We hope that you enjoy using our website, safe in the knowledge that we are committed to protecting your privacy and security online.

Worried about providing us with information online? Let us put your mind at rest. Find out more about:

General information

What we collect and why

What credit cards do we accept?

Is your credit card number secure online?

Transferring data to border control agencies

Accessing your personal data

How to change your personal information

What are cookies and why do we use them?

Email Phishing Scams

Links to other websites and their security and privacy policies

Under the Act you have a right of access to the personal information we hold about you. If you wish to exercise this right, please submit a Data Subject Access Request by printing off, completing and sending in the appropriate form using one of the links.

Employees or Job-Applicants

Passengers or Flying Club Members

Requests by e-mail, telephone or fax, or incomplete requests cannot be accepted.


Please ensure you enclose the following with your completed request:

• A postal order or cheque (made payable to Virgin Atlantic Airways Limited) for £10.
  
  
• A photocopy of your passport, or any other official document upon which your signature is present (or in the case of third party requests the data subjects official document and signature).
  
  

In accordance with the Act, Virgin Atlantic is not obliged to comply with your request unless the prescribed fee is paid, and sufficient security information is provided to establish the requestor's identity, and locate the appropriate information.

Personnel File definition

Virgin Atlantic Airways' definition of Personnel File includes information pertaining to the Human Resources function and includes Personnel, Recruitment, Payroll and Compensation and Benefits. Requirements for Occupational Health and Training information must be requested explicitly.

Withheld Information

Schedule 7 of the Act documents the conditions by which VAA is entitled to redact/withhold Personal Data from disclosure.

These conditions include the withholding of Personal Data which:

• Constitutes a confidential reference given to a third-party (references received from third-parties will be disclosed with all references to the third-party redacted);
  
  
• Refers to third parties who have not consented to the disclosure
  
  
• Has been collected and produced as part of any negotiation with the Data Subject
  
  
• Is otherwise protected by legal professional privilege
  
  

• Constitutes a Company or Trade secret
  
  

Where an Occupational Health record is requested, Doctors' Reports or Letters provided to Virgin Atlantic Airways under the "Access to Medical Records Act (1998)" may not be disclosed - Employees should consult their GP if these reports are required.

Redacting

Virgin Atlantic Airways retains a right to "edit" any Personal Data prior to disclosure in order that:

• References to third-parties who have not consented to the disclosure are removed
  
  
• References to any Personal Data that may be withheld under any clause documented previously are removed
  
  

External Job Applicants must therefore note that any Employment References from previous employers may be edited to redact any specific information that identifies the previous Employer and the period during which the External job Applicant was employed.

Disproportionate Effort

Where a request is general in its nature, under Part II, Section 8, Paragraph 2a of the Data Protection Act (1998), Virgin Atlantic Airways is not obliged to provide information "…where the supply of such a copy is not possible or would involve disproportionate effort".

It is therefore not guaranteed that all Personal Data pertaining to a Data Subject will be provided where the request received is general.

Where specific documents, or a specific item of Personal Data, are, or is, required, this must be documented explicitly on the Consent Form.

Exclusions

Personal Data held by the entities listed below is excluded from Virgin Atlantic Airways' information packs:

Obtaining Personal Data from these entities will necessitate a further and specific Data Subject Access Request to be submitted to the entity in question.

Proof of Travel

We are happy to provide Proof of Travel letters as requested and without charge.

However, in order to satisfy the Data Protection Act we require you to submit a signed written request containing the following information:

• Your full name - including any former names by which you may have been known
  
  
• Your full address - including any former address or addresses, at which you may have been resident at the time the booking was made
  
  
• Booking reference or flight number, route and date of travel
  
  
• A photocopy of any official document on which your name, address and usual signature appear - i.e. your Driving Licence or Passport
  
  

This security information is required to establish and confirm your identity, to ensure that consent is provided, and also ensure that Virgin Atlantic Airways:

Only disclose information about any passenger with their consent; and may identify information pertaining to the appropriate passenger only.

Please send your request to us at the following address:

Virgin Atlantic Airways
Customer Relations
PO Box 747
Dunstable
LU6 9AH

Alternatively, the request and photocopy of your passport or driving licence may be faxed to us on 08701 900959.

Further Correspondence

Further correspondence regarding your request should only be made in writing to the Data Protection Manager at the following address:

Data Protection Manager
IT Governance - G-SW
Virgin Atlantic Airways
The Office
Manor Royal
Crawley RH10 9NU

Please note that under the 'Act' Virgin Atlantic Airways has 40 days to comply with your request from receipt of the completed request.

The final information pack will be sent by Recorded Delivery to the correspondence address provided.

If you have any questions about Virgin Atlantic Airways’ compliance with the Data Protection Act, please e-mail the Governance Team at Data.Protection@fly.virgin.com.

If you have any general questions about Virgin Atlantic Airways’ information security and privacy, please e-mail us at Security.And.Privacy@fly.virgin.com.