Privacy Policy

This privacy notice explains how AerScheduler LLC ("AerScheduler," "we," "us," or "our") collects, uses, shares, and protects personal information. It applies to our website at aerscheduler.com, our web console at app.aerscheduler.com, our iOS application, and our public API (together, the "Services").

If you have questions, email us at support@aerscheduler.com.

1. TWO DIFFERENT ROLES, AND WHY IT MATTERS TO YOU

AerScheduler is business software sold to flight schools, flying clubs, and aircraft operators. That means we handle personal information in two distinct capacities, and your rights differ depending on which one applies.

As a service provider (processor). When a flight school subscribes to AerScheduler, it uploads information about its members: students, instructors, renters, technicians, and staff. The school decides what to collect, who inside the school can see it, how long to keep it, and when to delete it. We hold and process that information on the school's instructions in order to run the service. In privacy law terms the school is the "controller" or "business," and we are the "processor" or "service provider."

If you are a student or instructor at a school that uses AerScheduler, and you want to see, correct, or delete the records the school holds about you, contact the school first. They control that data. We will help them fulfil your request, and we will forward requests we receive directly, but we cannot unilaterally alter or erase a customer's records.

As a controller. We act on our own behalf for a narrower set of information: your individual login account, our billing relationship with the subscribing organization, support correspondence, and analytics about how the Services and our marketing site are used. This notice describes both, and each section below says which role it covers.

2. WHAT INFORMATION WE COLLECT

Information you or your organization provide

• Account information. Name, email address, password (stored only as an Argon2 hash, never in readable form), profile photo, and time zone preference.
• Contact and profile details. Phone numbers, mailing address, date of birth, sex, preferred name, and emergency contact details. Emergency contacts include the name, relationship, phone number, and optional email of a third party. If you enter someone else's details, please make sure they are comfortable with that.
• Aviation and training records. Certificates and ratings, endorsements, flight review and checkout status, medical certificate class and expiration date, training curriculum progress, lesson grades, instructor notes, and flight and duty times. We record the class and expiry of a medical certificate for currency tracking. We do not collect clinical health records, diagnoses, or treatment information.
• Documents. Files that you or your organization upload, such as scans of certificates, insurance paperwork, or aircraft records.
• Operational data. Reservations, dispatch and ramp times, aircraft meter readings, squawks and maintenance history, and messages sent through the Services.
• Billing information. Invoices, ledger balances, payment history, and subscription details. We never receive or store full payment card numbers. Card details are entered directly with our payment processor, Stripe, and we hold only the tokens, last four digits, and status that Stripe returns to us.
• Support and sales correspondence. What you send us when you contact us, respond to a survey, or submit our contact form.

Information collected automatically

• Log data. Our servers write one structured record per API request, including IP address, timestamp, the endpoint called, response status, which client made the request, and the account and organization identifiers associated with it.
• Device data. Device type and model, operating system and version, application version, browser type, and mobile push notification tokens.
• Usage and analytics data. Pages and screens viewed, features used, and referring URLs. On our marketing website this is collected only after you accept cookies. See section 6.
• Audit records. We keep an append-only log of significant actions taken inside an organization, such as creating, changing, or cancelling a reservation, recording who did it and when. Organizations rely on this for accountability, so these entries are not editable by us or by them.

We do not collect device location. AerScheduler does not request GPS or location permission on any platform, and does not use it. Our apps determine the relevant time zone from the airport on a booking, not from your device.

Information we receive from third parties

We do receive information about you from other companies, in these specific cases:

• Google and Apple. If you sign in with Google or Apple, we receive your email address, name, and (from Google) profile picture, along with confirmation that the provider has verified the email address. We do not receive, and do not ask for, your contacts, calendar, or any friends list.
• Stripe. Payment outcomes, payout status, card brand and last four digits, and dispute notifications.
• Intuit QuickBooks. If your organization connects QuickBooks, accounting records that sync between the two systems.
• Your organization. If a school adds you as a member or invites you, we receive the details it entered about you before you ever create a login.

