EVOM, GDPR & Privacy Policy

1.1 Eligibility

• Members must be 16 years of age or older
• A valid VATSIM or IVAO ID must be provided for auditing and verification
• Applicants are expected to have a basic understanding of aviation procedures and professional online conduct

1.2 Registration & Agreement

• By registering, all members agree to adhere to the EVOM in full
• Breaches of the EVOM may result in suspension or termination of membership
• Successful applicants will receive a confirmation email and Discord server invitation

1.3 Membership Oversight

• The EVOM may only be modified by management
• Training Captains may submit proposals through their Base Managers for review
• Management reserves the right to suspend or terminate membership at any time

1.4 Community Participation

• Members are encouraged to participate actively via Discord, social media, and supported online networks
• Engagement strengthens community spirit and enhances operational realism
• Members must ensure their VATSIM/IVAO IDs remain accurate and up to date

1.5 Inactivity & LOA

• Members must file a minimum of one PIREP every 42 days to remain active
• LOA requests must be submitted in advance through the Crew Portal
• Inactive accounts will be reviewed by management on a case-by-case basis
• New members must submit their first PIREP within 30 days of joining

1.6 Professional Conduct

• Euroscot & Air Scotland Virtual operate a zero-tolerance policy toward misconduct
• Members must maintain a respectful, inclusive, and professional tone at all times
• Offensive language, discriminatory behaviour, or sharing inappropriate content is strictly prohibited
• Members must represent the VA professionally on VATSIM, IVAO, Discord, and all associated platforms

1.7 External VA Participation & Advertising

• Members may fly for other virtual airlines provided they continue to meet Euroscot & Air Scotland Virtual’s activity requirements
• Dual or multiple VA membership is permitted as long as duty hours and reporting obligations are met
• Advertising, promoting, or recruiting for other VAs is strictly prohibited on any Euroscot platform
• Poaching behaviour-soliciting members to leave Euroscot & Air Scotland Virtual for another VA is forbidden and may result in disciplinary action

All virtual pilots progress through ranks based on total hours flown and accumulated points.

Note: All aircraft operated must comply with fleet restrictions, fuel policy, and route access policies established by management.

3.1 Pegasus ACARS

• Pegasus must be launched before every flight
• Tracks departure, cruise, arrival, aircraft data, and route accuracy
• Pilots must ensure Pegasus remains up to date
• Untracked flights may be rejected
• Any attempt to manipulate Pegasus data will result in disciplinary action

3.2 PIREPs

• All flights must be filed via Pegasus
• Manual PIREPs are permitted only with prior approval and/or supporting evidence
• Acceptable supporting evidence includes: Volanta or similar tracking, a VATSTATS profile confirming connection time, or screenshots from another system showing detailed flight data or a flight map
• Unrealistic behaviour may result in PIREP rejection
• Repeated failure to launch Pegasus may result in manual PIREPs being declined
• All abnormal events or circumstances that trigger PIREP review or rejection, as defined by our scoring criteria (Click here), must include justification or comments for consideration. For example: ‘Hard landing due to simulator stuttering’

3.3 Logbook & History

• Your personal logbook is available via the VAMSYS dashboard – Click here
• Includes flight number, aircraft type, route, duration, and XP/credit earned
• Used for rank progression, awards, and internal performance tracking

3.4 Reporting & Disputes

• Technical issues should be reported via Discord or email
• Staff may request screenshots, OFPs, Volanta data, or log files
• Disputes must be raised within 72 hours of PIREP submission

4.1 Scheduling Overview

Euroscot Virtual and Air Scotland Virtual operate a pilot‑led scheduling policy. While a structured timetable is provided, we recognise the importance of flexibility for our members.

• Scheduled Flights: Published via the VA schedule or generated through SimBrief auto‑briefing
• Seasonal Operations: Available only during designated months or events
• Charter Operations: Operated as part of an approved charter arrangement

We operate year‑round domestic and cargo services alongside our summer and winter seasonal schedules.

