
into those fields if you would not want them processed by that provider.

AI output is assistance, not authority. No decision with a legal or similarly significant
effect on you is made by automated means.

6. WHO ELSE PROCESSES IT

We do not sell your personal data, and we do not share it for anyone else's marketing.

We use service providers who process data on our instructions: our hosting provider, who
stores the database and uploaded files; email delivery providers, who handle service and
announcement mail; a payment provider, if you subscribe; an AI provider, for the features
in section 5; and, when you use the video-meeting feature, the meeting service that carries
the call.

Announcement and newsletter mail is sent through a specialist marketing-email provider, and
for that purpose your name, email address and role are held in their system as well as ours.
Service mail is deliberately not sent that way: your verification and password-reset messages
go out on our own mail server, so that a problem at the marketing provider can never stop you
getting back into your account.

Unsubscribing is honoured in both systems. Whether you click the link in one of our emails or
the one in a campaign, the opt-out is recorded on both sides.

Some pages load maps, map tiles, geocoding or web fonts from external providers. Your
browser contacts those providers directly, which means they receive your IP address.

We also read public aviation data from aviation authorities and data providers. Those
requests carry the airport or route being looked at; they do not carry your identity.

We will disclose data where the law requires it, or to establish, exercise or defend legal
claims.

7. WHERE IT IS HELD

We are based in Sri Lanka, and our providers operate in several countries, so your data is
transferred and stored outside your own country. Where the law of your country requires
safeguards for such transfers, we rely on the contractual protections in our agreements
with those providers.

8. HOW LONG WE KEEP IT

8.1 Account and profile data: for as long as your account exists.

8.2 Private messages and their attachments: kept for as long as your account exists, unless you
choose an auto-delete window in your settings. You may set your messages to be automatically and
permanently deleted after 3 months, 6 months or 1 year; a message is only auto-deleted once both
participants in the conversation have chosen a window, and then after the longer of the two.

8.3 Activity and session logs: retained while they remain useful for security and abuse
investigation, then removed.

8.4 Backups: we take regular backups and delete old ones on a rolling schedule. Data you
have deleted may persist in a backup until that backup ages out.

8.5 After you close your account: see section 10.

9. COOKIES

We use cookies that are necessary for the site to work: one that keeps you signed in, and
one that protects forms against cross-site request forgery. We do not use advertising
cookies and we do not track you across other websites.

10. YOUR RIGHTS

Depending on where you live, you may have the right to obtain a copy of your data, to have
inaccurate data corrected, to have data deleted, to restrict or object to processing, to
receive your data in a portable form, and to complain to your data protection authority.

You can exercise several of these yourself: your profile is editable at any time, you can
remove your own posts and listings, you can take your profile out of the public directory,
and you can delete your account from your profile settings.

Deleting your account permanently removes your account, profile, messages, listings and
the content attached to you. Contributions you made to the shared aviation reference data —
corrections to an airport card, a confirmed route, a reported fee — remain, because other
members' operational decisions rely on them, but they are no longer linked to your name.

For anything you cannot do yourself, write to contact@tj-aero.com and we will respond within one
month.

11. SECURITY

Passwords are stored hashed. Connected-account tokens are stored encrypted. Access to
passport data is limited to administrators performing verification. No system is perfectly
secure, and we do not claim otherwise; if a breach affects your data and the law requires
us to tell you, we will.

12. CHILDREN

The platform is for aviation professionals and is not intended for anyone under 18. We do
not knowingly hold data about children.

13. CHANGES

We will update this notice when our practices change, and change the version and date
above. Where a change materially affects you, we will tell you rather than rely on you
noticing.

Version 1.0 · Effective 12 August 2026