Upcoming VA Audits – Updated Verification Requirements

Community Virtual Airlines
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Virtual Airline Partners and Virtual Airline Associates.

:loudspeaker: Upcoming VA Audits – Updated Verification Requirements :loudspeaker:
Posted by the VATSIM Virtual Airlines Department – Public Relations Office

Hello Virtual Airline Partners and Associates,

As we prepare for the next round of Virtual Airline Partner (VAP) and Virtual Airline Associate (VAA) audits, please review the updated verification standards below. These audits occur every 90 days for Partners and every 60 days for Associates to ensure ongoing compliance with VATSIM partnership policies.

These reviews help us maintain clear communication, strong data protection standards, and accurate operational records across the community.

:incoming_envelope:** New Verification Areas:**

:one: Email Communication Verification:

  • Audit Managers will confirm your registered contact email(s) are valid, monitored, and responsive.

  • You will receive an email from your assigned Audit Manager — a reply is required.

:alarm_clock:- If no reply is received within 96 hours, a follow-up will be sent.

:no_entry: - If no reply is received within 7 days, your Virtual Airline Audit will be marked as failed and after two failed audits, your virtual airline may be removed from the Partner/Associate Program.

This ensures each organization maintains an active and reliable communication channel with the Department.

:two: GDPR Compliance Verification:
Auditors will confirm GDPR compliance where applicable. Your website must:

  • Use HTTPS with a valid SSL certificate.

  • Display a visible GDPR consent notice (popup, banner, or modal).

  • Provide an easily accessible Privacy Policy link with a full policy published on the site.

If issues are found, your VA will be notified and given the chance to correct them before the audit is finalized.

:white_check_mark: Continuing Verification Areas:

  • Activity & Engagement: 50+ flights on VATSIM in the past 90 days, from at least 15 unique pilots.

  • VATSIM Branding: Partner or VA logo must be visible and linked to https://vatsim.net

  • Website Functionality: Must be secure, accessible, and fully operational.

  • Unique Callsign & Name: Must remain distinct and accurate. (For updates, open a ticket at support.vatsim.net)

  • Professional Conduct: All members and staff must uphold VATSIM’s Code of Conduct.

:four_o_clock: Audit Communication & Follow-Up:

  • Audit Managers will contact you via official <@705161974828498965>.net email addresses.

  • If any required element is missing, you will have 7 days to respond or correct the issue.

  • A follow-up email will be sent by the assigned Audit Manager after 96 hours if no response is received.

:warning: Compliance & Infraction Policy

To ensure fairness and accountability:

  • First Failed Audit: Official infraction; Virtual Airline remains under review and must correct deficiencies by the next cycle.

  • Second Failed Audit: Removal from the Partner or Associate Program.

This framework helps maintain consistency and quality across all VATSIM-recognized Virtual Airlines.

:wrench: Other Updates:

:prohibited: Please avoid using OneDrive links for FSLTL submissions — Google Drive links work best and help prevent technical issues.

:airplane: Final Note

We appreciate your ongoing cooperation and commitment to excellence within the VATSIM Virtual Airline community. Your preparation and attention to detail help ensure smooth audits and continued partnership eligibility.

If you’ve updated your contact details or leadership structure, please reach out to your Audit Manager assigned to your audit or submit a ticket at https://support.vatsim.net

Any questions regarding this posted announcement please reach out to our PR Officer Alex Brehm a.brehm@vatsim.net, or Virtual Airline Director Joe Burner, j.burner@vatsim.net or Assistant Director Janus Junkmann, j.junkmann@vatsim.net

Thank you,
VATSIM Virtual Airlines Department

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