4.2 Flight Assignment & Self‑Dispatch

• Pilots may select flights based on aircraft type and operational availability
• Scheduling updates dynamically in line with demand and realism
• Realism‑based route structures (e.g. EU regional for Euroscot Virtual; UK domestic, long‑haul, and cargo for Air Scotland Virtual) are mandatory and non‑negotiable
• Seasonal and charter flights are published via Discord, email, or the website

4.3 Duty Hour Guidelines (Non-Enforceable/Recommendation Only)

• Maximum 12‑hour duty period: no more than four sectors
• Maximum 24‑hour duty period: no more than six hours of cumulative flight time without breaks

4.4 Schedule Publication

• Euroscot Virtual (S6): European operations
• Air Scotland Virtual (S7): Domestic and long‑haul operations
• Air Scotland Cargo Virtual (S8): All cargo operations
• Timetables are accessible via the VAMSYS crew portal or dispatch sheets
• Schedules are updated weekly, typically over weekends
• Route suggestions are welcome via the submission form or Discord
• Real‑time NOTAMs and special assignments are posted on Discord

5.1 Leave of Absence (LOA)

• LOAs must be requested in advance
• Approved LOAs pause inactivity counters
• Pilots on LOA are exempt from monthly PIREP minimums

‘We will always treat LOA requests with empathy and handle each case individually — no pilot is left behind for having a real‑life situation.’

5.2 Inactivity Policy

• A reminder is sent after 42 days without a PIREP
• A 14‑day grace‑period email follows
• Manual reactivation may be granted at staff discretion
• Exceptional circumstances are always considered
• Staff may override the policy based on a pilot’s contribution

5.3 Reactivation Process

• Contact staff via Discord or email
• Provide your pilot ID and last known activity
• Staff will respond within 72 hours

6.1 Core Principles

Euroscot Virtual and Air Scotland Virtual are committed to maintaining a safe, respectful, and inclusive environment for all members. Every virtual pilot represents the VA both internally and externally – professionalism begins with community behaviour.

‘We hold each other to a high standard not just in the skies, but on every platform we share.’

6.2 Code of Conduct

• DO: Engage respectfully
• DO: Use correct Discord formatting
• DO: Support and assist fellow members
• DO NOT: Use offensive or abusive language
• DO NOT: Post NSFW or inappropriate content
• DO NOT: Debate sensitive or inflammatory topics
• DO NOT: Troll, impersonate, or mislead others
• DO NOT: Spam any of our community platforms
• DO NOT: Record or use soundboards within our Discord. This includes Nitro features. Voice recording of members is strictly forbidden and may result in permanent removal.

Discord Display Name Requirements

• All members must maintain a Discord display name in one of the following formats:
  FIRSTNAME LASTNAME – EUS****
  FIRSTNAME LASTINITIAL – EUS****
• This can be updated at any time by right‑clicking your name in Discord and selecting ‘Edit Nickname / Edit Display Name’.
• Staff may correct display names that do not meet this standard. Repeated non‑compliance may result in removal from the Discord server.
• This naming format is essential for identity verification and must be correct before registering for the Crew Portal, as the display name is automatically transferred to your vEUS account.
• Any change requests should be submitted via our Discord Support Ticket system.

6.3 External Conduct

• Applies to VATSIM, IVAO, Discord, livestreams, and forums
• The VA may investigate and act on external conduct reports
• Suspension or removal may occur for misconduct

6.4 Reporting Misconduct

• Report concerns via Discord DM or email: airlinestaff@euroscot-virtual.co.uk
• All reports are handled confidentially
• Repeat violations may result in permanent removal

6.5 External VA Participation & Advertising

• Members may participate in other virtual airlines provided they continue to meet Euroscot & Air Scotland Virtual’s activity standards.
• Casual discussion of other VAs is acceptable, but advertising or recruitment for other organisations is prohibited.
• Poaching, targeted recruitment, or unsolicited promotion of other VAs is considered misconduct and will be dealt with under our disciplinary procedures.

6.6 Disciplinary & Investigation Rights

• Management reserves the right to investigate any alleged breach of this EVOM.
• Membership privileges may be suspended or restricted during an investigation.
• Management may suspend members with good reason to protect the VA and its community, with or without immediate explanation.
• Sanctions may include warnings, suspension, or permanent removal.
• All disciplinary decisions made by management are final and not subject to appeal.