3. HOW WE USE INFORMATION

• To provide, operate, and maintain the Services, including scheduling, dispatch, maintenance tracking, training records, and billing.
• To create and authenticate your account and keep it secure.
• To send transactional and service messages: booking confirmations and changes, verification and password reset emails, invoices and receipts, and notices about outages or changes to these terms. You cannot opt out of these while you hold an account, because they are part of the service.
• To send SMS messages where you have separately opted in and confirmed your number. You can stop these at any time by replying STOP.
• To send push notifications, which you can turn off in your device settings.
• To provide customer support and respond to your enquiries.
• To monitor, debug, and secure the Services, including detecting abuse, fraud, and unauthorised access.
• To understand which features are used so that we can improve them.
• To send marketing about our products, where permitted. Every marketing email has an unsubscribe link. Marketing consent is never bundled into your acceptance of our terms.
• To comply with legal obligations, including tax and accounting requirements, and to establish or defend legal claims.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use customer data to train machine learning models.

4. LEGAL BASES (EEA AND UK)

The Services are designed for, and marketed in, the United States and Canada. If you are in the European Economic Area or the United Kingdom and you nonetheless use the Services, we rely on the following legal bases under the GDPR and UK GDPR:

• Performance of a contract, to deliver the Services to you and to your organization.
• Legitimate interests, to secure the Services, prevent abuse, understand feature usage, and market to business contacts, where those interests are not overridden by your rights.
• Consent, for optional analytics and advertising cookies and for SMS messaging. You can withdraw consent at any time.
• Legal obligation, for tax, accounting, and lawful requests.

Where we act as a processor for a subscribing organization, that organization is responsible for establishing its own legal basis. Organizations that require a data processing addendum should contact support@aerscheduler.com.

5. WHO WE SHARE INFORMATION WITH

We share personal information in the following circumstances, and no others.

Within your organization

AerScheduler is multi-user software. Other members of your organization will see information about you according to the role permissions your organization configures. Instructors and staff can generally see student training records; administrators and owners can generally see billing information. Your organization decides who holds which role.

With service providers

We use the following companies to operate the Services. Each processes personal information on our behalf, under contract, and only for the purpose listed.

On our marketing website only, and only with your consent, we also use Google Ads and the Meta Pixel to measure advertising performance. These are not used inside the web console or the mobile app.

For legal reasons

We may disclose information where we believe in good faith that it is required by law, subpoena, or other lawful process, or where necessary to protect the rights, property, or safety of AerScheduler, our customers, or the public. Where we are legally permitted to do so, we will notify the affected organization before responding to a request for its data.

Business transfers

If we are involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction. We will notify affected customers, and any acquirer will remain bound by this notice or a notice at least as protective, unless and until it is updated.

6. COOKIES AND TRACKING

Marketing website. We show a cookie banner on your first visit. Until you accept, we set only the cookies necessary for the site to function. If you accept, we load PostHog, the Google Ads tag, and the Meta Pixel to understand which campaigns bring people to us. If you decline, none of those load. You can change your mind by clearing your cookies for the site.

Web console and mobile app. We use cookies and local storage that are strictly necessary to keep you signed in and to remember your preferences. We use PostHog for product analytics inside the console. There is no advertising tracking in the console or in the app.

Do Not Track. There is still no agreed standard for how services should respond to browser DNT signals, so we do not respond to them. We do honour the Global Privacy Control signal on our marketing website as a request to decline non-essential cookies.

7. HOW LONG WE KEEP INFORMATION

Retention depends on the type of record. In practice:

• While your organization is a customer, its operational records (reservations, training records, maintenance history, invoices) are kept so that the service works. Organizations are responsible for deleting records they no longer need.
• When you delete your individual account, we immediately erase your password, PIN, device tokens, pending invitations, and join requests, and we mark the account closed. We retain your name and email in a closed state so that historical records elsewhere in your organization, such as who dispatched an aircraft or who signed off a lesson, remain intelligible and accurate.
• Audit records are append-only and are retained for the life of the organization's account. They reference people by internal identifier rather than by name, so that a person's name can be removed without destroying the log's integrity.
• Financial records, including invoices and payment history, are retained for at least seven years to meet tax and accounting obligations, even after an account closes.
• Server logs are retained for operational and security purposes on a rolling basis and then expire automatically.
• Database backups are retained on a rolling 7 day window. Deleted data can persist in a backup until it ages out, after which it is overwritten.
• When an organization's subscription ends, we retain its data for a wind-down period so that it can export its records, and then delete or anonymise it, subject to the financial retention above.

