1. Introduction
SkyHi Crew Services Limited is a Hong Kong company that sources, vets and dispatches cabin crews, deck officers and technical staff to carriers and fleet operators across Asia. Our registered and operating address is Rm B 19/F HILLIER COML BLDG, 89-91 WING LOK ST, Sheung Wan, Hong Kong. In the course of running a crew dispatch loft we handle a great deal of personal information, from the licence numbers of officers to the contact details of the operators who brief us. This policy sets out how that information is treated.
We wrote this policy for the people behind the data. A cabin attendant who submits a resume, a deck officer whose ticket we verify, a client manager who requests crew cover and a visitor who reads this website all have a stake in how their information is handled. We want each of them to know exactly what happens after data leaves their hands. If any part of this policy is unclear, our dispatch desk is happy to explain it in person or by email.
This policy applies to our website, our dispatch loft, our communications and the services we deliver to carriers and fleet operators. It does not apply to third party websites that we may link to, since those sites run under their own rules. We encourage you to read the privacy notice of any site you visit after leaving ours.
2. Scope of This Policy
This policy covers personal data that SkyHi Crew Services Limited collects, stores, uses or shares in connection with our crew dispatch business. It applies to data we gather directly from you, data we receive from an operator or a reference, and data generated when you use our website or contact our desk. It applies regardless of how the data reaches us, whether by email, telephone, a paper form at the loft or a message sent through our contact page.
The policy also covers the categories of people whose data we process. These include job candidates and placed crew members, officers and technical staff, client and operator personnel, supplier contacts, and visitors to our website. Where a client provides us with data about its own staff or crew, the client remains responsible for the accuracy of that data, while we remain responsible for the way we handle it once it is in our care.
Some data falls outside this policy. Anonymous information that cannot be linked to a person is not personal data, and we may use it freely. Information that we handle strictly as a processor on the documented instructions of an operator is governed by our contract with that operator, though we still apply the security practices described in this policy. Nothing in this policy limits any right you hold under the laws that protect personal data in Hong Kong or elsewhere.
3. Who Controls Your Data
SkyHi Crew Services Limited is the data controller for the personal data described in this policy. As controller, we decide why and how the data is processed, and we are accountable for the way it is protected. Our dispatch loft at Rm B 19/F HILLIER COML BLDG, 89-91 WING LOK ST, Sheung Wan, Hong Kong is the physical location where most of our crew records are created and held.
We have a person responsible for data protection questions, and that person can be reached through our dispatch desk. Where we process personal data on behalf of an operator, we act as a service provider and the operator is the controller of that data. In those cases we follow the operator documented instructions and refer any request about the data back to the operator, unless the law requires us to act directly.
If you are unsure whether SkyHi Crew Services Limited or one of our clients controls a particular item of data, you may ask us and we will tell you which role we hold. We would rather answer a question than leave you guessing about who is accountable for your information.
4. Data We Collect
The categories of personal data we collect depend on your relationship with the loft. For crew and candidates, we gather identity and contact details, professional history, credential and licence information, medical fitness records where a role requires them, and references. For clients and operators, we gather business contact details, brief details and the information needed to deliver crew cover. For website visitors, we gather limited technical data such as the pages viewed and the device used.
We collect data in several ways. You may give it to us directly when you apply for a crew position, brief the desk or send a message. We may receive it from an operator that refers a candidate, from a reference you name, or from registers we consult during credential checks. We may also create data ourselves as we work a rotation, such as notes on a placement or a duty record.
We try to collect only what a task requires. If a piece of data is not needed to place a crew member, cover a rotation or answer your enquiry, we do not ask for it and we do not keep it. When a form asks for something that seems unnecessary, you are free to ask why before you provide it.
5. Crew and Candidate Data
Because crew dispatch is the core of our work, the largest body of personal data we hold relates to crew members and candidates. This includes your full name, contact details, date of birth where a licence requires it, nationality for work authorisation, and the languages you speak. It includes your employment history, the carriers and vessels you have served on, and the roles you have held. It includes the tickets, licences and certificates that qualify you for a role, together with their numbers and expiry dates.
