1. Introduction
This Privacy Policy explains how Dynamic Crew processes personal data through the Dynamic Crew website, platform, applications, dashboards, portals, Dynamic-CrewID features, verification tools, support channels and related services. It is intended for visitors, account holders, crew members, freelancers, operators, organisations, planners, administrators, customers, suppliers and other persons whose data may be processed through Dynamic Crew.
Dynamic Crew is located at Industrieweg 20 A, Kamer 1.06, 1521ND Wormerveer, the Netherlands, registered with the Dutch Chamber of Commerce under number 69722455 and VAT number NL001603592B84. Questions about privacy, GDPR/AVG or security can be sent to privacy@dynamic-crew.com.
This Privacy Policy is drafted in English with the General Data Protection Regulation (EU) 2016/679, the Dutch GDPR Implementation Act (Uitvoeringswet AVG) and other applicable Dutch and European privacy rules in mind.
2. Roles under privacy law
Dynamic Crew may act as an independent controller when it determines why and how personal data is processed, for example for account management, website operation, subscriptions, billing, security, support, direct customer communication, product improvement and legal administration.
Dynamic Crew may act as a processor where an Organisation uses the platform to manage personal data of its crew, employees, freelancers, planners, candidates or other data subjects and determines the purpose and means of that processing. In those cases, the Organisation is normally the controller and a separate data processing agreement may apply.
In some workflows, such as Dynamic-CrewID display, verification, onboarding, aviation operations, employment-related administration or freelancer marketplace functions, the exact privacy role may depend on the configuration, contract, data source and purpose of processing. If a signed agreement or data processing agreement gives more specific rules for a processing activity, that agreement applies to that activity.
3. Personal data we process
Depending on how the services are used, Dynamic Crew may process identification and contact data, including name, address, email address, phone number, account credentials, authentication data, role, organisation, language preference and communication preferences.
Dynamic Crew may process aviation and professional profile data, including crew role, employment or freelance status, company affiliation, airport or operational location, skills, qualifications, licences, certificates, training records, document expiry dates, availability, planning data, activations, assignments, public profile information and related operational notes.
Dynamic Crew may process identity, document and verification data, including photographs, passport or ID information, document images, verification status, QR codes, Dynamic-CrewID information, audit notes, fraud-prevention signals, approval history and records needed to assess whether information is complete, current or authentic.
Dynamic Crew may process commercial and financial data, including subscription details, billing details, VAT information, payment status, invoices, expenses, claims, freelancer invoicing information, purchase history and related administrative records.
Dynamic Crew may process communications and support data, including contact form submissions, support tickets, messages, emails, feedback, complaints, call notes, attachments and metadata related to those communications.
Dynamic Crew may process technical and usage data, including IP address, device and browser information, session data, logs, security events, access records, activity history, cookie data, analytics events and information about how users interact with the platform.
4. Purposes of processing
Dynamic Crew processes personal data to provide, operate and secure the platform, including account creation, login, permissions, dashboards, crew profiles, Dynamic-CrewID, verification, document management, organisation portals, planning, activations, support, notifications, public catalogues, expenses, invoicing and related aviation workflows.
Dynamic Crew processes personal data to perform agreements, manage subscriptions, provide customer support, respond to requests, process payments and invoices, maintain business records and communicate about services, updates, incidents, security matters and administrative issues.
Dynamic Crew processes personal data to protect the integrity, safety and reliability of the services, including access control, audit logging, fraud prevention, misuse detection, vulnerability response, incident investigation, backup, business continuity and enforcement of legal or contractual rights.
Dynamic Crew may process personal data to improve and develop the services, including troubleshooting, analytics, quality control, feature development, user experience improvements, testing and measuring the performance of platform workflows. Where possible, Dynamic Crew uses aggregated or de-identified information for these purposes.
