Terms & Conditions

By using our flight simulation services, you acknowledge
the Terms & Conditions outlined below. If you decline
the terms, please do not use this website.


Our Expectations Of You


Is there a membership requirement?

What is the Online Etiquette and Professional Standards Policy?

• Members represent the VAC community at all times when visiting other sites on the internet. Members should not undertake any action to bring harm to the reputation of VAC, including, but not limited to misrepresenting yourself to another organization, breaking the rules and guidelines of another organization, or making derogatory statements about VAC. Violators will have their membership immediately revoked.

• Members should, at all times, be courteous and respectful to one another. Bashing of other members is strictly prohibited. Threatening or harassing any member will result in immediate suspension or termination of the member's account.

• VAC management continuously monitors the organization's official channels (Discord, Facebook groups, etc.) for compliance of these terms and conditions. Any deviation from the Terms and Conditions may result in member suspension or termination.

• Members who are new to the hobby or are otherwise unfamiliar with virtual airlines should well inform themselves by downloading the educational material provided on the VAC website, joining our Discord channel, asking questions of management, or otherwise researching information on their own. This is mandatory before representing VAC on any third party website such as VATSIM.

We are a non-profit organization. What does that mean?

• VAC does not charge any fees to apply for or to retain membership in the organization. No member of VAC may request money or charge fees as a prerequisite to offering any assistance or product. In addition, no member is permitted to resell or make any commercial or non-commercial use of the VAC website.

• The prohibitions set forth in this paragraph expressly include any and all sales and/or solicitations of money, goods and services no matter for what purpose, person, group or cause, without limitation. Members violating these rules will be subject to immediate termination from VAC.

Do I need to provide an e-mail address?

• All members must provide a valid email address. If your email address changes, you can use the online form under the HR tab of myVAC to modify your email address in the VAC database. The form will ask you to select your name, password and new email address. If your password is correct, the database will be updated and a confirmation email will be sent to your new email address. You can find this feature in your logbook. If you require assistance, please contact the Executive Vice President & Chief Human Resources Officer. Accounts with invalid email addresses will be removed at management's discretion.

• If you have forgotten your password, please fill in the online form under the HR tab of myVAC to request your password. The form will ask you to provide your Pilot ID, first name, last name and email address. If the information matches the VAC database, an email will be sent to your email address (one on file) with your password. If you require assistance, please contact the Executive Vice President & Chief Human Resources Officer.

• If you want to modify your password, an online form under the HR tab of myVAC must be filled out. The form will ask you to select your name, enter your current password and new password. If the information provided matches the VAC database, your password will be updated. If you require assistance, please contact the Executive Vice President, & Chief Human Resources Officer.

How many flight hours may I transfer to my account?

• A maximum of 50 flight hours may be transferred from another virtual airline or VATSIM with proof of experience.

• Members who wish to have hours credited to their profile must provide a public website link (not password protected) or screenshot from a third party profile indicating flight hours during the registration process or through e-mail to the respective Vice President, Base Operations. E-mails that contain attachments other than image files will be unopened and promptly discarded for cyber security reasons.

• If the member has hours incurred from a previously registered VAC account, please indicate this during registration or by e-mail to the respective Vice President, Base Operations. A member of the Executive Team will review the applicant's old profile and credit full hours if applicable.

• Members who request transfer hours but who have not submitted sufficient proof via application or via email to the Executive Team may expect delays or forfeiture of transfer hour credit. VAC will not follow up on incomplete requests.

How should I maintain my logbook and VACARS?

• All pilots must fly at least one flight within the first 14 days of successful completion of registration. Your account must remain active status for a minimum of 30 days to request a Leave Of Absence (LOA). You may request a LOA of up to 6 months; however, active pilots must file a flight every 60 days. Active Pilots who do not comply with this rule will automatically be removed from the roster unless a request for Leave of Absence (LOA) is approved. You can use this feature under the HR tab in your MyVAC. If you require assistance, please contact the Vice President, Base Operations.

• All flights must contain a valid VAC flight as assigned by the scheduling system on the website. Flights not in this system will be rejected and removed after filing.

• Each pilot is only permitted to submit a flight report for the type of aircraft for which they have been certified. Any flight reports for uncertified aircraft will be rejected, and repeated offences may lead to the pilot's logbook wiped clean, be under suspended status or even termination of membership.

• The use of VACARS in conjunction with other virtual airline's ACARS system is strictly prohibited. The flight record will be removed and status of the member will automatically be set to suspension pending review from the management team.

• All new members must read and comply with the Standard Operating Procedures (SOPs).

Am I allowed to fly any aircraft type as a member?

• Flight crew are only authorized to change equipment on which they hold the privilege.

• VAC uses a flight tracking program that displays actual aircraft type operated on your system. If a violation is detected, the member will be given a warning and the flight assignment will be removed by our management team. It is imperative that you operate the aircraft type you bid for.

• Equipment changes can only be authorized within the same air operator. Aircraft operated by Mainline cannot be changed with aircraft operated by Leisure or Regional flights.