For safety critical positions we may also process medical fitness records to the extent the role and the law require. Medical data is treated as sensitive and is held under stricter access controls than ordinary records. We do not use medical data for any purpose beyond confirming that a candidate meets the fitness standard for the position in question.
We collect references you provide and may contact them to confirm your history. We may also record the outcome of interviews, assessments and training checks so that a later roster decision can be traced. This record keeping is deliberate: it lets us explain, months later, why a particular person was put forward for a particular rotation.
6. Client and Operator Data
We hold business contact data for the carriers and fleet operators we serve. This includes the names of the people who brief us, their roles, their work email addresses and telephone numbers, and the route or vessel details needed to deliver crew cover. It also includes the contractual and billing information that underpins a placement.
When an operator shares data about its own crew or staff with us, we use that data only to deliver the service the operator has requested. We do not add those crew members to any marketing list of our own, and we do not disclose their data to another operator without a lawful basis. If the operator ends our engagement, we return or delete the data as the contract requires.
Client data helps us plan. Knowing an operator routes, fleet and season lets our loft forecast crew demand, flag lines likely to run thin and lock crew numbers early. This planning uses business contact data and service records rather than the private data of individuals, and it is limited to what the relationship needs.
7. Website and Technical Data
When you visit our website, we may collect a small amount of technical data automatically. This can include the type of browser and device you use, the pages you view, the time of your visit and the address from which you reached us if a referring link is present. We use this data in aggregate to keep the site working and to understand which pages help visitors most.
Technical data does not by itself identify you. We do not build a personal profile from it and we do not combine it with crew records. If you send us a message through the contact form, the content of that message and the email address you provide become part of our dispatch correspondence, and we handle them as described in the sections on use and retention.
We do not use invasive tracking to follow you across other websites. Any measurement we do is limited to our own pages and is intended to improve the information we offer about our services. Where a service provider helps us measure, that provider is bound to use the data only for our purposes.
8. How We Use Personal Data
We use personal data to run the crew dispatch loft. In practice this means matching candidates to roles, verifying credentials, planning rosters, dispatching crews, supporting operators through each operating window and managing our relationships with clients. Each use is tied to a clear operational need, and we avoid using data simply because it happens to be available.
We also use data to keep our records accurate and complete. If a licence expires or a contact detail changes, we update our files so that a roster decision rests on current facts. We use data to meet legal and regulatory duties, including the record keeping that crew verification and safety work demand. We use data to protect our business against fraud and misuse, for example by checking that a credential is genuine.
We may use data to improve our services. Reviewing how placements performed can show us where our sourcing bench should look harder or where a verification step should be strengthened. Any such review uses records at the level needed to learn, and we prefer aggregated or de-identified data wherever it answers the question.
9. Legal Bases for Processing
We process personal data on the basis of the agreement between us. When you ask us to consider you for a crew role, or when an operator engages us to provide crew, the processing needed to deliver that service rests on the contract we hold with you or with the operator. This covers sourcing, verification, roster planning and dispatch.
We also process data on the basis of your consent where consent is the right foundation, such as when you ask to receive updates from the loft. Where we process data to meet a legal duty, such as keeping credential records, the legal obligation is the basis. Where data is used to protect safety or to prevent fraud, we rely on our legitimate interest in running a safe and honest dispatch operation, balanced against your rights and expectations.
When we rely on consent you may withdraw it at any time, and withdrawing consent does not affect processing that already happened lawfully. When we rely on a legitimate interest, you may object and we will weigh your objection carefully. If we cannot continue a service without certain data, we will tell you before you are asked to provide it.
10. Credential and License Verification
Credential and license checks are central to what we do. To confirm that a candidate is qualified, we process ticket and licence numbers, issuing authorities, validity dates and, where needed, medical certificates. We check these against the registers that matter to each operator, and we record the date and outcome of each check so that the result can be audited later.