Dynamic Crew may process personal data to comply with legal obligations, court orders, regulatory requests, tax duties, accounting duties, sanctions screening, dispute handling and other statutory or mandatory requirements.
5. Legal bases
Dynamic Crew processes personal data on one or more legal bases under Article 6 GDPR. These may include performance of a contract where processing is needed to provide the services requested by a user or Organisation.
Dynamic Crew may process personal data based on legitimate interests, such as operating a secure and reliable aviation platform, preventing fraud and misuse, maintaining audit logs, improving services, communicating with business contacts, handling disputes and protecting the rights of Dynamic Crew, users, Organisations and third parties.
Dynamic Crew may process personal data to comply with legal obligations, such as tax, accounting, regulatory, security, statutory retention and lawful request obligations.
Dynamic Crew may rely on consent where required or appropriate, for example for certain cookies, optional communications, optional profile visibility, specific uploads or other processing that requires consent. Consent can be withdrawn at any time, but withdrawal does not affect processing that was lawful before withdrawal.
Where special categories of personal data, sensitive identity information or criminal-law related data are processed, Dynamic Crew and relevant Organisations must ensure that an appropriate additional condition, exemption or safeguard applies where required by law.
6. Sharing and recipients
Personal data may be shared with authorised users within the relevant Organisation, connected crew members, freelancers, planners, administrators, operators, support staff and other persons who need access for the configured service workflow.
Personal data may be shared with service providers and sub-processors that help Dynamic Crew provide the services, such as hosting providers, database and storage providers, email and communication providers, payment providers, analytics providers, OCR or verification providers, security providers, support tooling and professional advisers.
Personal data may be shared with public authorities, courts, regulators, law enforcement, tax authorities or other third parties where required by law, necessary for legal claims, necessary to protect rights or safety, or necessary to respond to lawful requests.
Dynamic Crew does not sell personal data. If a future service feature involves optional data publication, marketplace visibility or sharing with external parties, the relevant visibility settings, agreement or notice will define what is shared and with whom.
7. International transfers
Dynamic Crew is based in the Netherlands, but aviation workflows are often international. Personal data may be accessed by or transferred to parties in other countries where this is necessary for the services, support, security, hosting, communication, payment processing, integrations or an Organisation's operational use.
Where personal data is transferred outside the European Economic Area and the GDPR requires a transfer mechanism, Dynamic Crew will use an appropriate safeguard such as an adequacy decision, Standard Contractual Clauses or another lawful transfer mechanism.
Organisations that invite users, publish crew information, connect third parties or use cross-border operational workflows are responsible for ensuring that their own international sharing of personal data has an appropriate legal basis and transfer safeguard where required.
8. Retention
Dynamic Crew retains personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, the relevant agreement, the platform configuration, legal obligations, legitimate business needs, dispute resolution, security, audit, fraud prevention and business continuity.
Retention periods may differ by category. Account and profile data may be retained while the account or Organisation relationship is active. Verification, document, audit and security records may be retained for longer where necessary to preserve evidence, prevent misuse, support aviation workflows or meet legal and contractual obligations. Billing and accounting records are retained for statutory administration periods.
Deleted or expired data may remain temporarily in backups, logs or archival systems until those systems are rotated, overwritten or securely deleted according to the applicable backup cycle. Where immediate deletion is not technically possible, Dynamic Crew will restrict further active processing where appropriate.
9. Security
Dynamic Crew uses technical and organisational measures intended to protect personal data against unauthorised access, loss, misuse, alteration and disclosure. Measures may include access controls, authentication, role-based permissions, encryption where appropriate, secure hosting, audit logs, monitoring, backup, vulnerability response and internal confidentiality controls.
No system can be guaranteed to be completely secure. Users and Organisations must protect their own credentials, devices, sessions, links and access rights, and must promptly report suspected unauthorised access, incorrect permissions, data breaches, vulnerabilities or misuse to privacy@dynamic-crew.com or the applicable support channel.
