Who we are
FlightTime Logbook is operated by Triston Loeman, operating as FlightTime Logbook, in Ontario, Canada ("FlightTime", "we", "us", or "our"). This policy explains how we handle personal information through our website at flighttimelogbook.com, our Windows and macOS applications, our iOS application, and related account, licensing, cloud synchronization, billing, and support services.
Triston Loeman is responsible for our privacy practices. For privacy questions, access or correction requests, consent withdrawal, or account deletion, contact [email protected], with “Privacy request” in the subject line. A subject line is helpful but is not required for us to handle your request.
This policy does not limit any rights you have under applicable privacy law, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Information we collect
The information involved depends on which features you use.
Accounts and licences. We collect your username, email address if provided, account identifiers, password verification information, licence information, account status, and account activity timestamps. Passwords for FlightTime email/password accounts are stored as salted hashes, rather than as readable passwords. Licence keys and authentication credentials are sensitive: do not post them publicly or include them in ordinary support screenshots.
Discord sign-in and linking. When you choose Discord sign-in or linking, we receive information made available through the authorized connection, including your Discord user identifier, username, display name, profile image information, and information used to check membership in the FlightTime community server. The login process uses authorization tokens. We do not receive your Discord password. Discord-only identities may exist without a separate email/password website account.
Logbook information. Flight records can include dates, aircraft types and registrations, pilot and co-pilot names, departure and arrival airports, flight numbers, remarks, comments, flight time categories, instrument time, landing counts, and associated import and synchronization identifiers. These records may reveal professional activities, travel patterns, and information about other people.
Devices and service operation. We process device identifiers, device names when supplied, session and synchronization information, record versions, timestamps, and technical errors. Our hosting and network providers may also process IP addresses, request details, browser or device information, and security logs when you connect to the service.
Payments. Stripe processes checkout and payment information. We receive information needed to manage purchases, subscriptions and licences, such as Stripe customer and transaction identifiers, selected plans, payment status, renewal or expiry dates, cancellation status, and relevant billing events. Stripe handles payment credentials; FlightTime's checkout does not collect or store your full card number or card security code.
Support and communications. We receive information you send in support requests, emails, attachments, and feedback. Transactional email records include delivery status and provider identifiers. Avoid sending unnecessary crew details, confidential employer material, payment credentials, or sensitive personal information.
Local records, imports, and cloud synchronization
Your applications maintain local logbook records on your device. Importing records creates local entries; those entries may subsequently be sent to our backend through cloud synchronization. Sending an attachment to support also provides us with its contents. Do not assume that information in a synchronized entry remains only on your device.
Cloud records are associated with your FlightTime account or linked Discord identity. Licences control access to the service. Removing or replacing a licence does not necessarily delete the account or its cloud records.
Our administrators and hosting providers can have access to server-side information when necessary to operate, secure, troubleshoot, or administer the service. Cloud synchronization is not end-to-end encrypted. Local files, exported copies, and information you independently share remain under your control.
Only import or enter information you are entitled to use and share. In particular, avoid including unnecessary personal information about colleagues, passengers, or other individuals. Employer rules and confidentiality obligations may apply separately from this policy.
Why we use information
We use information to:
- Create and authenticate accounts, link Discord identities, and administer licences and device access.
- Store and synchronize flight records, propagate corrections and deletions, resolve conflicts, and provide logbook functionality.
- Process purchases, apply discounts, manage subscriptions and cancellations, and provide account billing controls.
- Send purchase and licence emails, account recovery messages, and other necessary service notices.
- Respond to support and privacy requests, investigate errors, and maintain service reliability.
- Detect and prevent unauthorized access, abuse, fraud, and duplicate payment processing.
- Meet applicable legal obligations and establish, exercise, or defend legal claims where permitted by law.
We do not sell personal information, use flight records for targeted advertising, or use them to train AI models. We do not currently install advertising pixels or optional analytics trackers in our website or applications.
Consent and your choices
We explain relevant collection and use when you provide information or activate a feature. The appropriate form of consent depends on the information and circumstances. This policy is a notice of our practices, not a blanket waiver of your privacy rights.
You may choose email/password authentication instead of Discord where available. You may decline optional communications or information requests. Information needed to authenticate an account, process a purchase, or provide a requested cloud service may be necessary for that feature to work.
You may withdraw consent by contacting us, subject to applicable legal or contractual restrictions and reasonable notice. We will explain the consequences, which can include disabling a feature or closing an account. Withdrawing consent does not require us to delete information that we must lawfully retain.
Our current automated emails concern accounts, purchases, licences, and requested services. If we introduce promotional emails, we will obtain any consent required by law and provide an unsubscribe mechanism. A purchase is not blanket consent to unrelated marketing.
Who receives information
We share information only as necessary for the purposes described in this policy or as otherwise permitted or required by law.
- Cloudflare: website hosting, backend processing, databases, downloads, security, and related infrastructure. Synchronized logbook records are processed through this infrastructure.
- Stripe: checkout, payment processing, subscriptions, billing portal functionality, and related fraud and compliance services. We do not send your flight records to Stripe for payment processing.
- Resend: delivery of account and transactional emails. Licence emails include the recipient's email address, licence information, and relevant account or plan details.
- Discord: authentication, identity linking, and community-related functionality when you use those features.
- Apple: app distribution and TestFlight services when applicable. Apple may separately collect information through its distribution and device services.
- Professional advisers and authorities: where necessary for lawful accounting, legal advice, regulatory obligations, investigations, or legal proceedings, subject to applicable restrictions.
