Privacy Policy (Pilot Logbook Pro)

This Privacy Policy explains how Pilot Logbook Pro (“we”, “us”, “our”) collects, uses, shares, and protects information when you use the App and related services (the “Services”).

If you do not agree with this Privacy Policy, do not use the Services.

Your employer and airline policies. Before you share information with Pilot Logbook Pro - including logbook entries, profile details, imported schedules, calendar data, or credentials for optional integrations - you are responsible for confirming that your employer, airline, and applicable policies permit you to do so.

1) Summary of what we collect

We collect: (a) account info for sign-in; (b) logbook and profile data you provide; (c) imports and connected sources you choose (files you import, airline report and schedule file imports, calendar event data, and optionally airline crew-portal credentials on native apps for automatic refresh - see §2D, §2M, §2L); (d) operational data needed to run the Services (including local caches); (e) subscription and billing metadata if you subscribe (we do not store full payment card numbers); and (f) optional daily app-open counts per platform.

For optional automatic refresh on native apps, your crew-portal login credentials are stored only on your device secure storage and are not intentionally transmitted to Pilot Logbook Pro servers. See §2L and §7.

We do not sell your personal information.

2) Information we collect (detail)

A. Account and authentication

• Email address
• Authentication data via our auth provider (we do not store plaintext passwords)
• When you create an account: a terms acceptance record (server timestamp, terms effective date/version, platform, and optional app version; on web, truncated browser user agent). If our backend audit endpoint is used, we may also store a server audit timestamp and the IP address observed at that time.

B. Profile information (optional/you control what you enter)

• Name, airline, rank, licence nationality
• Licences/ratings (issue/expiry dates), medical type/dates
• Employers and dates, birthdate (optional)
• Home base airport code (optional), avatar selection, profile photo (optional)

C. Logbook data

• Flight details (date, aircraft, registration/tail, airports, times)
• Crew fields and remarks you enter
• Time categories, takeoffs/landings, instrument time and approaches
• Mapping fields where available (e.g., airport coordinates)
• Import/source metadata used for deduplication

D. Calendar data (only if you connect it)

• Calendar list metadata and event fields needed for schedule import (summary/title, description/notes, location, start/end, time zone)
• For Google Calendar, we may also retrieve your Google account email to show which account is connected

E. Files you choose to import

• PDF/CSV/Excel contents you provide for import, processed to extract flight data

F. Contact/support messages (only if you send them)

• Name, email, subject, and message contents

G. Location data

• If you grant location permission, the App may access your approximate device location while map features are in use

H. Local storage and caches

• Preferences and caches stored on-device (or in-browser on web) to improve performance and UX

I. Product usage telemetry (app opens)

• A count of how many times per calendar day the App is opened, with platform (web, iOS, or Android), stored under your account for reliability and engagement insights

J. PQRM import diagnostics (block time check)

• When importing an Air Canada PQRM logbook, minimal mismatch records (flight date, airport codes, timing delta) may be stored for administrator debugging-not full logbook rows

K. Subscriptions and billing

• Stripe (web): Stripe collects payment card and billing details. We receive subscription status, customer/subscription IDs, plan IDs, trial flags, and renewal metadata-not full card numbers.
• Apple / Google (mobile): In-app purchases are processed by the platform; we receive receipts/tokens and entitlement status after server validation.
• We store tier, status, expiry, platform, product ID, and verification timestamps to provide paid features.

L. Optional airline crew-portal credentials (automatic refresh)

Some supported airlines publish schedules through FLICA-hosted crew portals (e.g. Jazz, WestJet, WestJet Encore). Preferred ways to import schedules are connecting Google or Apple Calendar (§2D) or importing schedule files (§2M). On iOS or Android (Elite plans), you may optionally enable automatic refresh by providing your crew-portal username and password so the app can sign in from your device and download schedule data you request.

What is stored on your device

• Crew-portal username (to sign in and show which account is connected)
• Crew-portal password in your device Keychain (iOS) or Keystore (Android) via secure storage APIs
• Airline identifier (which portal host applies)
• Non-secret connection flags (e.g., connected status) in local app storage

What we do not store on our servers

• We do not store your crew-portal password on Pilot Logbook Pro servers, Firebase, or Cloud Functions
• We do not receive crew-portal credentials when you sync; credentials are used only on your device to communicate directly with the airline portal over HTTPS

Why device storage is used

• So you do not have to re-enter your password every time you refresh on that device
• To verify credentials with the airline portal before saving them on the device
• To sign in only when you initiate a schedule refresh and retrieve export data for draft flights in your logbook

iCloud Keychain (Apple devices): If you do not enable "store credentials only on this device," Apple may sync saved credentials across your Apple devices through iCloud Keychain when that feature is enabled in your Apple ID settings. Credentials are still not stored on Pilot Logbook Pro servers.

Draft schedule data: Normalized draft flights from any import path may sync to your Pilot Logbook Pro account (Firestore) for cross-device use. That data does not include your crew-portal password.

