Privacy Policy

• Account & profile: name, email, rank, home base, and authentication identifiers (handled by our identity provider).
• Logbook & roster data: flights, times, routes, aircraft, and any rosters or itineraries you upload or forward — including the original files.
• Family sharing: the email addresses you invite, and which pilots a viewer is granted access to.
• Payment data: subscription status and customer identifiers. Card details are handled directly by our payments provider (Stripe) — we never see or store full card numbers.
• Device & notifications: push tokens (mobile) and notification preferences.
• Usage & technical: basic analytics, log data, and a small number of cookies (see our Cookie Policy).

• To provide the Service — store your logbook, parse rosters, compute totals, and show your shared page to invited family.
• To process payments and manage subscriptions and any referral rewards.
• To send service emails (invitations, roster digests, receipts) and, where enabled, push notifications.
• To secure, maintain, debug, and improve the Service.
• To comply with legal obligations.

Where UK/EU data protection law applies, we rely on: performance of our contract with you (to provide the Service); our legitimate interests (to secure and improve the Service); your consent (e.g. optional notifications); and compliance with legal obligations.

To turn uploaded rosters and forwarded itineraries into structured flights, the document text may be sent to a third-party AI provider for parsing. We send only what is needed for this purpose and do not use your content to train third-party models. If you would rather not use AI parsing, you can add flights manually instead.

We share personal data only as needed to run the Service:

• Family members you invite — they see your roster and live status, by your choice. You can revoke access at any time.
• Service providers (processors) acting on our instructions: identity/authentication, payments, cloud hosting and file storage, transactional email, AI roster parsing, flight-status data, and analytics.
• Legal & safety: where required by law or to protect rights, safety, and the integrity of the Service.

We do not sell your personal data.

Some providers may process data outside your country. Where we transfer personal data internationally, we rely on appropriate safeguards (such as standard contractual clauses) as required by applicable law.

We keep your data while your account is active and as needed to provide the Service. When you delete your account, we delete or anonymise your personal data within a reasonable period, except where we must retain certain records (e.g. for tax, accounting, or legal purposes).

Subject to applicable law, you may have the right to access, correct, delete, export, or restrict processing of your personal data, and to object to certain processing or withdraw consent. To exercise these rights, contact us using the details below. You also have the right to complain to your local data protection authority (in the UK, the Information Commissioner’s Office).

We use industry-standard measures to protect your data, including encryption in transit and access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

The Service is not intended for children under 16, and we do not knowingly collect their personal data.

We may update this Policy from time to time and will note the “last updated” date above. For any privacy question or request, contact us at privacy@freeflyinglogbook.com.