Privacy Policy

Last Updated: March 6, 2026

Summary (TL;DR)

  • What we collect: Account info, profile details, documents and logbooks you upload, extracted entries, flight requests, messaging data
  • How we use it: To provide our services, process purchases and manage credits, and improve and protect the platform
  • How we share it: With other platform users (with your consent), service providers, and when legally required
  • Your rights: Access, correct, or delete your data, manage documents, opt out of communications
  • Security: We encrypt sensitive data, use secure protocols, and implement multiple security measures
  • Questions? Contact us at [email protected]

1. Introduction

This Privacy Policy describes how MyAviatorList ("we," "our," or "us") collects, uses, and shares information when you use our website, mobile application, or any other services offered by MyAviatorList (collectively, the "Services").

By using the Services, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our Services.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

  • Account Information: When you create an account, we collect your name, email address, password, phone number, and user role (aircraft owner/operator or contract pilot).
  • Profile Information: For contract pilots, we collect information about your qualifications, certificates, ratings, experience, availability, and day rate preferences.
  • Document Uploads: We collect documents that you upload to verify or supplement your profile, including pilot certificates, resumes, insurance documents, medical certificates, or other aviation-related files. These documents are encrypted at rest, stored securely, and are not publicly visible unless explicitly shared with another user. Authorized MyAviatorList personnel and contractors may access uploaded documents only as needed to operate the Services, provide customer support, investigate abuse, and comply with legal obligations. You can delete these documents at any time.
  • Flight Request Information: When you create a flight request, we collect details about the planned flight, including departure and arrival locations, dates, times, aircraft type, offered day rate, and any special requirements.
  • Pilot Responses: When pilots express interest in a flight request, we collect information about their proposed day rates and availability.
  • Communications: We collect information when you communicate with us directly or through the platform's messaging system, including customer support requests and feedback.
  • Payment Information: If you make a purchase (for example, one-time packages or credit add-ons), payment processing is handled by our payment processor (Stripe). We do not store complete credit card information on our servers.
  • Logbook Scanning Data: If you use our logbook scanning features, we collect the logbook pages/files you upload, extracted text and structured entries, edits you make, and generated summaries or reports. Authorized MyAviatorList personnel and contractors may access logbook content and extracted data only as needed to operate the Services, provide customer support, investigate abuse, and comply with legal obligations.
  • Aircraft Maintenance Data: When using our aircraft maintenance logging feature, we collect information you provide about your aircraft maintenance, including maintenance event dates, descriptions, service types, maintenance providers, part numbers, airframe times, engine times, squawks, airworthiness directives, and any documents you upload related to maintenance events.

2.2 Information We Collect Automatically

When you access or use our Services, we automatically collect certain information, including:

  • Device Information: Information about the device you use to access our Services, including device type, operating system, and browser type.
  • Usage Information: Information about how you use our Services, including the pages you visit, the time and duration of your visits, and the actions you take within our Services.
  • Approximate Location Information: We may infer general location from IP address, proxy headers, and airport or location details you choose to provide. We do not currently request your device GPS location.
  • Cookies and Similar Technologies: We use cookies and similar technologies to collect information about your use of our Services and to provide features to you.

3. Cookies and Similar Technologies

We use cookies and similar technologies to enhance your experience with our Services. Cookies are small text files that websites place on your device to store information that can be recalled by the website.

3.1 Types of Cookies We Use

Type of Cookie Purpose Duration
Essential Cookies These cookies are necessary for the website to function properly. They enable core functionality such as security, account authentication, and remembering your preferences. Session to 1 year
Performance/Analytics Cookies These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. We use this information to improve our website. 1 day to 2 years
Functionality Cookies These cookies allow the website to remember choices you make and provide enhanced features and content. Session to 1 year

3.2 Managing Cookies

Our website requires cookies to function properly. Essential cookies for authentication, security, and core functionality cannot be disabled on our site.