Schedule snapshot (cross-device viewing): When you sync or import a schedule on iOS, Android, or web, we may store a trimmed copy of your parsed schedule in your account (Firebase Storage and Firestore metadata) so you can view that schedule on other devices - for example, on the web app without live portal sign-in. This snapshot contains roster/schedule content only, not your crew-portal password or other calendar login credentials.

Web app note: Automatic refresh is not available on web. You may import schedule files on web without providing crew-portal credentials to Pilot Logbook Pro.

Employer and airline policies: Do not use automatic refresh if your employer or airline prohibits sharing portal credentials with third parties. We are not affiliated with your airline or FLICA/CAE.

M. Manual schedule file import

If you import schedule files (such as exports from your airline crew portal), you provide those files when you choose to import. We do not store airline portal passwords for this path.

• Parsed schedule data may sync to your account as draft flights and schedule snapshots (see §2L schedule snapshot), same as other import methods
• This path is available on web, iOS, and Android and does not require crew-portal sign-in inside the App
• You are responsible for exporting files from sources your employer and airline permit you to use with third-party apps

3) How we use information

• Provide, operate, and maintain the Services (sign-in, sync, import/export)
• Store/display your logbook and generate calculations you request
• Import schedule data and generate draft flights (only when you initiate imports), including calendar sync, schedule file import, or optional airline portal refresh when you connect and request it
• Provide maps and route visualization
• Respond to support requests you initiate
• Improve reliability and security and prevent abuse
• Process subscriptions, validate entitlements, and manage billing-related account status
• Comply with legal obligations

4) Legal bases (where applicable)

Contract, consent (permissions, optional profile fields, and optional airline crew-portal credential storage when you enable automatic refresh), legitimate interests, and legal obligations, depending on jurisdiction

5) How we share information

• With service providers/processors needed to run the Services (hosting, auth, database, storage, email delivery for contact, and Stripe for web subscription payments)
• With third-party platforms you connect (e.g., Google Calendar or airline scheduling providers) to retrieve data you request. For supported native-app airline scheduling connections, your device communicates directly with the provider; we do not receive your scheduling-provider password on our servers
• With mobile app stores (Apple, Google) when you purchase subscriptions through in-app purchase

We do not sell personal information or share it for cross-context behavioral advertising.

6) Google API Services User Data Policy (Google Calendar “Limited Use”)

• We request read-only calendar access (calendar.readonly) for schedule import.
• We use Google Calendar data only to provide user-facing schedule import and draft-flight creation features.
• We do not use Google Calendar data for advertising, profiling, or sale.
• We store Google OAuth refresh tokens encrypted on our backend until you disconnect; disconnect deletes stored tokens.

Google user data: specific disclosures

If you connect Google Calendar, we process Google user data under the Google API Services User Data Policy, including Limited Use requirements.

What Google data we access: calendar read data required for schedule import (read-only scope) and your Google account email used to display connected account identity.

How we use Google data: only to provide and improve user-facing features in Pilot Logbook Pro (for example, schedule import and draft-flight generation).

What we do not do with Google data:

• no sale of Google user data;
• no use for advertising (including targeted, personalized, retargeted, or interest-based ads);
• no transfer to data brokers or information resellers;
• no use for credit-worthiness or lending decisions;
• no use of Google user data to train generalized AI/ML models.

Human access restrictions: we do not allow human review of Google user data except when necessary for security, legal compliance, or when you explicitly ask us to investigate a support issue involving your data.

Scope minimization: we request only the minimum scopes needed for implemented features.

7) Airline scheduling provider connections

This section applies when you connect an airline scheduling provider, sync a calendar feed, or upload schedule files to generate draft flights.

Your authorization

By enabling a scheduling-provider connection, you authorize Pilot Logbook Pro to retrieve and process the information necessary to provide the requested feature. Processing occurs only when you initiate sync or connect through the app.

Schedule and roster data

When you connect a scheduling provider, we may receive schedule, roster, pairing, duty, flight, airport, aircraft, timing, and related information made available through that provider. Normalized draft flights and related schedule data may sync to your Pilot Logbook Pro account (for example, in our cloud database) for cross-device use. That synced data does not include your scheduling-provider password.

Schedule information may contain information relating to other individuals, including other crew members. You must use that information only for your own legitimate personal and professional purposes and must not share, publish, sell, distribute, or use it to monitor, harass, stalk, intimidate, or target another person.

Authentication and credentials

For native-app connections that require direct login, credentials are stored only on your device as described in §2L. We do not proxy scheduling-provider login traffic through our servers and do not intentionally transmit your airline password to Pilot Logbook Pro servers.

Pilot Logbook Pro will not ask you to provide your airline password, MFA code, security answer, or other authentication secret through email, telephone, support chat, or an unaffiliated website.

Third-party control and availability

Connected scheduling providers are operated by third parties. We do not control their availability, authentication requirements, security practices, terms, data accuracy, or continued support for third-party applications. Providers may change, restrict, suspend, or terminate access without notice.

We may also suspend or disable a scheduling-provider connection where necessary for security, legal, privacy, technical, operational, or contractual reasons.

