1. Scope and roles
This Policy applies to AirplaneHQ’s public websites and hosted product (the “Service”). “Customer” means the aircraft partnership, owner group, flying club, or other organization that creates or controls a partnership workspace. “User” means an individual who visits or uses the Service.
For information entered into a partnership workspace, the Customer ordinarily decides why the information is used, who may access it, and how long it is needed. AirplaneHQ processes that information to provide the Service. For account administration, security, public-site operation, billing, and direct support, AirplaneHQ may determine the relevant processing purposes.
2. Information we process
Account and profile information
Name, email address, password hash, timezone, phone number, address, emergency-contact details, account state, device information, notification preferences, and partnership memberships.
Partnership and aircraft information
Partnership settings, member roles, invitations, aircraft identity, serial information, meter values, access assignments, qualifications, scheduling limits, reservations, destinations, purposes, notes, instructors, flight logs, fuel and oil entries, squawks, projects, components, maintenance requirements, events, completions, vendors, technicians, and activity history.
Documents and logbooks
Uploaded files, filenames, folder and tag information, metadata, version information, visibility, storage keys, digital logbook pages, selected regions, OCR text, analysis results, user-reviewed suggestions, evidence relationships, and export activity. These records may contain personal information or signatures supplied by the Customer.
Financial and operational records
Expenses, receipts, vendors, payers, participant shares, balances, settlements, accounting periods, recurring rules, and exports. AirplaneHQ does not itself process or store complete payment-card credentials to move money between members.
Technical and support information
IP address, request timing, browser or app version, device and push-registration identifiers, API-token metadata, authentication events, error and diagnostic data, service logs, support communications, and information voluntarily supplied to investigate a request.
3. How we use information
- Provide, personalize, maintain, and secure the Service.
- Authenticate users and enforce partnership, role, aircraft, and document permissions.
- Process reservations, records, maintenance workflows, expenses, notifications, imports, exports, and reports requested by users.
- Perform local OCR and, when enabled, optional AI-assisted analysis subject to human review.
- Send transactional email, in-app notices, and mobile push notifications according to settings and eligible events.
- Provide support, investigate errors, prevent abuse, protect data integrity, and recover service.
- Understand performance and improve product usability and reliability.
- Comply with law, enforce agreements, and establish, exercise, or defend legal claims.
4. Legal bases where required
Depending on jurisdiction and context, processing may rely on performance of a contract, legitimate interests in providing and securing the Service, compliance with legal obligations, protection of vital interests, or consent. A Customer is responsible for establishing its own lawful basis and providing required notices for information it places in a workspace.
5. How information is disclosed
Within a partnership
Information is disclosed to authorized users according to membership, role, aircraft access, document visibility, and workflow permissions. Partnership administrators control many of these assignments.
Service providers
Infrastructure, database, object-storage, email, push-notification, monitoring, customer-support, and optional AI providers may process limited information on AirplaneHQ’s behalf. The Subprocessor page describes the current production categories and configured providers.
Legal and safety reasons
Information may be disclosed when reasonably necessary to comply with law or valid process; protect rights, safety, security, and service integrity; investigate fraud or abuse; or respond to an emergency. AirplaneHQ does not promise to monitor aircraft airworthiness or operational safety.
Business changes
Information may be transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to applicable confidentiality and notice requirements.
AirplaneHQ does not sell personal information for money and does not use customer aircraft records for cross-context behavioral advertising.
6. OCR and optional AI processing
Local OCR may analyze committed logbook page images within the application environment. When optional AI enhancement is enabled, relevant page images, extracted text, and limited candidate context may be sent to the configured AI provider to produce a draft analysis. Suggestions do not automatically update official maintenance data and require authorized human review. See AI Transparency.
7. Retention
Information is retained while needed to provide the Customer workspace, maintain operational and audit history, satisfy the Customer’s instructions, resolve disputes, secure the Service, meet legal obligations, and enforce agreements. Different records may require different retention. Archived or soft-deleted records may remain recoverable for a period; backups and object versions may persist according to provider retention cycles.
Because aircraft operations, maintenance, and accounting can require durable history, deletion requests may require Customer authorization and may not erase records that another party is legally or contractually entitled or required to retain. Customers must establish their own record-retention policy.
8. Security
AirplaneHQ uses administrative, technical, and organizational safeguards appropriate to the Service, including authentication, hashed credentials, scoped authorization, encrypted transport in production, private object-storage support, defensive application controls, logging, health monitoring, and recovery practices. No method of transmission or storage is completely secure. Users must protect passwords, devices, email accounts, API tokens, and private calendar links.
9. International processing
AirplaneHQ and its providers may process information in the United States and other countries where they operate. Where required, AirplaneHQ will use an approved transfer mechanism and supplementary safeguards for international transfers.
10. Privacy choices and requests
Users can update certain profile and notification information in the Service. Depending on applicable law, a person may request access, correction, deletion, restriction, objection, portability, or withdrawal of consent. Requests must be verified. When AirplaneHQ processes information for a Customer, the request may be referred to the partnership administrator.
To protect partnership and aircraft records, requests are not fulfilled solely from an unverified email. AirplaneHQ may retain information when legally permitted or required, including security records, transaction history, backups pending rotation, and records necessary to protect other users’ rights.
11. Children
The Service is not directed to children under 13 and is not intended for anyone who cannot legally agree to the Terms. AirplaneHQ does not knowingly collect personal information from children through independent account registration. Contact support if you believe a child supplied information improperly.
12. Public website and cookies
The Service uses essential cookies and browser storage for authentication, security, session continuity, and preferences such as appearance. Any future non-essential analytics or advertising technology will require an updated notice and consent controls where applicable. See the Cookie Notice.
13. Changes to this Policy
AirplaneHQ may update this Policy to reflect product, provider, legal, or operational changes. The effective date will be updated and material changes will be communicated through a reasonable channel. Continued use after the effective date is subject to the updated Policy where permitted by law.
Contact
Questions or requests concerning this document may be sent to admin@aviationgoapp.com. Do not include passwords, API tokens, private calendar links, or unnecessary aircraft or personal records.