Because credentials expire, we re-check records on a fixed cycle rather than once at hire. A licence that was valid when a crew member joined may lapse months later, and our desk is built to catch that before it affects a rotation. When a status changes, the operator receives a note, and the relevant roster line is reviewed. No crew member is dispatched on a lapsed credential.
Verification data is among the most sensitive records we hold, and access is limited to the staff who perform checks and the desk officers who publish rosters. We do not disclose a credential record to anyone who does not need it to staff a rotation or satisfy a lawful request. This discipline is what allows an operator to trust that a crew line marked cleared is genuinely cleared.
11. How We Share Data
We share personal data only where it serves a clear purpose. The most common sharing happens when we present a candidate to an operator for a crew role. In that case the operator receives the information needed to judge fit, such as experience, ticket class and availability, and nothing beyond that without a further basis.
We share data with service providers who support our loft, including providers of email, hosting and record systems. These providers act on our instructions and are bound to protect the data they handle. We share data with professional advisers where necessary, and with authorities where the law compels disclosure or where it is needed to protect safety or prevent harm.
We do not sell personal data. We do not trade crew records or client lists. If we ever need to share data for a purpose not described in this policy, we will tell you first and, where the law requires, seek your consent. A carrier that receives a candidate file receives it for a staffing decision, not for resale or unrelated marketing.
12. International Transfers
Because we dispatch crews across Asia, personal data may move between jurisdictions. A candidate in one market may be considered for a rotation in another, and an operator may sit in a third. When data crosses a border we take steps to keep it protected, using contractual terms and access controls that travel with the data.
We transfer the minimum data needed for the task. A carrier reviewing a candidate receives the details relevant to that role rather than the full personnel file. Where the law of a destination sets a higher standard, we meet that standard; where it sets a lower one, we hold to our own practices and to the terms of the agreement that governs the transfer.
You may ask us which jurisdictions are involved in a particular processing activity and what safeguards apply. We will answer as fully as we can without disclosing another person private data or information that is commercially confidential.
13. How Long We Keep Data
We keep personal data only as long as a task requires. Crew records are held for the period a placement is active and for a further period set by law and by the need to answer audits, resolve disputes and prove that our checks were done. Verification records in particular are kept long enough to support an audit that may arrive months or years after a roster closed.
Candidate data for people we did not place is retained for a limited window so that a later opening can be matched against the pool, after which it is deleted or de-identified. Client contact data is kept for the life of the relationship and for a reasonable period afterwards for billing and legal purposes. Website usage data is held in aggregate and for a shorter span.
When a retention period ends we delete the data or render it anonymous. We do not keep records indefinitely out of caution, because indefinite storage is itself a risk. If you ask us to delete data and no legal duty requires us to keep it, we will do so and confirm the result.
14. Security of Your Data
We protect personal data with technical and organisational measures suited to its sensitivity. Access is limited to the staff who need a record to do their work, and credentials for our systems are controlled and reviewed. Sensitive records such as medical and licence data carry stricter controls than ordinary contact details.
Our physical loft locks and restricts access to the areas where crew files and duty boards sit. Digital records are protected by access rules, backups and monitoring. We train our staff on how to handle personal data, and we treat a privacy mistake as a serious matter to be corrected and learned from.
No system is perfectly secure, and we do not claim otherwise. If a breach occurs that risks your rights, we will assess it promptly, notify affected people and the relevant authorities where the law requires, and act to reduce the harm. Our aim is to be honest about risk and quick to respond rather than to promise the impossible.
15. Your Privacy Rights
You hold rights over the personal data we keep about you. You may ask to see the data we hold, request a correction when something is wrong, ask for deletion where there is no lawful reason to keep it, and object to certain processing. You may also ask us to restrict how we use your data while a concern is resolved, and to provide a copy of data you gave us in a portable form.
To exercise a right, contact our dispatch desk and describe what you want. We may need to confirm your identity before acting, so that we do not release data to the wrong person. We will respond within the time the law allows, and we will explain any reason why a request cannot be fully met.
