EVOM, GDPR & Privacy Policy

1.1 Eligibility

• All applicants must be 16 years or older
• VATSIM or IVAO ID must be shared for auditing purposes
• Basic understanding of aviation procedures and professional online conduct expected

1.2 Registration & Agreement

• All members agree to abide by the EVOM in full
• Violation may result in suspension or termination
• New members receive confirmation via email and Discord invite

1.3 Membership Oversight

• Only management may modify the manual
• Training Captains may submit proposals via base managers
• Management may suspend or terminate membership at any time

1.4 Community Participation

• Engagement via Discord, social media, and networks encouraged
• Participation enhances realism and community spirit
• VATSIM/IVAO IDs must be kept up to date

1.5 Inactivity & LOA

• Minimum one PIREP every 42 days required
• LOA requests must be submitted in advance
• Inactive accounts handled case-by-case
• New pilots must file one PIREP within 30 days

1.6 Professional Conduct

• Zero tolerance for misconduct
• Respectful and inclusive tone required
• No offensive language, discriminatory remarks, or inappropriate links
• Professional representation on VATSIM/IVAO and all platforms

1.7 External VA Participation & Advertising

• Members are free to fly for other virtual airlines (VAs) alongside Euroscot & Air Scotland Virtual, provided they continue to meet our activity and participation requirements.
• There are no restrictions on dual or multiple VA membership, as long as members remain compliant with our duty hours and reporting criteria.
• Advertising of other VAs, recruitment posts, or related promotional content is strictly prohibited on any of our platforms, including Discord, forums, and in-flight communications.
• Poaching behaviour, defined as soliciting members to leave Euroscot & Air Scotland Virtual for another VA, will not be tolerated and may result in disciplinary action.

All virtual pilots progress through ranks based on total hours flown and 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 keep Pegasus updated
• Untracked flights may be rejected
• Manipulation of Pegasus data will result in disciplinary action

3.2 PIREPs

• All flights must be filed via Pegasus
• Manual PIREPs only with prior approval and/or supporting evidence
• Manual PIREPs supporting evidence examples: Volanta or similar, link to VATSTATS profile that confirms connection time or image of other system that has detailed data/flight map etc
• Unrealistic behaviour may result in rejection
• Repeat failure to launch Pegasus may lead to declined manual PIREPs
• All abnormal events or circumstances that result in PIREP rejection/review required as per our scoring criteria (Click here), including hard or bounced landings, MUST (if applicable), include any justification/comments in order to be considered for acceptance/appeal. For example - Hard landing due to sim stuttering

3.3 Logbook & History

• Personal logbook visible via VAMSYS dashboard - Click here
• Includes flight number, aircraft, route, duration, XP/credit
• Used for rank progression and awards

3.4 Reporting & Disputes

• Report technical issues via Discord or email
• Staff may request screenshots, OFPs, Volanta data, or logs
• Disputes must be raised within 72 hours of flight submission

4.1 Scheduling Overview

Euroscot Virtual and Air Scotland Virtual adopt a pilot-led scheduling policy. While we offer a structured timetable, we understand the importance of flexibility for our members.

• Scheduled Flights: Published via VA schedule or SimBrief auto-briefing
• Seasonal Operations: Available only during specific months or events
• Charter Operations: Operated as part of a charter arrangement

We currently operate a year-round domestic and cargo operation in addition to our summer and winter schedules.

