How the Academy Portal uses your information

Information we collect

• Application information: RP name, email address, Discord username and ID where available, selected department, confirmation that you are over 13, availability, written answers and submission date.
• Recruitment records: application reference and TOM code, current stage, assessment marks, decision notes, outcome and whether an application was withdrawn or archived.
• Academy information: department programme, training bookings, attendance, onboarding confirmations, quiz answers, scores, attempts, cooldowns, progress, warnings and disciplinary reasons, and the sessions allocated or made available to you.
• Discord information: account identifiers and profile details returned during Discord sign-in. Where staff access is requested, the portal may check relevant server roles through Discord.
• Staff activity: the identity attached to application marking, training scheduling, attendance changes, announcements and administration actions.
• Technical information: essential session cookies, hosting security logs and, if enabled, website analytics supplied by Vercel, such as page usage and basic device or browser information.

The portal asks for an RP name, not a Roblox account ID, Roblox avatar or Roblox group rank.

Cookies and browser storage

We use essential cookies to keep you signed in and secure the sign-in process. The tui_session cookie expires after 14 days; Discord sign-in may also use Supabase authentication cookies. Signing out clears the portal session. Blocking these cookies can prevent access to private areas.

Browser storage remembers application drafts, your selected language, notification read status and your analytics choice. These remain on your device until replaced or cleared through your browser. Local development previews also store sample onboarding progress; these preview records are not production trainee records.

Optional analytics is disabled until you choose to enable it. You can change your choice using Analytics preferences at the bottom of the page. We do not use advertising cookies. External Roblox, Discord, X and TikTok links take you to services with their own privacy and cookie policies.

AI-assisted application review

Authorised recruitment reviewers can request an AI-assisted assessment using Google Gemini. Application answers, RP name, email, Discord identifiers, application reference, role, availability and age-requirement confirmation are sent to that service, and the suggested assessment is saved with the reviewer and model details. Staff remain responsible for recruitment decisions. Contact Support to ask about a review or challenge inaccurate information.

Application drafts

Unsubmitted application answers and the current application step are saved in local storage on the browser and device you are using. Drafts are not sent to the recruitment database until you submit the application. They may remain on that device until you clear the site's browser data or replace the draft.

How we use information

• Receive, review, score and decide applications.
• Show candidates their live stage, next action and outcome.
• Issue and verify TOM-code access to private candidate areas.
• Allocate Academy information and manage training attendance.
• Notify candidates about status changes, available training and staff announcements.
• Authorise instructors, recruitment markers and administrators.
• Operate, secure, maintain and understand use of the portal.

Where information is stored and processed

Submitted portal records are stored using Supabase. The website is hosted by Vercel. Optional Vercel Analytics runs in production only after you enable analytics. Discord processes information when you choose Discord sign-in or when an authorised role check is required. These providers process information under their own terms and privacy notices.

We use access controls and other reasonable safeguards, but no online service can guarantee absolute security. Keep TOM codes private because they act as login credentials.

Who can see your information

Application answers, marks and contact details are intended for authorised recruitment markers and administrators. Instructors may see the candidate and TOM-code information needed to manage successful applicants and training. Candidates only receive access to the application linked to their own session.

We do not sell personal information. Information may be disclosed where reasonably necessary to operate the portal, protect users, comply with a valid legal requirement or work with the service providers listed above.

Retention, archiving and withdrawal

Application records are kept for 12 months after the application closes. Training, attendance, warning, disciplinary and staff-action records are kept for 12 months after the relevant training or activity ends. Staff review retention and arrange deletion or anonymisation; deletion is not currently automated. Records needed for an active dispute or legal obligation may be held longer, with the reason reviewed. Withdrawal does not itself delete a record. Locally saved drafts remain under your browser controls.

Your choices and requests

• Review application answers before submitting.
• Withdraw an active application through the candidate dashboard.
• Clear a locally saved draft through your browser's site-data controls.
• Request access to, correction of or deletion of your submitted information.
• Sign out and stop using the portal at any time.

A deletion request may be limited where a record is reasonably needed for security, dispute handling or operational continuity.

Age requirement

Applications are only accepted from users who confirm they are over 13. Do not submit an application if you do not meet that requirement.

Contact

For privacy questions or data requests, contact Progamerzzzz8447 on Discord or open a support ticket in the official TUI Airways ROBLOX Discord server. Include your application reference where appropriate, but never post a TOM code publicly.