Privacy Policy
Last Updated: April 2026
309 (Sawbridgeworth) Squadron of the Royal Air Force Air Cadets ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or use our services.
1. Information We Collect
We collect information in the following ways:
- Voluntary Information: Personal details you provide when submitting enquiry forms (such as Name, Date of Birth, Email Address, Phone Number, Postcode, and Experience) for the purpose of joining as a cadet, staff member, or committee member.
- Automated Information: Anonymous usage data collected via cookies and analytics tools (Google Analytics, Firebase, PostHog) to help us understand website traffic, performance, and user journeys.
- Authentication Data: If you are a member of staff or a cadet logging into our internal portals or mobile applications, we process your login credentials via Microsoft Entra ID.
- Device Management Data: If you enroll a device in our management system (Action1), we collect device identifiers and compliance status to ensure security.
2. How We Use Your Information
We use the information we collect to:
- Process and respond to your membership enquiries.
- Authenticate authorized users (Staff and Cadets) for access to secure internal systems.
- Analyze website usage to improve our content and user experience.
- Comply with legal obligations and RAF Air Cadets regulations.
3. Third-Party Services & Mobile Applications
We utilize trusted third-party service providers to operate our website and services. These providers may process data on our behalf:
Microsoft Entra ID (Azure)
We use Microsoft Entra ID for identity management and authentication for our Staff and Cadet portals. When you log in, Microsoft processes your credentials, IP address, and sign-in activity to verify your identity and secure your account.
Microsoft Privacy Statement
Mobile App & Biometrics
For users of our official 309 Squadron Mobile Application or Web App: Authentication tokens are stored securely in your device's encrypted storage. If you choose to enable Face ID, Touch ID, or Biometric Unlock, this authentication is processed entirely locally by your device's native operating system. We do not collect, transmit, or have any access to your biometric data.
Google Analytics
We use Google Analytics to capture anonymous usage statistics, session recordings, and heatmaps to improve our public website and internal portals. These tools are configured to mask sensitive information and keystrokes.
Google Privacy Policy
PostHog (Analytics & Session Replay)
We use PostHog to understand how users interact with our website and internal portal. PostHog collects telemetry data such as page views, button clicks, and session replays (video recordings of your screen interactions) to help us identify bugs and improve the user experience. Passwords and highly sensitive input fields are automatically masked and never recorded. If you log into the secure portal, your session activity may be linked to your user profile to assist our staff with technical support.
PostHog Privacy Policy
Action1 (Device Management)
For staff and cadets accessing Squadron resources on personal or Squadron-issued devices, we use Action1 to manage security policies. We collect device identifiers (e.g., model, OS version) but we do not access your personal files, photos, call logs, or browsing history on personal devices.
Action1 Privacy Policy
Cookiebot & Form Processing
We use Cookiebot to manage your cookie consent preferences. To securely process and transmit your public enquiry forms to our authorized staff, we use a secure underlying submission system hosted on our internal web servers, rather than sending data through third-party form processors. We also use Cloudflare Turnstile to protect these forms from spam and automated bots without relying on intrusive tracking methods.
Cloudflare Privacy Policy
4. Cookies
Our website uses cookies to enhance your browsing experience and for analytics. We use Cookiebot to allow you to manage your consent preferences easily. You can change your choices at any time via the Cookiebot widget or your browser settings.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal data. Our website uses HTTPS encryption, and our internal mobile applications utilize native OS Secure Storage sandboxing to protect your authentication sessions.
6. Your Rights
Under the UK Data Protection Act 2018 and GDPR, you have rights regarding your personal data, including the right to access, correct, delete, or withdraw consent for data processing.
7. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact the Squadron:
Email: dpo@309aircadets.co.uk
Address: 309 (Sawbridgeworth) Squadron, Cutforth Road, Sawbridgeworth, CM21 9EA
Disclaimer: This privacy policy is provided for informational purposes and does not constitute legal advice.