4.2 Flight Assignment & Self-Dispatch

• Pilots choose flights based on aircraft and availability
• Dynamic scheduling updates based on demand and realism
• Realism-based routes (e.g. EU regional for Euroscot Virtual, UK domestic/long-haul for Air Scotland Virtual and cargo operations under Air Scotland Virtual) are non-negotiable
• Seasonal and charter flights listed via Discord, email, or website

4.3 Duty Hour Guidelines

• Max 12hr duty: no more than 4 sectors
• Max 24hr duty: no more than 6hrs 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 accessed via VAMSYS crew portal or dispatch sheets
• Updates weekly, usually over weekends
• Route suggestions welcome via form or Discord
• Real-time NOTAMs and special assignments 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'll 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

• Reminder sent after 42 days without PIREP
• 14-day grace period email follows
• Manual reactivation possible at staff discretion
• Exceptional circumstances always considered
• Staff may override policy based on pilot contribution

5.3 Reactivation Process

• Contact staff via Discord or email
• Provide 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 starts 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 format
• DO: Help others
• DO NOT: Use offensive language
• DO NOT: Post NSFW content
• DO NOT: Debate sensitive topics
• DO NOT: Troll or impersonate
• DO NOT: Spam any of our community forums
• DO NOT: Ever record or use soundboards within our Discord. This includes those with Nitro. We forbid the voice recording of our members. If this is brought to our attention we will investigate and permanently ban any member who breaches this.

6.3 External Conduct

• Applies to VATSIM, IVAO, Discord, livestreams, forums
• VA may investigate and take action on external reports
• Suspension or removal possible for misconduct

6.4 Reporting Misconduct

• Report via Discord DM or email: airlinestaff@euroscot-virtual.co.uk
• Reports handled confidentially
• Repeat violations may lead to permanent removal

6.5 External VA Participation & Advertising

• Members may participate in other virtual airlines without restriction, provided they continue to meet Euroscot & Air Scotland Virtual’s activity standards.
• Discussion of other VAs in a casual, non-promotional context is acceptable, but advertising or recruitment for other organisations is not permitted on our platforms.
• Any form of 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

• The management of Euroscot & Air Scotland Virtual reserves the right to investigate any alleged breaches of this EVOM.
• Management may suspend, restrict, or remove membership privileges while an investigation is ongoing.
• Management and staff may suspend members with good reason for the protection of the VA and its community, with or without immediate explanation, where necessary to preserve the VA’s reputation and the safety/security of its members.
• Sanctions, including warnings, suspensions, or permanent removal, may be issued where appropriate and in line with this EVOM.
• All disciplinary decisions made by management are final and not subject to appeal.

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 successfully signed up and verified within our Discord server.
• Access to the Crew Portal is a privilege granted only to active members of Euroscot Virtual.
• Information collected within the Crew Portal is stored securely by vEUS Virtual and used solely for operational, administrative, and membership purposes.
• All members must use the Crew Portal responsibly. Abuse, misuse, or attempts to interfere with system functionality will not be tolerated.
• Members may submit data access or removal requests 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 centrally on our private VPS and securely managed by vEUS Virtual.
• Any abuse, interference, or malicious activity will result in an investigation which may lead to suspension, termination, and where appropriate, a report being filed with the relevant authorities.

6.8 Just Culture Policy

Euroscot Virtual and Air Scotland Virtual operate a Just Culture environment. In aviation, 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 carried out an action outside of this EVOM — for example, a hard landing, unstable approach, or procedural deviation — you are expected to openly explain the situation. Adding comments or notes within Pegasus before filing a PIREP is the correct and encouraged method.

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

Intentional misconduct, negligence, or repeated violations of procedure are not protected under Just Culture and may still 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 increased CI if route time savings are warranted
• Events or VATSIM/IVAO traffic control may allow higher CI at discretion of event lead
• Fuel tankering not generally practiced unless part of a simulation scenario

8.1 Flight Planning

• Select appropriate aircraft type/variant for departure and arrival aerodromes
• Ensure competence on aircraft type and variant
• Use SimBrief or 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 aircraft at correct gate/stand
• Configure route, weights, and fuel
• Connect to appropriate online network
• Follow all instructions given 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
• Remain on Unicom (122.800) and report intentions if no ATC coverage
• Guard frequency monitoring (121.500) recommended

8.4 Arrival & Shutdown

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

8.5 Simulation Conduct

• No time acceleration permitted
• 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 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 x 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.

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.

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.

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.

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.

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.

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.