If you wish to restrict or block cookies, you can do so through your browser settings. However, please note that restricting cookies may impact your ability to use our Services, and some features may not function properly.

4. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our Services;
  • Match aircraft owners/operators with suitable contract pilots;
  • Process and facilitate flight requests and communications between users;
  • Generate and send calendar invitations for flight schedules;
  • Facilitate the pilot selection process;
  • Process payments (including one-time purchases and credit add-ons) and manage access/credit balances;
  • Allow users (such as aircraft owners) to view relevant pilot documentation to assist in pilot selection;
  • Store and manage files associated with your user profile securely;
  • Facilitate secure document access for compliance and operational planning;
  • Store and manage aircraft maintenance records to provide you with a supplementary aircraft maintenance tracking system, while emphasizing that this is not a replacement for official FAA-required maintenance records;
  • Send you technical notices, updates, security alerts, and administrative messages;
  • Respond to your comments, questions, and customer service requests;
  • Communicate with you about products, services, offers, and events offered by MyAviatorList and others, and provide news and information we think will be of interest to you;
  • Monitor and analyze trends, usage, and activities in connection with our Services;
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities and protect the rights and property of MyAviatorList and others;
  • Personalize and improve the Services and provide content or features that match user profiles or interests;
  • Facilitate contests, sweepstakes, and promotions and process and deliver entries and rewards.

5. AI-Powered Document Processing

MyAviatorList offers optional AI-powered logbook scanning services for both aircraft maintenance logs and pilot flight records. When you use these features:

5.1 Document Processing

  • Uploaded logbook pages (PDFs and images) are processed using optical character recognition (OCR) technology
  • We may process your documents using a combination of OCR and AI models (for example, to extract structured maintenance entries and generate summaries)
  • Where applicable, we use OpenAI API to extract and summarize information from uploaded content
  • All uploaded documents are encrypted using AES-256-GCM encryption before storage
  • Temporary files created during processing are automatically deleted after processing completes

5.2 Third-Party AI Services

When you use our AI scanning features, your document data may be processed by:

  • OpenAI - AI models for contextual understanding, extraction, and summarization
  • Other service providers - We may use additional vendors as needed to provide the Services (for example, secure file storage and OCR tooling)

These services process your data according to their respective privacy policies and data handling practices. We only send the minimum necessary data for processing.

When you generate certain aircraft summary reports, we may also use aircraft identifiers, prior registration information, or aircraft model information to perform limited public-reference checks (for example, public accident-history or model-reference lookups) and include those results in the report. These checks are supplementary, may be incomplete, and do not replace review of the underlying logbooks.

We do not sell your uploaded documents. We do not use your uploaded documents to train general-purpose AI models without your permission.

5.3 Data Accuracy and Limitations

  • AI extraction may contain errors or inaccuracies
  • All extracted data should be verified by users before relying on it
  • We provide confidence scores to help you assess extraction accuracy
  • You can manually edit any extracted data to correct errors

5.4 Important Legal Notice

Digital records and AI-extracted data do not replace required recordkeeping. Electronic copies are provided for reference, convenience, review, and organization only. You remain responsible for maintaining whatever records, signatures, originals, or retention practices are required for your specific aircraft, operation, and regulatory context. Our service provides supplementary digital access and is not intended to be the sole official recordkeeping system.

6. How We Share Your Information

We may share information about you as follows or as otherwise described in this Privacy Policy:

  • With Other Users: When you submit a flight request or accept a flight as a contract pilot, we will share relevant information with the other parties involved in the transaction. When you apply for a flight request or respond to an inquiry, you may choose to share uploaded documents with the aircraft owner/operator. If you share aircraft/logbook data or summaries (for example, by sharing a link or explicitly granting access), we will share the content you choose to share with the recipient(s). Share links may permit read-only access without login until the link expires or is revoked; some share links may be created without an expiration date.
  • Within MyAviatorList: We may share information internally with our employees and contractors who need access to perform their job duties (for example, customer support, trust & safety, engineering, and billing support).
  • With Service Providers: We may share information with vendors, consultants, and other service providers who need access to such information to carry out work on our behalf, including:
    • Stripe - Payment processing for one-time purchases and credit add-ons
    • SendGrid - Email delivery service
    • Digital Ocean Spaces - Secure encrypted storage for uploaded documents
    • Digital Ocean - Application and database hosting
    • Cloudflare - Security, performance, and geographic access controls
    • OpenAI - AI language models for data extraction and summarization
  • In Response to Legal Process: We may disclose information if required to do so by law or in response to valid legal process.
  • To Protect Rights and Safety: We may share information when we believe it is necessary to comply with applicable laws, to protect our rights and safety and the rights and safety of our users and others.
  • In Connection with a Transfer of Business: If MyAviatorList is involved in a merger, acquisition, financing, or sale of all or a portion of its assets, information about you may be transferred as part of that transaction.
  • With Your Consent: We may share information with your consent or at your direction.
  • Aggregated or De-Identified Information: We may share aggregated or de-identified information, which cannot reasonably be used to identify you, with third parties. For example, we may share anonymized data about pilot demand trends, popular flight routes, or average day rates by aircraft type to improve our services and for industry analysis.

7. Messaging System

MyAviatorList provides a messaging system to facilitate communication between aircraft owners/operators and contract pilots:

  • Real-time Communication: Our messaging system uses WebSockets to provide real-time communication between users.
  • Message Storage: Messages are stored in our database to maintain conversation history. Access to messages is limited to the participants in the conversation.
  • Email Notifications: We may send email notifications when you receive new messages. These notifications may include a preview of the message content.
  • Abuse Prevention: We may limit messaging features to prevent spam/abuse and to enforce our Terms of Use.

All message contents are subject to our Terms of Use. We reserve the right to review message contents if we suspect violations of our terms.

8. Calendar Integration and Flight Scheduling

MyAviatorList provides calendar integration features to help you manage your flight schedule:

  • Calendar Invites: We generate and send calendar invitations (.ics files) for confirmed flights.
  • Flight Details: Calendar events include flight details such as departure/arrival locations, dates, times, and aircraft information.
  • Email Delivery: Calendar invitations are delivered as attachments to confirmation emails.

When you receive and accept these calendar invitations, they may be integrated into your personal or business calendar applications. MyAviatorList does not have access to other events in your calendar or your calendar settings beyond the events we create.

9. Payments and Credit Balances

If you make a purchase through the Services, payment processing is handled by Stripe (a PCI DSS Level 1 compliant payment processor). We maintain limited records to provide paid features and customer support, including:

  • Stripe identifiers: Stripe customer and transaction identifiers
  • Purchase history: Product purchased, amount, currency, and status (paid/refunded/disputed)
  • Credit balances: Page and summary credit balances and usage history (where applicable)

We do not store complete credit card information on our servers.

10. Data Retention

We will retain your information for as long as your account is active or as needed to provide you with our Services. We will also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

For logbook scanning and review services, we generally retain:

  • Uploaded logbook files/pages: Retained while your account is active and until you delete them
  • Extracted entries and summaries: Retained while your account is active and until you delete them
  • Temporary processing files: Automatically deleted after processing completes

When you delete documents or logbook pages through the interface, we delete the content from our active systems and attempt to delete associated stored files and caches. Residual copies may remain in backups for a limited period of time.

If you request account deletion, we will delete or anonymize your personal information and user content within a reasonable period of time, subject to legal, accounting, fraud prevention, and security requirements.

11. US-Only Operation

MyAviatorList is based in the United States and currently uses geographic controls intended to limit general access to US users. All information is collected and processed in the United States in accordance with applicable US laws and regulations.

Due to technical restrictions, some non-US users may be unable to access or use our Services. If you access our Services from within the United States, you understand that your information will be collected, stored, and processed in the United States.