8. HOW WE PROTECT INFORMATION

We encrypt data in transit using TLS and at rest in our database and file storage. Passwords are hashed with Argon2 and are never recoverable. Access to production systems is limited to personnel who need it, and administrative access to the database is brokered through audited sessions rather than direct network access. We rate limit authentication endpoints to frustrate credential guessing, and we log and monitor API errors and unusual activity.

No system is perfectly secure, and we cannot guarantee that a determined attacker will never succeed. If a breach affects your personal information, we will notify you and any affected organization as required by applicable law, and without unreasonable delay.

9. YOUR PRIVACY RIGHTS

Everyone. You can review and update most of your own profile information by signing in and opening your account settings. You can close your account from the same place.

United States. Residents of California, Colorado, Connecticut, Utah, Virginia, and other states with comprehensive privacy laws have the right to know what personal information we hold, to obtain a copy, to correct it, to delete it, to opt out of sale or targeted advertising, and not to be discriminated against for exercising those rights. We do not sell personal information and do not engage in targeted advertising to identified individuals, so the opt-out right has nothing to act on, but you may exercise it anyway.

EEA and UK. You have the rights of access, rectification, erasure, restriction, portability, and objection, and the right to withdraw consent where we rely on it. You may lodge a complaint with your local supervisory authority. A list is available from the European Commission, and Swiss residents may contact the FDPIC.

How to exercise a right. Email privacy@aerscheduler.com from the address associated with your account, and tell us what you would like us to do. We will acknowledge within 10 days and respond substantively within 45 days, extendable once by a further 45 days where a request is complex. We will tell you if we need to extend. There is no charge unless a request is manifestly unfounded or excessive.

We need to verify your identity before acting, which we normally do by confirming control of the account email. We will only use what you send us for verification, and we will delete it afterwards. You may use an authorised agent, in which case we will ask for proof of authorisation.

If your data is held by a flight school, see section 1. Send your request to the school. We will pass on any request we receive and support the school in answering it.

Marketing. Unsubscribe using the link in any marketing email, or email us. This does not stop transactional messages about your account.

10. US STATE LAW DISCLOSURES

In the twelve months before the date of this notice, we collected the following categories of personal information. "Collected" reflects what the Services are capable of holding; what is actually held about you depends on your organization and on what you choose to enter.

Sensitive personal information. The only sensitive categories we handle are your account credentials, which we use solely to authenticate you, and the class and expiration date of a medical certificate, which we use solely for currency tracking. We do not use or disclose sensitive personal information for any purpose other than providing the Services, so the right to limit its use has nothing to act on. We do not collect Social Security numbers, driver's licence numbers, passport numbers, financial account credentials, precise geolocation, racial or ethnic origin, religious beliefs, union membership, contents of your private communications with third parties, genetic data, biometric data, or information about your sex life or sexual orientation.

Sale and sharing. AerScheduler has not sold personal information, and has not shared it for cross-context behavioural advertising, in the preceding twelve months, and does not intend to.

Shine the Light. California residents may request details of any personal information disclosed to third parties for their direct marketing purposes. We make no such disclosures.

11. CHILDREN AND MINORS

AerScheduler accounts are for people aged 18 and over. We do not knowingly allow anyone under 18 to create an account, and we do not knowingly collect personal information from children under 13.

Flight training frequently involves minors. Where an organization enters records about a student under 18, that organization is responsible for obtaining any parental or guardian consent its own law requires, and for supervising the minor's use of the Services. If we learn that we hold information about a child under 13 without the required consent, we will delete it promptly. To report a concern, email privacy@aerscheduler.com.

12. WHERE YOUR INFORMATION IS HELD

We store and process personal information in the United States. If you access the Services from elsewhere, you are sending your information to the United States, where privacy law differs from that of your own country. Where we transfer personal information out of the EEA or the UK, we rely on the European Commission's Standard Contractual Clauses and the UK Addendum.

13. CHANGES TO THIS NOTICE

We may update this notice. If we make a material change, we will update the "Last updated" date above and give notice inside the Services or by email before the change takes effect. Continuing to use the Services after that date means the updated notice applies to you.

14. HOW TO CONTACT US

AerScheduler LLC
Privacy requests: privacy@aerscheduler.com
General support: support@aerscheduler.com

We will respond to privacy enquiries within 45 days. If you are not satisfied with our response and you are in the EEA or the UK, you may complain to your supervisory authority.