Organisations are responsible for assigning, reviewing and revoking user roles and permissions within their own account environment. Dynamic Crew is not responsible for access that an Organisation grants too broadly or fails to revoke in time, except where mandatory law provides otherwise.
10. Cookies and similar technologies
Dynamic Crew may use cookies, local storage and similar technologies to operate the website and platform, remember preferences, improve security, measure usage and support analytics or integrations.
Some cookies are necessary for the services to function. Optional cookies or analytics technologies are used only where a valid legal basis is available. Cookie settings may depend on the browser, device, platform configuration and any consent mechanism presented to the user.
Users can often manage cookies through browser settings. Disabling necessary cookies may prevent parts of the website or platform from working correctly.
11. Data subject rights
Under the GDPR, data subjects may have the right to access their personal data, correct inaccurate data, request deletion, restrict processing, object to processing, receive data portability and withdraw consent where processing is based on consent.
These rights are not absolute. Requests may be limited where necessary for legal obligations, security, fraud prevention, confidential information, rights of others, aviation operations, dispute resolution, statutory retention, controller-processor roles or other lawful reasons.
Where Dynamic Crew acts as a processor for an Organisation, Dynamic Crew may need to forward the request to the relevant Organisation or ask the requester to contact that Organisation directly. Dynamic Crew will support Organisations with data subject requests where required by the applicable data processing agreement.
Requests can be sent to privacy@dynamic-crew.com. Dynamic Crew may ask for information needed to verify identity, understand the request and locate the relevant data.
12. Children
Dynamic Crew is intended for professional aviation-related use and is not directed at children. Users must not create accounts for children or submit children's personal data unless this is lawful, necessary for a legitimate service purpose and supported by the required authority or consent.
If Dynamic Crew becomes aware that children's personal data has been submitted without an appropriate legal basis, it may delete or restrict that data where required.
13. Automated decision-making
Dynamic Crew may use automated rules, status indicators, expiry alerts, risk signals, workflow checks, search ranking or validation logic to support platform operation, security, verification and aviation workflows.
Dynamic Crew does not intend to make decisions based solely on automated processing that produce legal effects or similarly significant effects for a data subject, unless this is necessary for a contract, authorised by law or based on explicit consent with appropriate safeguards.
Organisations remain responsible for their own hiring, deployment, onboarding, access, payment, immigration, employment-law and aviation safety decisions. A Dynamic-CrewID status, verification indicator or platform alert is not a substitute for an Organisation's own due diligence.
14. Complaints
If a data subject has concerns about how Dynamic Crew processes personal data, they can contact Dynamic Crew at privacy@dynamic-crew.com. Dynamic Crew will review the concern and respond as required by applicable law.
Data subjects also have the right to lodge a complaint with a supervisory authority. In the Netherlands, the competent authority is the Autoriteit Persoonsgegevens. Depending on the data subject's location, another EU or EEA supervisory authority may also be competent.
15. Changes to this Privacy Policy
Dynamic Crew may update this Privacy Policy from time to time, for example because of service changes, legal developments, security requirements, new integrations or organisational changes. The updated version will be published on this page with a new last updated date.
Where required by law or where changes are material, Dynamic Crew will use reasonable efforts to notify affected users or Organisations through the platform, by email or another appropriate channel.
16. Contact details
Privacy, GDPR/AVG and security-related questions can be sent to privacy@dynamic-crew.com. General support questions can be sent to support@dynamic-crew.com.
Dynamic Crew's legal and contact details are: Dynamic Crew, Industrieweg 20 A, Kamer 1.06, 1521ND Wormerveer, the Netherlands. Telephone: +31 75 6150791. Dutch Chamber of Commerce number: 69722455. VAT number: NL001603592B84.
If Dynamic Crew appoints a dedicated Data Protection Officer or separate security contact in the future, those details may be added to this Privacy Policy, the Terms of Service, a data processing agreement or another official notice.