IPA Privacy Policy

Effective Date: 07/21/2026

The Independent Pilots Association (“IPA”) is committed to protecting the privacy of its members and maintaining the confidentiality of member information. This Privacy Policy explains how IPA collects, uses, maintains, and shares information through its website, member portal, intranet, mobile-accessible services, digital tools, and related online resources, collectively referred to as the “IPA Site.”

IPA uses member information to carry out its representational, administrative, communications, and organizational responsibilities. Because technology, security practices, and member services continue to evolve, IPA may update this Privacy Policy from time to time. Any changes will be posted on the IPA Site with an updated effective date.

Members are encouraged to review this Privacy Policy and contact IPA with any questions.

  1. What Information Does IPA Collect?

IPA may collect information from several sources, including members, IPA representatives, IPA staff, employers, vendors, and use of the IPA Site.

Membership and Representation Information

IPA maintains member information necessary to administer membership, representation, communications, benefits, governance, committees, elections, and other union functions.

This information may include:

  • Name;
  • Mailing address;
  • Email address;
  • Phone number;
  • Membership status;
  • Employee number or other identifying information;
  • Domicile, fleet, seat, status, or similar union-related information;
  • Committee involvement or volunteer interest;
  • Communication preferences;
  • Other information needed for IPA representation or administration.

Some information may be provided directly by members. Other information may be provided by the employer, IPA representatives, IPA staff, or other authorized sources as part of IPA’s role as the certified bargaining representative.

Member Portal and Account Information

Members may provide or update information through the IPA Site, including account credentials, contact information, communication preferences, forms, surveys, event registrations, or other member-submitted information.

Members are responsible for keeping their login credentials confidential and for ensuring that account information is accurate and current.

Website Usage Information

The IPA Site may collect general usage information, such as:

  • Number of visitors to the Site;
  • Pages viewed;
  • Time spent on certain areas of the Site;
  • Browser type;
  • Device type;
  • IP address;
  • Login activity;
  • System logs;
  • Error reports;
  • Other diagnostic or performance information.

IPA may use this information to evaluate how the Site is being used, improve functionality, troubleshoot technical issues, strengthen security, and make online resources more useful to members.

Location-Related Information

The IPA Site may collect general location information derived from an IP address or similar technical data. Certain mobile or location-enabled features, if used, may collect more specific location information depending on device settings, browser permissions, or the function being accessed.

IPA does not use location information to track members for purposes unrelated to IPA business.

  1. How Does IPA Use Member Information?

IPA uses member information for legitimate union, representational, administrative, operational, and communications purposes.

These purposes may include:

  • Verifying membership or authorized-user status;
  • Providing access to member-only areas of the IPA Site;
  • Customizing access to documents, resources, forms, committee materials, or communications;
  • Communicating with members about IPA business, negotiations, contract issues, safety matters, scheduling issues, benefits, events, elections, and other union-related topics;
  • Maintaining accurate membership and contact records;
  • Responding to member questions, concerns, or requests;
  • Administering committees, surveys, elections, programs, events, and services;
  • Supporting grievance, contractual, safety, disciplinary, or representational functions;
  • Improving the IPA Site and member communication systems;
  • Protecting IPA systems, data, members, staff, and representatives;
  • Complying with legal obligations or enforcing IPA policies.

IPA may also use contact information to send official IPA communications, newsletters, alerts, notices, text messages, email updates, or other member communications. Members may be able to manage certain communication preferences, although some communications may be necessary for representation, governance, legal compliance, security, or other important IPA business.

  1. How Can Members Access, Update, or Correct Their Information?

Members may update certain contact information, account settings, and communication preferences through the IPA Site, when those tools are available.

Members may also contact IPA directly to request updates or corrections to their membership information.

IPA may require verification of identity or membership status before making changes or providing access to certain information.

Requests may be directed to:

Independent Pilots Association
[Insert Mailing Address]
[Insert Email Address]
[Insert Phone Number]

  1. Does IPA Share Member Information?

IPA does not sell member personal information.

IPA may share member information when necessary to conduct union business, provide member services, administer IPA operations, comply with legal obligations, or protect IPA’s rights and systems.