Provider interruptions

If a scheduling provider presents a security warning, CAPTCHA, MFA challenge, access restriction, or other interruption that Pilot Logbook Pro does not support, we do not use your credentials to bypass it. Follow the provider's instructions or use an alternative manual import method (such as uploading an exported schedule file).

Disconnect and deletion

• You can disconnect an airline scheduling provider in the app at any time, which deletes credentials from your device
• Signing out or deleting your Pilot Logbook Pro account removes scheduling-provider credentials from your device
• Information already imported into your account may remain until you delete it or it is deleted in accordance with §8

What we do not do

• We do not sell scheduling-provider credentials or schedule data for advertising
• We do not use schedule data for cross-context behavioral advertising
• We do not proxy airline login traffic through our servers

See also our Terms and Conditions (§5) for your responsibilities when using scheduling-provider connections.

8) Data retention

We retain data while your account is active, and may retain limited information longer for security, compliance (including terms/privacy acceptance records where appropriate), and backups.

We retain data only as long as needed for the purposes described in this policy, unless a longer period is required by law:

• Google OAuth refresh tokens: retained while your Google Calendar connection is active; deleted when you disconnect.
• OAuth state/callback and security troubleshooting artifacts: retained up to 30 days.
• Support/contact records: retained up to 24 months.
• Backup/disaster-recovery copies: retained up to 35 days before overwrite/deletion.
• Account/logbook/profile data: retained while your account remains active, unless you request deletion earlier.
• Airline scheduling-provider credentials (native app): retained on your device while the connection is active; deleted when you disconnect, sign out, or delete your account.
• Imported draft schedule data: retained while your account remains active or until you delete the drafts or your account. Disconnecting a scheduling provider stops future retrieval through that connection but does not automatically delete schedule data already imported into your account.

Deletion requests:

See Delete your Pilot Logbook Pro account for step-by-step instructions, or contact support@pilotlogbook-pro.com (identity verification may be required). After verification of account ownership, we process deletion requests within a reasonable operational window and remove data from active systems, then from backups on their normal backup lifecycle (up to 35 days).

9) Security

We use reasonable safeguards, but no system is perfectly secure. Keep your Pilot Logbook Pro password confidential. For airline scheduling connections, maintain the security of your device, use a device passcode or equivalent protection, keep your operating system current, and disconnect the provider if your device is lost, compromised, or no longer under your control.

Data protection mechanisms for sensitive data

We implement administrative, technical, and organizational safeguards designed to protect sensitive data, including Google user data obtained through Google APIs.

• Encryption in transit: All data transmitted between the app, users, and our backend services is encrypted using HTTPS/TLS.
• Encryption at rest: Data stored in our managed cloud infrastructure is protected using industry-standard encryption-at-rest mechanisms provided by our cloud providers.
• Token protection: Google OAuth tokens (including refresh tokens) are encrypted using Google Cloud Key Management Service (KMS) before storage. Tokens are decrypted only when required to perform authorized operations on behalf of the user.
• Access controls: We enforce strict authentication and per-user authorization rules to ensure that users can only access their own data. Access to sensitive data is restricted to authorized services and personnel only.
• Least privilege principle: System components and services are granted the minimum level of access required to perform their functions. Sensitive credentials and secrets are securely stored and never exposed in client-side code or source control.
• Security monitoring and abuse prevention: We use logging, monitoring, and rate-limiting mechanisms to detect, prevent, and respond to unauthorized access attempts and abuse.
• Connection lifecycle controls: When a user disconnects their Google Calendar account, all associated OAuth tokens and connection data are securely deleted. When a user disconnects an airline scheduling provider on a native app, credentials are deleted from device secure storage.
• Device-only credential storage: For supported native-app airline scheduling connections, scheduling-provider passwords are stored in device Keychain or Keystore and are not intentionally transmitted to Pilot Logbook Pro servers. You are responsible for device passcode protection, keeping your OS current, and disconnecting if your device is lost or compromised.
• Data retention and deletion: Sensitive data is retained only as long as necessary to provide the service. Users may request deletion of their data, and we process deletion requests within a reasonable timeframe. Backup data is retained only for operational recovery purposes and is automatically deleted after its retention period.
• Incident response: In the event of a security incident, we take immediate steps to investigate, contain, and remediate the issue, and we provide notifications where required by applicable law.

While we take reasonable measures to protect data, no system can be guaranteed to be completely secure.

10) Your rights and choices

Depending on location, you may request access/correction/deletion and manage permissions in device settings. Contact support@pilotlogbook-pro.com.

11) Children’s privacy

Not directed to children under 13 (or the minimum age required by local law). If you believe a child has provided info, contact us to request deletion.

12) International transfers

Data may be processed in other countries where service providers operate, with safeguards where required.

13) Third-party links and services

Third-party services are governed by their own policies.

14) Changes

We may update this policy and will update the effective date. Where required, we will provide additional notice. If we materially change how we use Google user data, we will update disclosures and obtain any required consent before new use.

15) Contact

Email: support@pilotlogbook-pro.com
Support page: https://www.pilotlogbook-pro.com/support