Security‑Related Misconduct & System Abuse

• Any behaviour that compromises or abuses Euroscot Virtual systems, Discord services, or community platforms – including bot spam, automated message flooding, token misuse, or activity consistent with account compromise – is a breach of this EVOM.
• Euroscot Virtual may immediately restrict, suspend, or terminate membership where such activity poses a risk to community safety or system integrity.
• Members are responsible for the security of any accounts used to access Euroscot Virtual services. Activity originating from a member’s account may be treated as their responsibility unless clear evidence indicates otherwise.

6.7 Crew Portal & vEUS FSD Server Usage

• The vEUS Crew Portal (www.crew.euroscot-virtual.co.uk) is available exclusively to members with an active vAMSYS vEUS account who have verified their membership via Discord.
• Access to the Crew Portal is a privilege granted only to active members.
• Information collected within the Crew Portal is stored securely by vEUS Virtual and used solely for operational and administrative purposes.
• Members must use the Crew Portal responsibly. Abuse or interference with system functionality will not be tolerated.
• Data access or removal requests may be submitted via crew.euroscot-virtual.co.uk/contact.
• The vEUS FSD Server is accessible only to members active within the Crew Portal and holding valid vEUS membership.
• All FSD Server activity is linked to a member’s vEUS profile and monitored for security and operational integrity.
• All FSD Server data is stored securely on our private VPS and managed by vEUS Virtual.
• Any abuse or malicious activity will result in investigation and may lead to suspension, termination, or reporting to relevant authorities.
• For these systems, Euroscot Virtual is the Data Controller for all data processed.

Discord Display Name Requirement for Crew Portal Registration

• Your Discord display name must follow the required format before registering for the Crew Portal, as it is automatically transferred to your vEUS account. See Section 6.2 for details.

6.8 Just Culture Policy

Euroscot Virtual and Air Scotland Virtual operate a Just Culture environment. A Just Culture promotes safety by encouraging open and honest reporting of mistakes, incidents, or deviations without fear of punishment for genuine human error.

If you believe you have acted outside this EVOM – for example, a hard landing, unstable approach, or procedural deviation – you are expected to explain the situation openly. Adding comments within Pegasus before filing a PIREP is the correct and encouraged method.

• You will never be penalised for honest mistakes reported transparently.
• All reports are treated as learning opportunities, not disciplinary triggers.
• Feedback or coaching may be provided to help prevent recurrence.
• Insights gained may be used to improve operations, training, and efficiency across the VA.

Intentional misconduct, negligence, or repeated violations are not protected under Just Culture and may be investigated under Section 6.6.

7.1 General Fuel Policy

Euroscot Virtual and Air Scotland Virtual operate with an emphasis on realism, efficiency, and flight planning accuracy. All virtual pilots are expected to:

• Use SimBrief or another approved dispatch system for fuel calculation
• Observe the assigned Cost Index (CI) for their aircraft type
• Avoid unrealistic ‘full fuel’ dispatches unless justified by route planning
• Select realistic reserves, contingency fuel, and alternate aerodromes

‘Excess fuel increases virtual costs and affects realism metrics across the VA – plan smart, fly sharp.’

7.2 Standard Cost Index Table

If a Cost Index isn’t listed, consult the airline staff team at airlinestaff@euroscot-virtual.co.uk.

7.3 Special Dispatch Scenarios

• Delayed sectors may use an increased CI where route time savings are justified
• Events or VATSIM/IVAO traffic control may permit higher CI at the discretion of the event lead
• Fuel tankering is not generally practised unless part of a simulation scenario

8.1 Flight Planning

• Select an appropriate aircraft type or variant for the departure and arrival aerodromes
• Ensure you are competent on the aircraft type and variant being flown
• Use SimBrief or an equivalent dispatch system to generate OFPs
• Confirm routing aligns with real‑world airway structure
• Check NOTAMs, METAR/TAF, and airspace restrictions before every flight
• Inform ATC if flying conventional navigation (VOR/NDB)

8.2 Pre‑Flight Procedure

• Load Pegasus ACARS and confirm active status
• Load the aircraft at the correct gate or stand
• Configure route, weights, and fuel
• Connect to the appropriate online network
• Follow all instructions issued by ATC if present

‘Think like a real‑world pilot: be punctual, prepared, and fully briefed before pushback.’