Information may be shared with:

  • IPA officers, representatives, committee members, staff, counsel, consultants, or other authorized individuals with a need to know;
  • Vendors or service providers that support IPA operations, such as website hosting, member databases, email systems, text messaging platforms, voting systems, analytics tools, cybersecurity services, payment processing, document management, or other technology services;
  • Government agencies, courts, arbitrators, neutral parties, or other entities when required by law, subpoena, legal process, or applicable proceedings;
  • Other parties when necessary to protect IPA, its members, its systems, or its legal rights.

Vendors and service providers are expected to use member information only for the services they provide to IPA and to maintain appropriate safeguards.

  1. How Does IPA Protect Member Information?

IPA uses reasonable administrative, technical, and physical safeguards designed to protect member information from unauthorized access, misuse, loss, alteration, or disclosure.

These safeguards may include:

  • Secure login systems;
  • Access controls;
  • Encryption where appropriate;
  • Authentication tools;
  • Vendor security requirements;
  • Monitoring and logging;
  • Data backups;
  • Staff and representative access limitations;
  • Other security practices appropriate to the type of information maintained.

No website, email system, database, or electronic transmission can be guaranteed to be completely secure. Members should use care when submitting sensitive information online or by email and should notify IPA promptly if they believe their account or information has been compromised.

  1. Member Responsibility for Account Security

Members are responsible for protecting their usernames, passwords, and other login credentials.

Members should log out of the IPA Site when finished, particularly when using shared computers, crew room computers, public terminals, hotel business centers, airport workstations, or other devices that may be accessible to others.

Members should also close the browser after logging out when using a shared or public device. These steps help prevent unauthorized access to member-only information.

  1. Cookies and Similar Technologies

The IPA Site may use cookies or similar technologies to support website functionality, security, user preferences, analytics, and member access.

Cookies are small data files stored on a computer, tablet, or smartphone. They may help the Site recognize a user’s browser, maintain a secure session, remember preferences, improve performance, gather usage information, and protect against unauthorized access or fraudulent activity.

The IPA Site may use cookies to:

  • Keep members signed in during a secure session;
  • Support member-only access;
  • Remember user preferences;
  • Understand how the Site is used;
  • Improve content and functionality;
  • Support security and anti-fraud protections.

Members may disable cookies through their browser settings. However, some portions of the IPA Site, including member login and member-only services, may not function properly if cookies are disabled.

  1. Third-Party Websites and Services

The IPA Site may contain links to websites, platforms, documents, or services maintained by third parties. These links may be provided for convenience, reference, or member information.

IPA does not control third-party websites and is not responsible for their content, accuracy, security, availability, or privacy practices. When members leave the IPA Site, they are subject to the privacy policies and terms of the third-party site or service.

Members should review the privacy policies of any third-party website or service before providing information.

  1. Email, Text Messages, and Electronic Communications

IPA may communicate with members through email, text message, phone, mail, portal notice, or other electronic means.

While IPA takes reasonable steps to protect communications, electronic transmissions may not always be secure. Members should use care when transmitting sensitive information electronically.

Members may be able to adjust certain communication preferences through the IPA Site or by contacting IPA. Some communications may be required or important for IPA business and may not be subject to full opt-out, including communications related to membership, representation, elections, governance, legal notices, security, or urgent union matters.

  1. Data Retention

IPA retains member information for as long as reasonably necessary to support representation, membership administration, union operations, legal compliance, dispute resolution, security, historical records, or other legitimate IPA purposes.

Retention periods may vary depending on the type of information, the reason it was collected, operational needs, and applicable legal or contractual requirements.

  1. Children’s Privacy

The IPA Site is intended for IPA members, staff, representatives, and other authorized users. It is not directed to children, and IPA does not knowingly collect personal information from children through the IPA Site.

  1. Changes to This Privacy Policy

IPA may update this Privacy Policy from time to time. Updated versions will be posted on the IPA Site with a revised effective date.

Continued use of the IPA Site after an updated Privacy Policy is posted means the user acknowledges the updated Privacy Policy.

  1. Questions or Comments

Questions, comments, or requests regarding this Privacy Policy may be directed to:

Independent Pilots Association
3607 Fern Valley Rd.  Louisville, KY 40219
502-968-0341