Where we act as a service provider for an operator, some requests are best directed to that operator, since it controls the data. We will tell you if that is the case and, where we can, help you reach the right party. We do not charge a fee for a reasonable request, though we may charge for repeated or excessive requests where the law permits.
17. Privacy for Children
Our services are intended for adults working in aviation and marine roles. We do not knowingly collect personal data from children, and we do not direct our crew placements at anyone under the age at which a person may lawfully take such work. If we learn that we hold data about a child without a proper basis, we will delete it promptly.
If you believe a child has provided data to our loft, please contact the dispatch desk so that we can investigate and act. Parents and guardians may contact us on a child behalf to ask what data, if any, we hold and to request its removal.
We keep this section deliberately short because the responsible answer is simple: the loft is not built for children, and we prefer not to hold their data at all.
18. Marketing Communications
We send updates to crew and clients only where we have a basis to do so. If you asked to hear about openings, roster seasons or loft news, we will send them until you tell us to stop. If you are a client, we may send service updates that relate to an engagement you hold with us, since those messages support the service rather than promote an unrelated product.
Every marketing message includes a clear way to opt out, and opting out does not affect the service we owe you. If you ask to stop, we will remove you from the relevant list promptly and keep only the minimum record needed to honour your choice.
We do not buy contact lists and we do not add a candidate to a marketing list simply because they applied for a role. A crew member who wants silence from us will get it.
19. Third Party Services
We rely on a small set of third party services to run the loft, such as email, website hosting and record keeping. These providers process data on our instructions and are chosen for their security and reliability. We review them with care and expect them to meet standards comparable to our own.
Our website may contain links to other sites, and a message from our desk may point you to a service that sits outside our control. Those sites and services have their own privacy rules, and this policy does not cover them. We encourage you to check the privacy notice of any external service before you share data with it.
Where a third party is a joint participant in a service, we set out the roles in the relevant agreement so that responsibility for your data is never left vague. If you want to know which providers are involved in a particular processing activity, you may ask the desk.
20. Changes to This Policy
We may update this policy as our services, the law or our practices change. When we make a material change we will note the new effective date at the top of the page and, where the change is significant, draw it to the attention of crew and clients through our usual channels. The current version always governs how we handle data from the date it takes effect.
We do not quietly rewrite our promises. If a change would broaden how we use data we already hold, we will explain it in plain terms and, where the law requires, seek your consent before the new use begins. For smaller clarifications, the updated text and date are enough.
You are welcome to check this page whenever you wish to see the current version. If you keep a copy of an earlier version and want to understand what changed, contact the desk and we will help.
21. Complaints and Disputes
If you are unhappy with how we have handled your data, please tell us first. Many concerns can be resolved quickly once our desk understands the issue. You may contact us by email at dispatch@skyhicrew.autos or by telephone at +85292701483, and we will investigate and respond.
You also hold the right to raise a concern with the relevant privacy authority in your jurisdiction. We would rather have the chance to fix a problem before it reaches that stage, but we respect your right to go directly to a regulator, and we will cooperate with any lawful inquiry.
We keep a record of privacy complaints and their outcomes so that we can spot patterns and improve. A complaint is a signal that something in the loft needs attention, and we treat it as such.
22. How to Reach Us
For any question about this policy or about the personal data we hold, contact SkyHi Crew Services Limited at our dispatch loft. Our address is Rm B 19/F HILLIER COML BLDG, 89-91 WING LOK ST, Sheung Wan, Hong Kong. Our email is dispatch@skyhicrew.autos and our telephone number is +85292701483. Our desk answers Monday to Friday from 09:00 to 19:00 and Saturday from 09:00 to 14:00, with on-call cover for open rotations outside those hours.
When you write, tell us what you need and how you would like us to reply. If your request concerns a specific crew record, a placement or an operator engagement, include enough detail for us to find the right file. We will confirm receipt and keep you informed as we work.
We are glad to explain how the loft handles data, because a crew dispatch business runs on trust. Thank you for reading this policy in full.