8.3 Departure & Enroute

• Comply with ATC clearance limits and SID procedures
• Maintain assigned altitudes, speeds, and headings
• File pilot remarks that include Euroscot Virtual / Air Scotland / Air Scotland Cargo callsigns and our VA website URL
• Monitor Pegasus status throughout the flight
• Remain on Unicom (122.800) and report intentions when no ATC is available
• Guard frequency monitoring (121.500) is recommended

8.4 Arrival & Shutdown

• Comply with STAR and arrival procedures
• Ensure Pegasus records the landing with the correct ICAO
• Use assigned gates or stands unless otherwise directed
• Follow the correct shutdown procedure
• Submit your PIREP

8.5 Simulation Conduct

• No time acceleration permitted
• The pause function must be noted in ACARS remarks
• Avoid unrealistic vertical speeds or fuel burn
• No mid‑flight aircraft changes or repositioning
• No excessive slewing or skipping sectors

8.6 Emergencies & Disruptions

• Emergency situations must be logged in PIREP remarks
• If a diversion occurs, update Pegasus or notify staff
• Intentional crashes, prank callsigns, or joke scenarios will result in disciplinary action

9.1 Eligibility

• Participants must be active members of Euroscot or Air Scotland Virtual Airlines.
• Members must be over 18 years of age.
• Members must have no outstanding disciplinary actions and must comply with all rules outlined in the EVOM.

9.2 Submission Requirements

• All screenshot submissions must meet a minimum resolution of 1920 × 1080 pixels.
• Screenshots must be original and relevant to Euroscot or Air Scotland operations.
• Submissions are subject to staff review and selection.

9.3 Weekly Incentive

• One weekly winner will be selected by staff.
• The winning screenshot will be featured as the website background.
• The winner will receive a digital badge displayed on their member profile.

9.4 Monthly Incentive

• To qualify, members must have completed their first flight since joining.
• One monthly winner will be selected by staff.
• The winner will receive a £10 Amazon gift card via email and a special badge.
• By participating, members consent to receiving the e‑gift via their registered email address.

9.5 Image Use

• Staff may enhance submitted images to meet publication standards.
• If enhancement is not possible, the image will be shared on Discord and added to the website gallery.

9.6 Management Rights

• All incentives and competitions are at the discretion of VA management.
• Management reserves the right to modify, suspend, or terminate any incentive or competition at any time, with or without notice.

10.1 Overview

Euroscot Virtual and Air Scotland Virtual are committed to protecting member privacy and ensuring full compliance with the UK General Data Protection Regulation (UK GDPR). We operate with transparency, minimal data collection, and secure handling of all communications and operational data across all vEUS platforms.

GDPR and privacy enquiries submitted via the Contact Form are delivered directly to the Euroscot Virtual Data Controller (the founder/owner) for assessment and response. Authorised staff may access these submissions where necessary to fulfil operational duties.

10.2 What Data We Collect

We do not collect or store personal data from visitors or members browsing our public websites. The only data collected directly through our main site is via the Contact Form, where users must provide their name, email address, and message content. This information is used solely to route enquiries to the appropriate team via our secure email system.

10.3 How Your Data Is Used

Contact Form submissions are forwarded to the relevant department, stored securely within our email system, and accessed only by authorised staff. All staff handling data are trained in UK GDPR compliance, and the website administrator maintains oversight to ensure accountability and data integrity.

Operational communications, including security notifications, may be sent to the email address registered with VAMSYS under the lawful basis of legitimate interests.

10.4 Crew Portal Data Handling

The vEUS Crew Portal is available exclusively to members with an active vAMSYS vEUS account who have successfully verified within our Discord server. Information processed within the Crew Portal is stored securely by vEUS Virtual and used solely for operational, administrative, and membership purposes. No personal data is shared with third parties except where required for operational functionality (e.g., vAMSYS API integration).