Privacy-law obligations depend on the jurisdictions in which users are located, the nature of the processing, and applicable statutory thresholds. Where specific state or federal privacy rights apply to our processing activities, we will handle eligible requests in accordance with applicable law.

12. Your Rights and Choices

You have certain rights and choices regarding the information we collect and how it is used:

  • Account Information: You may update, correct, or delete your account information at any time by logging into your account or emailing us at [email protected].
  • Document Management: You can manage or delete uploaded documents at any time through your account dashboard or by contacting [email protected]. You can also control which documents are visible to other users through document visibility settings.
  • Marketing Communications: You may opt out of receiving promotional emails from MyAviatorList by following the unsubscribe instructions in those emails or by contacting us at [email protected].
  • Cookies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove or reject browser cookies. Please note that removing or rejecting cookies could affect the availability and functionality of our Services.
  • Approximate Location Information: We primarily rely on IP-derived and network-derived location information rather than device GPS. If you use a VPN, proxy, or similar service, the location associated with your requests may change accordingly.
  • Do Not Track: Some browsers offer a "Do Not Track" feature that signals to websites that you do not want to have your online activities tracked. As there is not yet an accepted standard for how to respond to Do Not Track signals, we do not currently respond to them.
  • Third-Party Web Tracking: We do not currently use third-party advertising cookies to track your browsing across unaffiliated websites through our Services. However, when our pages load infrastructure or hosted assets from service providers (for example, Cloudflare or CDN-hosted libraries), those providers may receive technical request data such as IP address, user agent, and request metadata as part of delivering the service.

12.1 Account Deletion

You may request deletion of your account and associated personal information by emailing us at [email protected]. Upon receipt of such a request from the registered account owner, we will delete your account and associated personal information from our active systems, though some information may remain in our backup systems for a period of time.

We may also retain certain information if necessary for our legitimate business interests, such as fraud prevention, or if required by applicable laws.

13. Security

MyAviatorList takes robust measures to help protect information about you from loss, theft, misuse, and unauthorized access, disclosure, alteration, and destruction. These measures include:

  • Secure password storage using modern Argon2id hashing algorithms
  • Encryption of sensitive data in transit using HTTPS
  • AES-256-GCM encryption for uploaded documents
  • Secure cloud storage for documents
  • CSRF protection on authenticated forms and supported sensitive state-changing endpoints
  • JWT (JSON Web Tokens) for secure authentication in real-time messaging
  • Rate limiting on authentication and sensitive endpoints
  • Session management with secure HTTP-only cookies
  • Parameterized database queries to prevent SQL injection
  • Access controls for internal systems
  • Comprehensive logging of document access attempts

However, no security system is impenetrable, and we cannot guarantee the security of our systems. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us by contacting [email protected].

14. Children's Privacy

Our Services are not directed to children under the age of 18, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information of a child under 18, we will take steps to delete such information from our files as soon as possible.

If you are a parent or guardian and believe we may have inadvertently collected personal information from your child, please contact us at [email protected].

15. Changes to This Privacy Policy

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of the policy and, in some cases, we may provide you with additional notice (such as adding a statement to our website homepage or sending you a notification). For significant changes to this Privacy Policy, we will make reasonable efforts to provide explicit notice to you.

Your continued use of our Services after the effective date of the revised Privacy Policy constitutes your acceptance of the revised policy. We encourage you to review the Privacy Policy whenever you access the Services to stay informed about our information practices and the choices available to you.

16. Dispute Resolution

If you have a privacy concern, complaint, or question for MyAviatorList, please contact us at [email protected]. We will respond within 30 days of receiving your communication and will work with you to resolve the issue.

Any disputes related to privacy matters will be governed by the laws of the State of Delaware, consistent with our Terms of Use, without regard to its conflict of law provisions.

17. Contact Information

If you have any questions about this Privacy Policy, please contact us at:

MyAviatorList
A product of AME Foresight LLC
Email: [email protected]