How we collect, use, and protect information

This Privacy Policy explains how Pilot Training Tracker collects, uses, stores, and shares information when schools, instructors, students, and administrators use the service. This policy is a practical starter policy for your beta product and should be reviewed by legal counsel before public commercial launch.

1. Information We Collect

We may collect account details such as full name, email address, phone number, role, home airport, and school affiliation. We may also collect training records and operational data including course enrollments, ACS progress, stage-gate signoffs, quiz attempts, endorsements, notes, files, messages, checkride-prep records, and activity logs.

When someone uses the platform, we may also collect technical information such as browser type, device information, approximate location based on network routing, page URLs, timestamps, and error or feedback reports submitted through the platform.

2. How We Use Information

We use information to provide and improve the platform, including to:

operate user accounts and school workspaces;

support training workflows, progress tracking, messaging, quiz delivery, and document storage;

send transactional emails, password-reset messages, invitations, and optional SMS notifications;

monitor service reliability, investigate bugs, and respond to support requests; and

maintain audit history, security, and abuse prevention.

3. School-Controlled Data

Much of the information stored in the platform is controlled by the school using the service. Schools may decide what student and instructor data is entered, uploaded, reviewed, or retained. Users understand that their school may view and manage records created within that school workspace, subject to role-based access controls.

Certain sensitive files, such as TSA identification documents, may be restricted so that only authorized staff can view them.

4. Sharing of Information

We do not sell personal information. We may share data with service providers that help operate the platform, such as hosting providers, authentication providers, storage providers, email delivery providers, and SMS delivery providers.

We may also disclose information when reasonably necessary to comply with law, enforce agreements, protect users, investigate fraud or misuse, or respond to valid legal process.

5. Data Retention

We retain information for as long as needed to provide the service, maintain school records, resolve disputes, comply with legal obligations, and enforce agreements. Different schools may retain records for different periods depending on their training and compliance needs.

6. Security

We use reasonable administrative, technical, and organizational measures to help protect data. However, no method of transmission, storage, or security control is guaranteed to be completely secure, and users accept that some risk is inherent in all online systems.

7. Your Choices

Users may be able to update certain account details, notification preferences, and passwords through the platform. Schools and administrators may also be able to archive, deactivate, or otherwise manage user access depending on their role.

8. Children and Training Records

The platform is intended for aviation training and operational use. If a school uses the platform for a minor student, the school is responsible for obtaining any permissions or notices required under applicable law.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may update the effective version shown on the site or provide additional notice through the platform.

10. Contact

For privacy questions, data requests, or support concerns, users should contact the platform operator or their school administrator through the support process provided with the service.