• Ad-hoc flights submitted to our management team will be reviewed and verified. Equipment type must correspond with real world flight operations and no substitution aircraft type may be used. Flight requests will be processed via e-mail or Discord (Dispatch on duty) at #crew_sked_requests within a 24 hour period. Please give yourself additional time before the flight prior to submitting your request. A reminder, Ad-hoc flights must be operated within -24/+24 of scheduled departure time.

• In order to simulate real world procedures, equipment changes are permitted on some flights. We encourage our members to follow real world equipment changes which can be referenced at www.flightaware.com.

• In order to maintain the spirit of real-world operations, VAC does not permit the substitution of the current fleet for historical fleet on scheduled flights under Mainline, Leisure, Regional, Freight and Charter banners.

Can I increase the flight simulation speed?

• Flight acceleration is strictly prohibited. Members found using flight acceleration will be automatically placed under suspension by an Executive Team member. Repeated offences will result in termination of member account.

VATSIM flying - what should I know?

• All flight crew members bidding and acting as Pilot-In-Command (PIC) or Second in Command (SIC) for a flight on the VATSIM network are obliged to follow all specified regulations and instructions under the authority of VAC, the VATSIM network and any third party present.

• As part of our agreement conditions with VATSIM while using their network, it is mandatory that all flights begin with a real world callsign (ex. ACAxxxx, ROUxxxx, JZAxxxx, etc). The pilot must also state in the Remarks section of the flight plan: "Operated by VAC | www.vacanada.org" in the textbox field when filing a flight plan. Failure to comply will result in a reminder from the Executive Team.

• Pilots participating in online events do not have aircraft type rating restrictions when flying on the VATSIM Network. However the aircraft type must be within current VAC fleet.

• In order to simulate real world procedures, equipment changes are permitted on some flights. We encourage our members to follow real world equipment changes which can be referenced at www.flightaware.com.

Privacy Policy


Our Commitment To You

• VAC is the sole owner of the information collected on this site. We will not sell, share, or rent this information to others in ways different from what is disclosed in this statement. VAC collects information from our users on our website. In order to use the website, a user must first complete the registration process. During registration a user is required to provide their contact information including name and an existing email address. This information is used only by VAC to contact the user about activities provided by VAC. VAC does provide your name and email address to other members of the VAC community, however, such information is protected by password and username. Demographic information is collected to comply with appropriate laws regarding children, to provide targeted services, and to incorporate network security.

• Cookies, and other means of personal unique identification, will be used during the registration process, but the personal data will be kept strictly confidential and used only to identify the user to the registration system. A cookie is a piece of data stored on the user's hard drive containing information about the user. These cookies are used to track a user through our site and for network security.

• We may use IP addresses to analyse trends, administer the site, track user's movement, and gather broad demographic information for aggregate use. IP addresses are linked to personally identifiable information for the purposes of network security.

• This web site contains links to other sites. VAC is not responsible for the privacy practices of such other sites. We encourage our users to read and make sure you are aware of the privacy statements of each and every web site that collects personally identifiable information. This privacy statement applies only to the VAC website.

• All users are automatically added to the email distribution of the NOTAM list for dissemination of information of urgent nature to all members or VAC. Membership in this distribution is mandatory for all members. This list will not be used for any other purpose, except for official business.

• From time-to-time VAC may request information from users via surveys or contests. Participation in these events is completely voluntary and the user therefore has a choice whether or not to disclose this information. Information requested may include contact information (such as name and shipping address), and demographic information (such as zip code, age level). Contact information will be used to notify the winners and award prizes. Survey information will be used for purposes of monitoring or improving the use and satisfaction of this site.

• While VAC takes every precaution to protect our users' information, we do not take responsibility if such information is fraudulently or illegally obtained. When users submit sensitive information via the website, we make every effort to ensure that your information is protected.

• If you have any questions about the security at VAC, you can send an email to the Senior Vice President & Chief Technology Officer. Corrections to personal information may be made online at the VAC website at www.flyvac.ca.

• Members who no longer wish to be a part of the VAC community may opt-out at any time and receive no further contact from VAC. To cancel your membership, please use the resignation forms found in your hub.

• Changes to our privacy policy will be posted on our Website as well as emailed to current members. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email with at least 30 days notice. If users do not wish to have their information used in this manner, they may terminate their membership with VAC within the 30 day period, and all information from that member will be removed from our system. We will only use information in accordance with the privacy policy in effect at the time.

• VAC does not accept memberships from children under age 13 without consent of a parent or guardian. If a child under the age of 13 wishes to participate in VAC, a signed letter is required to be mailed from the parent or guardian. VAC makes every effort to verify ages of minors at registration, however, we cannot guarantee that current members, or new members are 13 or older. Upon being advised that a member is under the age of 13, and the members guardian has not provided a signed approval letter, the members account will be suspended until such time that a parent or guardian provides such approval.

Let Us Help You!

Should you require any assistance, please do not hesitate to reach out via E-mail or Discord.

Our professional and knowledgeable team of aviation experts are here to support you throughout your virtual career with us.