We remain responsible for personal information under our control when providers process it for us, and use appropriate contractual or other safeguards. Providers may also process some information independently under their own privacy policies, particularly payment, platform, and distribution information.
Joining or posting in a Discord community is separate from storing private logbook records. Material you post in community channels may be visible to other members and is subject to Discord's policies and the community settings.
Processing outside Canada
Information may be stored or processed outside Ontario and Canada, including in the United States and other countries where our providers and their authorized subprocessors operate. We do not promise Canadian-only storage.
Information processed abroad may be subject to that country's laws and lawful access by courts, law enforcement, or other authorities. We take steps to protect information under our control regardless of processing location. Contact us for more information about the providers involved in processing your information.
Storage in your browser and devices
The website uses browser local storage to maintain an account session. The website serves fonts and product previews from our hosting infrastructure; it does not need an external font service to display these pages. Applications also store information needed for local logbooks, preferences, and authentication. Hosting, authentication, or payment providers may use cookies or similar technologies necessary for their services, security, or fraud prevention.
You can clear browser storage or manage cookies through your browser. This may sign you out or prevent features from working. Removing local storage does not itself delete your account or server-side records. If we add optional tracking, we will update our disclosures and introduce the consent controls required for that use.
Retention and deletion
We retain information only as long as reasonably necessary for its stated purposes, applicable legal requirements, and legitimate documented operational needs. The following describes deletion from our active service databases. Backup and third-party retention are addressed separately below.
Deleting individual flights. Once a deletion successfully synchronizes, we remove the flight's content from the active cloud record. We retain limited synchronization metadata, including a record identifier, deletion timestamp, and version information, to prevent an older device from restoring the deleted flight. This metadata is not a copy of the original flight content. It may remain while needed for synchronization, until records are intentionally reactivated or the associated cloud data is purged. Other devices receive the deletion when they next synchronize successfully.
Subscription cancellation and expiry. Cancelling a subscription normally preserves paid access until the end of the paid period. After expiry, the applications provide a 30-day period to view and export existing local records, with cloud synchronization and other paid functionality disabled. After that period, licence access ends and associated cloud flight data is scheduled for deletion. Scheduled cleanup occurs after the deadline; it is not a promise of deletion at the exact second the deadline passes. An eligible renewed or replacement licence before cleanup may preserve the cloud records. Desktop offers routine exports and backups; iPhone offers recovery export controls. Export the records already on your device before access ends. Recovery does not download cloud records.
Permanent deletion of a revoked licence. Deleting a revoked licence does not itself delete your account or immediately delete cloud flights. If another qualifying licence covers the account, cloud records are preserved. Otherwise, cloud deletion is scheduled for 30 days after licence deletion, subject to any earlier applicable retention deadline. This retention period does not restore app access or create a new export entitlement.
Account or Discord identity deletion. You may request permanent deletion through the privacy contact above. After appropriate identity verification and completion of the deletion process, we remove the relevant account or Discord-only identity, associated licences and sessions, and associated flight records from the active database. Deleting an account does not erase copies on your devices, exported files, communications already delivered, or records held independently by other providers. Export your records before requesting deletion. Account deletion terminates related subscriptions as part of the deletion process; it does not automatically refund past payments. Mandatory refund rights remain available.
Other records and exceptions. Limited payment-processing identifiers, security records, correspondence, and records required for tax, accounting, disputes, fraud prevention, or legal compliance may be retained after service access or account deletion, where necessary and permitted. We do not retain flight content merely to preserve billing history.
Backups and copies outside the active database. Database backups, recovery snapshots, and controlled administrative exports can retain previously stored information after active deletion. They are not part of the ordinary accessible service and are subject to a separate retention and disposal process. Contact us for the applicable backup retention period. Where a backup is restored, deletion requirements must be reapplied. Stripe, email providers, Apple, Discord, and other independent providers may retain their own records under their policies and legal obligations. We cannot erase emails or exports already held by recipients.
Security
We use measures appropriate to the sensitivity of the information, including authenticated access, session controls, password hashing, encryption of stored paid licence keys where retained for account display, and encrypted network connections. Access to administrative functions is restricted. These measures do not eliminate every risk, and we cannot guarantee absolute security.
Protect your devices, account credentials, and licence key, and keep your applications current. Local database files and exported copies require your own device and storage protections.
If a breach occurs, we will assess it and take the reporting, notification, recordkeeping, and mitigation steps required by applicable law.
Access, correction, and complaints
You can request access to personal information under our control, information about its use and disclosure, and correction of inaccurate or incomplete information. You may also request deletion or withdraw consent as described above. These requests are available even if your licence has expired.
We may request only the information reasonably necessary to verify your identity and protect another person's information. We will respond to an access request within the applicable statutory period, generally 30 days under PIPEDA. Where a lawful extension or exception applies, we will provide the required explanation or notice. If we cannot provide particular information or make a requested correction, we will explain our reasons and available recourse as required by law.
Please contact [email protected] about a concern. We will investigate privacy complaints. You may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or another regulator with jurisdiction. You do not waive that right by contacting us first.
Younger users
FlightTime is intended for pilots and flight students, rather than children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information, contact us. For younger users who can provide meaningful consent, we will consider their maturity and the sensitivity of the information when obtaining consent. Parents or guardians may contact us about a young person's privacy, subject to identity verification and applicable rights.
Changes to this policy
We will update the effective date when this policy changes. We will provide appropriate notice of material changes and obtain additional consent where required before using personal information for a new purpose. Merely updating this policy does not authorize an incompatible new use of previously collected information.