No tracking, profiling, or behavioural analytics are performed within the Crew Portal. Members are expected to use the system responsibly, and any misuse, interference, or unauthorised access attempts will be treated as a breach of this EVOM.

For the Crew Portal, vEUS Connect App, and any other Euroscot‑managed systems, Euroscot Virtual acts as the Data Controller for any optional data members choose to provide (e.g., Hoppie ACARS ID, VATSIM CID, device information).

10.5 vEUS FSD Server Data Handling

The vEUS FSD Server is accessible only to active vEUS members through the Crew Portal. All activity on the FSD Server is linked to a member’s vEUS profile for operational integrity and security. Data generated through FSD usage is stored securely on our private VPS and is used solely for flight simulation, network operation, and safety monitoring.

Any abuse, manipulation, or malicious activity on the FSD Server will result in an investigation which may lead to suspension, termination of membership, and, where appropriate, a report being filed with the relevant authorities.

Euroscot Virtual is the Data Controller for all data generated within the vEUS FSD Server environment. Within this, only a member’s vEUS FSD CID and auto‑generated password are stored.

10.6 Cookies & Third‑Party Services

Our websites do not rely on cookies for general browsing. However, limited third‑party services may set cookies when used, including Google reCAPTCHA for spam protection, YouTube for embedded media, and vAMSYS API integrations for secure data exchange. By interacting with these features, members consent to the associated third‑party privacy policies.

10.7 External Systems

Our primary operations platform is hosted by vAMSYS at www.vamsys.io/euroscot. By registering with vAMSYS, members agree to their separate GDPR and privacy policy. Additional operational guidelines are available within this EVOM, and our member Discord is subject to Discord’s own privacy policy.

vAMSYS is the Data Controller for all core member account information, including email address, pilot ID, profile data, and operational logs. Euroscot Virtual acts as a Data Processor when accessing this information for operational purposes.

10.8 Data Security

We implement appropriate technical and organisational measures to safeguard all data against unauthorised access, alteration, or loss. All email communications and operational data are stored securely and monitored for integrity.

10.9 Your Rights

Under UK GDPR, members have the right to request access to any personal data we hold, request correction or deletion of their data, and withdraw consent at any time. To exercise these rights, members should contact us via the Contact Form and select the ‘Data Protection’ department.

10.10 Incentives, Competitions & Email Use

For incentives and competitions, such as Amazon e‑gift card rewards, we may use the email address registered with the virtual airline to deliver prizes. By participating, members consent to this limited use of their email address. Email addresses may be securely passed to Amazon solely for the purpose of issuing the reward.

11.1 Staff Support Channels

‘We aim to respond to all queries within 24–48 hours. Urgent operational matters are given priority during active event windows.’

11.2 Data Protection Contact Route

For any GDPR‑related enquiries, data access requests, or privacy concerns, members must refer to Section 10: Data Protection & Privacy. All such requests should be submitted via the Contact Form by selecting the ‘Data Protection’ department.

The Data Protection route ensures GDPR enquiries are handled directly by the Data Controller and not general staff.

11.3 Discord Server

• Required for updates, events, and NOTAMs
• Access to dispatch tools and route guidance
• Submit support tickets, LOA requests, or file reports
• Chat with other virtual pilots and staff

Discord Link: Provided after registration and account approval

11.4 Social & Community Platforms

• Event streams posted on Discord prior to go‑live
• Community engagement encouraged across platforms

The Euroscot Virtual Crew Portal uses a very small number of essential cookies. These cookies are required for the system to function correctly and securely. No analytics, tracking, advertising, or third‑party cookies are used anywhere on the platform.

Essential Cookies Used

• Session Cookie (PHPSESSID) – Keeps you securely logged in while using the crew portal. This cookie is essential for authentication and is deleted automatically when you close your browser.
• cookie_ack – Remembers that you have acknowledged the cookie notice. This prevents the banner from reappearing on every visit. This cookie contains no personal data.

These cookies are strictly necessary under UK PECR and UK GDPR, and therefore do not require user consent. They exist solely to maintain secure access to your account and ensure the portal operates correctly.