Draft, to be reviewed by a lawyer. Items in [brackets] are still to be supplied.
Privacy Policy
[Effective date: to be set at launch]
Who we are
PilotKeep (pilotkeep.com, pilotkeep.ca, app.pilotkeep.com) is a product of Brothers Aviation Inc., 35 ch. Edelweiss, Wakefield, Quebec J0X 3G0, Canada ("we", "us"). We are responsible for the personal information we hold about you in PilotKeep and on this website.
Our privacy officer
John McMahon is the person in charge of the protection of personal information at Brothers Aviation Inc. Write to him at support@pilotkeep.com or at the address above with any question, request or complaint about your personal information.
What we collect
- Account details: your name, email address, optional phone number, language and display preferences, and the organization (owner group, club or operator) you belong to and your role in it.
- Aviation records you or your organization enter: aircraft, meter readings, maintenance reminders and sign-offs, snags, bookings, flights, journey log and pilot logbook entries, documents, receipts, costs, inventory, and the photos and files attached to them (for example a logbook sticker or an invoice).
- Billing details: your plan and subscription status. Card details are entered on Stripe's pages and are never stored by us.
- Technical information: sign-in sessions, the date and time of actions in the app, and server logs (IP address, browser type) kept for security.
We collect this information from you, from the administrator of your organization when they invite you, and from your use of the app.
Why we use it
- To provide PilotKeep: keep your records, compute what is due, write logs, split costs and show each person what their role allows.
- To send the emails and text messages you ask for or that the service needs: sign-in links, reminders, alerts, the weekly digest.
- To manage your trial and subscription.
- To keep the service secure, fix problems and answer your questions.
- To meet our legal obligations, for example for tax records.
We do not sell personal information, and we do not use it for advertising.
Who can see it
Each customer account is kept completely separate. Inside an account, people see what their role allows (administrator, pilot or mechanic). Our staff do not look at an account's records unless the account's administrator grants support access, which ends automatically, or when the law requires it.
We use these service providers, which process information only on our instructions:
- Supabase: database, sign-in and file storage
- Vercel: hosting of the website and the app
- Resend: sending emails
- Twilio: sending text messages, when you turn them on
- Stripe: payments and sales tax
Where it is kept
Your information may be stored and processed outside Quebec and outside Canada, including in the United States, by the providers above. [Region of the database and file storage: to confirm]. Before sending information outside Quebec we assess the protection it will receive, as Quebec law requires, and our contracts require the providers to protect it.
How long we keep it
We keep your information while your account is open. When an account is closed, its records are deleted within [number of days: to set], except what we must keep by law (for example billing records). Export your records to PDF or CSV at any time before closing your account.
Cookies and storage on your device
The app uses only the cookies it needs to work: your sign-in session, your theme, and the organization and aircraft you last chose. On your phone it also keeps the flight timer and unsent snag reports until they are sent. The website sets no cookies and uses no advertising or tracking tools; it only remembers, in your browser, that you closed the privacy notice.
Your rights
You can ask us to:
- see the personal information we hold about you and get a copy, including in a structured, commonly used format;
- correct information that is wrong or incomplete;
- stop using or delete information, or withdraw a consent you gave, where the law allows;
- tell you how your information is used and to whom it is shared.
Write to our privacy officer at support@pilotkeep.com. We answer within 30 days. If you are not satisfied with our answer, you may contact the Commission d'accès à l'information du Québec or the Office of the Privacy Commissioner of Canada.
Security
Information is encrypted in transit, access is limited by role, and each account is isolated from the others. If an incident involving your personal information presents a risk of serious injury, we will tell you and the authorities as the law requires, and we keep a register of incidents.
Children
PilotKeep is meant for adults and is not directed to children under 14.
Changes
We will post any change to this policy here with its new date, and tell account administrators by email before an important change takes effect.
Contact
John McMahon, privacy officer, Brothers Aviation Inc., 35 ch. Edelweiss, Wakefield, Quebec J0X 3G0, Canada. support@pilotkeep.com