Governance

Policies & SOPs

Standard operating procedures, community conduct, and compliance policies. Last updated: 8 April 2026

Photo: Dexter Rees

01

Pilot Standard Operating Procedures

All AviatesAir pilots are expected to maintain a professional standard of operations at all times, both on and off the VATSIM network.

1.1 Flight Operations

  • All flights must be operated under an officially registered AviatesAir ICAO callsign prefix (see Callsigns page).
  • File a complete and accurate flight plan before departure, including correct origin, destination, aircraft type, and estimated flight time.
  • Flights conducted on the VATSIM network must follow ATC instructions and adhere to VATSIM's Code of Conduct at all times.
  • All completed flights must be filed as a PIREP via the pilot portal or through the ACARS system within 24 hours of completion.
  • Flights should reflect realistic procedures: proper cruise altitudes, standard departure/arrival procedures where available, and accurate fuel planning.

1.2 Activity Requirements

  • Pilots are encouraged to maintain regular activity. Extended inactivity without notification to staff may result in account review.
  • As a VA, AviatesAir must collectively achieve a minimum of 50 VATSIM flights from at least 15 distinct pilots within any rolling 90-day period to maintain VATSIM Partner status.
  • Pilots contributing flights on the VATSIM network directly support the VA's ability to maintain its Partner standing.

1.3 Rank & Progression

  • Rank progression is based on logged flight hours and completed PIREPs. Flights not filed within the portal do not count toward rank advancement.
  • Rank assignments are final and managed by VA staff. Disputes must be raised via the Support page.

02

Community Code of Conduct

AviatesAir is committed to providing a welcoming, respectful, and professional environment for all members.

  • Respect all members. Harassment, discrimination, or abusive behaviour toward any pilot, staff member, or third party will result in immediate suspension.
  • Represent AviatesAir professionally. When flying under our callsigns on the VATSIM network, you are representing this VA. Conduct yourself accordingly.
  • No impersonation. Do not impersonate AviatesAir staff, VATSIM officials, or other pilots.
  • No spamming or self-promotion in VA channels without prior approval from staff.
  • Follow VATSIM's CoC. All pilots must comply with the VATSIM Code of Conduct in addition to these rules. Violations reported to VATSIM may also result in VA disciplinary action.
  • Report issues. If you witness a conduct violation, report it to staff via the Support page or Discord. Do not attempt to resolve disputes publicly.

03

VATSIM Compliance

AviatesAir holds Virtual Airline Partner (VAP) status on the VATSIM network. As a condition of this status, we operate under and fully comply with the VATSIM Virtual Airline Partner Policy (VATSIM-POL-VA Partner v1.5).

  • This website is maintained as a publicly accessible, HTTPS-secured platform in compliance with §8.3 of the VATSIM VAP Policy.
  • The VATSIM logo is displayed on this site in compliance with §8.4. Usage conforms to VATSIM brand guidelines at vats.im/brand.
  • Our registered ICAO callsign prefixes are publicly listed on the Callsigns page in compliance with §8.7.
  • This GDPR-compliant privacy notice and policy is published on the front page of our website in compliance with §8.10.
  • This anti-piracy policy is implemented and enforced in compliance with §8.11.
  • AviatesAir cooperates fully with VATSIM audit processes and provides requested documentation within 10 days of any audit request.

04

Anti-Software Piracy Policy

Anti-Software Piracy Policy

This policy has been implemented in full compliance with VATSIM VAP Policy §8.11. All AviatesAir partners, staff, and members are bound by these provisions.

4.1 Proper Licensing

All software used on personal computers by members, staff, and designated community resources — including websites, Discord servers, and any VA-operated infrastructure — must be properly and lawfully licensed. This includes but is not limited to flight simulation software, add-on aircraft, scenery, navigation data, and any utilities used in VA operations.

4.2 Definition

Software Piracyis defined as the usage of any software contrary to its license agreement, whether deliberate or unintentional. This includes cracked software, keygen-activated software, sharing of single-user licenses across multiple users, and distribution of software without the copyright holder's permission.

4.3 Prohibition

The use of pirated software by any AviatesAir member, staff member, or representative is strictly forbidden. This prohibition extends to:

  • All software used in connection with VA operations or VATSIM flying
  • Any copyrighted documents, charts, or files posted on or linked from the AviatesAir website or community platforms without the legal owner's authorisation
  • Third-party liveries or add-ons distributed without a valid licence agreement

4.4 Licence Familiarity

All members holding software licences — including staff managing VA tools or infrastructure — must be familiar with the terms of their software licence agreements. If a licence agreement was not provided with the software, members must request one directly from the vendor before use.

4.5 Third-Party Software

Any software developed by AviatesAir and released to third parties, whether free or for sale, must include a clear and accessible licence agreement. AviatesAir is strongly discouraged from distributing software that lacks an accompanying licence agreement.

4.6 Enforcement & Removal

AviatesAir maintains a procedure for the immediate removal of any member found to be deliberately and intentionally using pirated software. Upon confirmed discovery:

  • The member's account will be suspended pending review
  • If the member holds a VATSIM account, AviatesAir is obligated to notify VATSIM of the violation in writing
  • Notification to VATSIM does not guarantee immunity from administrative action; VATSIM will take whatever steps it deems appropriate independently

4.7 Reporting Copyright Infringement

If AviatesAir receives notice of copyright, trademark, or patent infringement from a third party — or if VA members are found engaging in software piracy or using the VA's community to facilitate such actions — AviatesAir must notify the VATSIM Director and Assistant Director of Virtual Airlines in writing within 30 days.

Failure to notify VATSIM within 30 days will result in immediate suspension from the VA Partner programme and a referral to the VATSIM membership department for further review.

Reference: VATSIM-POL-VA Partner v1.5 §8.11 — Anti-Piracy Policy Requirements

05

Policy Enforcement

AviatesAir staff reserve the right to take disciplinary action — up to and including permanent removal from the VA — for any violation of these policies. The severity of action taken will be proportional to the nature and intent of the violation.

  • First offence (minor): Written warning issued via email or Discord DM.
  • Repeated or serious offence: Temporary suspension of portal access and ACARS key revocation.
  • Severe or wilful violation: Permanent removal from the VA and, where applicable, notification to VATSIM.

Appeals may be submitted through the Support page within 14 days of disciplinary action. All appeal decisions by senior staff are final.

Policy version 1.0 — Last updated 8 April 2026