01 Who we are
AERA is the trading name of AERA MOTION SOLUTION - FZCO, a company licensed in Dubai under licence No. 91189, with its registered office at Dubai Silicon Oasis, Dubai, United Arab Emirates.
We arrange hotel accommodation, airport transfers and replacement arrangements for the crews of airlines and aircraft operators. This policy explains what personal data we handle in the course of that work, why we handle it, and what you can ask us to do about it.
Depending on the situation we act in one of two roles. When you contact us, work for us or supply us, we decide why and how your data is used, and we are the controller. When an airline sends us crew details so that we can book rooms, the airline decides why the data is used and we act on its instructions, so we are a processor and the airline is the controller. Section 03 covers that case.
02 What we collect
We only collect what we need to answer you, provide the service, get paid and meet our legal duties. We do not buy contact lists and we do not build profiles about you.
| Category | Examples | Where it comes from |
|---|---|---|
| Enquiry data | The name of your airline or operator, your name, work email, phone number, and anything you write to us | You, through the form on our site, by email, phone or messaging apps |
| Business contact data | Job title, company address, the stations you fly to, your operational contacts | You, or publicly available business sources |
| Contract and billing data | Purchase orders, invoices, payment references, correspondence about accounts | You and your finance team |
| Supplier data | Contact details of hotel and transport staff we work with | The supplier |
| Recruitment data | CV, work history, references, right-to-work information | You, if you apply for a job with us |
| Usage data | IP address, browser and device type, pages viewed, approximate location derived from IP | Automatically, when you visit our site — see section 10 |
We do not ask for special category data — health, religion, biometrics, trade union membership and similar. Please do not send it to us. If an operator's crew list happens to contain a dietary or accessibility note, we treat it under section 03 and pass on only what the hotel needs to know.
03 Crew data received from operators
To book a room we normally need the crew member's name, and sometimes a flight number, arrival time, gender where the hotel requires it for room allocation, and a passport or ID number where local registration rules demand it. We receive this from the operator, not from the crew member.
In this situation we act only on the operator's written instructions under a data processing agreement. We do not use crew data for our own purposes, we do not market to crew, and we do not keep it longer than the booking, the invoice and the statutory record period require.
If you are a crew member
Your employer decides what is sent to us and why. Requests about your data should go to your airline first. If you write to us directly we will confirm receipt and pass the request to your employer, because we are not permitted to act on it ourselves.04 Why we use it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Answering an enquiry and preparing a quotation | Steps taken at your request before entering a contract |
| Booking rooms and transport, and handling changes and disruption | Performance of our contract with your company |
| Invoicing, credit control and accounting | Contract, and our legal obligations |
| Checking who we are dealing with before we open an account | Legal obligation, and our legitimate interest in avoiding fraud |
| Keeping our site working, secure and free of abuse | Our legitimate interest in running a safe service |
| Sending occasional service updates to business contacts | Our legitimate interest in keeping clients informed — you can stop this at any time |
| Non-essential cookies and analytics | Your consent, given through the cookie banner |
| Responding to authorities and defending legal claims | Legal obligation, and our legitimate interest in establishing or defending claims |
Where we rely on a legitimate interest, we have weighed it against your rights and concluded that our use would not surprise you and does not override those rights. You can ask us to explain that assessment, and you can object to it — see section 09.
We do not make decisions about you by automated means alone, and we do not profile you.
06 Sending data abroad
We are based in Dubai and our records are held in the United Arab Emirates and in the European Economic Area. Because we book rooms wherever you fly, a name will necessarily reach a hotel in the destination country, which may be outside those regions.
Where personal data protected by the GDPR leaves the EEA, we rely on the European Commission's Standard Contractual Clauses, or on an adequacy decision where one exists for the country concerned. You can request a copy of the safeguards we use for a particular transfer by writing to the address in section 13.
07 How long we keep it
| Data | Kept for |
|---|---|
| Enquiries that do not become clients | 12 months from the last contact |
| Crew booking records | As instructed by the operator; by default, 12 months after the stay |
| Contracts, invoices and accounting records | As required by UAE tax and commercial law, currently 5 years |
| Unsuccessful job applications | 6 months, unless you agree to a longer period |
| Website logs | 12 months |
When a period ends we delete the data or anonymise it so that it can no longer be linked to you. If you withdraw consent, we delete the data covered by that consent without undue delay, unless another basis in section 04 still applies.
08 How we protect it
Access is limited to the staff who need it to do their job, and is removed when they no longer do. Accounts require multi-factor authentication. Data is encrypted in transit and at rest. Staff who handle personal data are trained on these rules and are bound by confidentiality.
No transmission over the internet is completely secure, so we cannot guarantee the safety of data you send us before it reaches us. If a breach occurs that is likely to put your rights at risk, we will notify the relevant authority and, where required, you.
Payment security
We never ask for bank details by email, and our own bank details never change without a signed letter on company paper and a call to a number you already hold. If you receive an invoice from us with unfamiliar payment details, stop and call the duty desk before paying.09 Your rights
Subject to the conditions in the law that applies to you — the UAE Personal Data Protection Law, and the GDPR where it applies — you can ask us to:
- Tell you whether we hold data about you, and give you a copy.
- Correct anything inaccurate or incomplete.
- Delete your data where we no longer have a reason to keep it.
- Limit what we do with it while a dispute about accuracy or grounds is resolved.
- Send it on to you or to another company in a common machine-readable format.
- Stop processing based on legitimate interest, and stop marketing at any time, with no reason needed.
- Withdraw consent you gave earlier, without affecting what was lawful before you withdrew it.
Write to requests@aerasolution.com. We answer within 30 days and will tell you if we need longer. There is no charge unless a request is clearly excessive or repetitive.
If you are not satisfied, you may complain to the UAE Data Office, or — if the GDPR applies to you — to the supervisory authority where you live or work.
11 Age limit
This is a business service. The site is not intended for anyone under 18 and we do not knowingly collect data about children. If you believe a child has sent us personal data, write to us and we will delete it.
12 Changes to this policy
We update this page when our practices or the law change. The date at the top always shows the current version. If a change materially affects how we use data you have already given us, we will tell you directly before it takes effect.
13 How to reach us
Privacy questions, requests and complaints: requests@aerasolution.com
By post: AERA MOTION SOLUTION - FZCO, Dubai Silicon Oasis, Dubai, United Arab Emirates
Operational matters, including anything urgent about a crew already travelling: requests@aerasolution.com or the 24/7 duty desk.