1. Eligibility and registration
An airline account requires all of the following:
- A valid Air Operator Certificate issued by a national aviation authority
- A legally established entity in the EEA, the United Kingdom, or a country holding a bilateral aviation agreement with the EU
- Registration from a corporate email address on the airline's own domain. Free email providers are not accepted
We may ask for proof of the Air Operator Certificate, and we may decline a registration that does not meet these conditions.
2. Authorised use
Access is granted for these purposes only:
- Access to pilot profiles in the database for the airline's own recruitment
- Keeping a record of the pilots the airline is considering for a role of its own
- Messaging pilots through the platform about a genuine employment opportunity
- Managing the airline's own account
3. Access to pilot profiles
A pilot may exclude any operator. A pilot who has excluded your airline is not visible to you, and you cannot message them through the platform. Profile data obtained through the platform may be used for recruitment and for nothing else. You may not:
- Hold pilot data for longer than the recruitment process requires
- Pass pilot data to a third party, a staffing agency or a contractor included, without the pilot's explicit written consent
- Use pilot data for any purpose unrelated to direct employment
3.1 What a profile is, and what verification is not
The documents a pilot uploads stay private to the pilot and are not available to you. Everything on a profile, the licence, the ratings, the flight time, the medical certificate and the language endorsement and their validity dates included, is declared by the pilot, who is contractually bound to declare only what is genuine, unaltered and issued to them personally.
A verified flag means only that the pilot has shown a pilot licence once. The file is not kept, it is not available to you, and the flag is not an authentication of the licence or of any other qualification.
EUPDB.EU does not independently authenticate a qualification with its issuing authority and cannot guarantee that any declaration on the platform is accurate. The airline remains solely and exclusively responsible for verifying any licence, rating, medical certificate or other regulatory document itself, by direct confirmation with the issuing national Civil Aviation Authority, before it takes any hiring, rostering or operational decision. Reliance on a profile or on a flag, without that independent verification, is no defence against regulatory non-compliance.
If the airline suspects that a declaration on the platform is false or fraudulent, it must report this at once to support@eupdb.eu and, where a regulatory qualification is involved, to the relevant national aviation authority.
4. Data protection obligations
The airline holds pilot personal data as an independent data controller. You are solely responsible for:
- Identifying and documenting a valid legal basis under Art. 6 GDPR for any processing of pilot data
- Giving pilots the privacy notice required by Art. 13 and Art. 14 GDPR, before or at the point of processing
- Answering a pilot who asks to access, correct or erase their data
- Applying appropriate technical and organisational security measures to any data you hold outside the platform
- Holding pilot data only as long as necessary, and erasing it when a recruitment process ends
Where processing amounts to joint controllership, or requires a data processing agreement under Art. 28 GDPR, the parties shall negotiate and execute that agreement in good faith.
5. Messaging pilots
All contact happens through the platform inbox. A pilot's email address is never disclosed to an airline, and the pilot decides whether to answer. When you write to a pilot:
- The message must relate to a genuine, specific employment opportunity
- You must identify the airline and the role clearly in the first message
- You may not send unsolicited marketing or bulk messages
- You must honour a request to stop writing
6. Non-discrimination
The airline must comply with all applicable anti-discrimination legislation, including EU Directive 2000/43/EC on equal treatment regardless of racial or ethnic origin and Directive 2006/54/EC on equal treatment of men and women. You may not exclude or reject a pilot on the basis of race, nationality, sex, age, religion, disability or any other protected characteristic, except where a genuine occupational requirement applies and is permitted by law.
7. Prohibited conduct
The airline may not:
- Use the platform to collect pilot data for profiling, aggregation or sale to a third party
- Automate bulk extraction or scraping of pilot profiles
- Misrepresent an open position or its recruiting intentions
- Approach a pilot for any purpose other than recruitment, or reach them outside the platform using details obtained through it
- Circumvent an exclusion, an opt-out or any other consent setting
- Use the platform in any manner that breaches aviation safety regulation or employment law
8. Accuracy of your own information
You warrant that the status of your Air Operator Certificate, your base locations, and anything else you publish on the platform or state to a pilot through it are accurate and kept current. A role that has been filled or withdrawn must not be presented as open.
9. Fees
Access to EUPDB.EU is 100% free. There is no subscription and no payment information is requested.
If a fee is ever introduced, we will give at least 30 days' written notice before it takes effect. Nothing is charged without your agreement, and you may close your account at any time before a fee would begin.
10. Intellectual property
The software, design and content of the platform belong to EUPDB.EU. The content of a pilot's profile remains the property of that pilot. No licence is granted to reproduce, copy or repurpose platform content.
11. Liability
EUPDB.EU is a database, and it is not responsible for:
- The accuracy, completeness or authenticity of anything a pilot declares
- Employment outcomes, or the conduct of a pilot after hiring
- The regulatory compliance of the airline's own hiring process
- Service interruption or data unavailability
- Any indirect, consequential or punitive damage
The airline bears full responsibility for its own recruitment decisions and for its compliance with applicable employment and aviation law.
12. Termination
We may suspend or terminate access immediately for a breach of these terms, for misuse of pilot data, or for regulatory non-compliance. On termination the airline must permanently erase all pilot data held outside the platform within 30 days.
13. Amendments
We may update these terms with 14 days' written notice by email. Continued use after the effective date means the airline accepts the revised terms.
14. Governing law
These terms are governed by the law of the Republic of Poland. Disputes shall be referred to the Polish courts. Nothing here limits a party's right to seek urgent interim relief in any competent jurisdiction.
15. Contact
Support: support@eupdb.eu
Data protection: privacy@eupdb.eu
Privacy Policy: eupdb.eu/privacy-policy
16. Service operator
EUPDB.EU is a service operated by:
DEVECE AVIATION SERVICES BY CESARE PAOLO DE VECCHI
ul. Farbiarska 65G, 02-862 Warszawa, Poland
NIP: 9512447039
REGON: 382011387