Privacy Policy — FlightLog

1. Who we are

[COMPANY LEGAL NAME], [REGISTERED ADDRESS], is the data controller responsible for your personal data.

For any privacy question or request, contact [PRIVACY EMAIL].

2. Data we collect

Most of this data comes directly from you or your devices.

Account: Name, email address, profile picture and Google account identifier, plus the sign-in tokens Google issues when you sign in.
Pilot profile: Licence type and number, medical expiry date, any qualifications you add with their expiry dates and notes, logbook and display settings, currency rules, monitored airports and read NOTAMs, and your OpenAIP API key if you add one.
Logbook: Flight dates and times, aircraft type and registration, airports, flight time categories, take-offs and landings, remarks, and the names of other crew you enter.
Planning: Planned flight dates, routes, aircraft, notes and reminder settings, and briefing notes. Also any plans you make: their titles, descriptions, and each step’s title, notes, dates, status and prerequisites.
Flight tracks: GPS position, altitude, speed, heading, accuracy and timestamps; barometric pressure, roll, pitch, yaw and g-force; battery level, device temperature state and app memory use; device name. This includes tracks you upload as GPX, CSV or JSON files, and approach analysis we calculate from your tracks.
Heart rate: Beats per minute during a flight recording, if you use a paired Apple Watch and grant permission.
Files: Flight photos and videos (including audio), and documents you upload, with their captions, labels and descriptions. Files can contain embedded details, such as where a photo was taken.
Devices: Device name, app access token, Apple push notification token and when the device was last used.
Technical data: Sign-in session records and server logs, which can include IP address, request time, requested page and browser or device details.
Messages: What you send us if you contact us.

People named in a logbook. If another pilot enters your name as crew, we receive it from them. We use it only as part of their logbook. You can use the rights in section 8 by contacting us.

Invitations. When registration is restricted, an administrator can add your email address to a list of people allowed to create an account.

You need a Google account to sign in, and we need your name and email address to create your eLogBook account. Everything else is optional, but the related feature will not work without it.

3. Health data

Heart rate is health data under GDPR. A medical expiry date, or a medical certificate you upload, can also reveal health information. We process this data only with your explicit consent.

Heart rate: you give consent through the Apple Health permission request. It is then read during flight recordings and stored on our servers with your track.
Medical expiry date and documents: you decide whether to add them. Currency alerts use the expiry date if you add it.
To sample heart rate more often, the Apple Watch app briefly runs a workout during a recording and deletes that workout from Apple Health when the recording ends.
We do not use health data for advertising and do not sell it.

You can withdraw consent at any time. Turn off eLogBook’s access in your Apple Health settings to stop new heart-rate readings, and remove your medical expiry date or documents from your profile. To erase heart-rate readings already stored with your tracks, contact us. Withdrawing consent does not affect processing that has already taken place.

4. Why we use your data

Provide eLogBook: your account, logbook, tracks, planning, briefings, alerts, sharing and calendar feed: Performance of our contract with you (GDPR Art. 6(1)(b)).
Heart rate and medical information: Your explicit consent (Art. 6(1)(a) and Art. 9(2)(a)).
Keep the service secure and available, prevent abuse, investigate faults and keep backups: Our legitimate interest in running a secure and reliable service (Art. 6(1)(f)).
Administrator review, account suspension and the admin audit log: Our legitimate interest in supporting users, enforcing our rules and keeping administrators accountable (Art. 6(1)(f)).
Keep the names of other crew in a logbook: The legitimate interest of pilots, and ours, in keeping a complete flight record (Art. 6(1)(f)).
Meet legal obligations and respond to lawful requests: Legal obligation (Art. 6(1)(c)).

We do not make decisions with legal or similarly significant effects about you solely by automated means. Currency status and approach analysis are automated calculations for your own information.

5. Who can see your data

We do not sell personal data.

Share links you create

Anyone with a track share link can see the track name, times, duration, distance and maximum altitude, plus the full data recorded at each point: position, altitude, speed, motion readings, device readings and heart rate if recorded. They can also see the linked flight’s date, airports and aircraft registration. Links do not expire. A link to a track still being recorded shows it as it updates. A link stops working if you turn off sharing or delete the track. We ask search engines not to index these pages.

Anyone with a plan share link can see the plan’s title and description, and each step’s title, notes, dates, status, the date you gave for when it was completed and which steps it depends on. They cannot see your name, email address, logbook or anything else in your account, and they cannot change the plan. Links do not expire. The page updates for them as you edit the plan, and refreshes itself about once a minute while it is open. A link stops working if you turn off sharing, delete the plan or your account is suspended; turning sharing on again makes a new link. We ask search engines not to index these pages.

Your calendar link

Your planned flight calendar link is private but needs no sign-in, so anyone who has it can see those planned flights, including your calendar provider if you subscribe. Treat it like a password.

Our administrators

Administrators can see your account details, licence details, qualifications and their expiry dates, medical expiry date, devices, planned flights, plans and track logs, including any heart-rate readings. They can suspend accounts and send a test notification to your device.

For support, an administrator can also open a read-only view of your account as you see it, for up to one hour at a time. This view hides your uploaded documents, calendar link and OpenAIP key. Suspensions and the start and end of these views are recorded in an audit log. People who maintain our server can technically access stored data, and do so only when needed to run the service.

Service providers and other recipients

Hosting: [VPS PROVIDER AND COUNTRY]: Stores our database, uploaded files and backups.
Google: Handles sign-in. Your browser also loads your profile picture directly from Google, which sends Google your IP address.
Apple: Delivers push notifications, using your device’s push token and the notification text. Apple also receives map requests made by the iPhone app.
Esri: Provides map images. Your browser requests them directly, which sends Esri your IP address and the map area being viewed. This also applies to anyone viewing a share link.
Estonian Air Navigation Services (lennuilm.ee): Provides weather charts that your browser loads directly, which sends it your IP address.
OpenAIP: If you add your own API key, our server sends that key and the requested map area to fetch airspace data.
Aviation and weather data sources: Our server requests data from aviationweather.gov, Met Éireann, notams.coredoes.dev, Open-Meteo, OpenStreetMap Nominatim and OurAirports using airport codes or airport coordinates. We do not send your name, email address or tracks.
Authorities and advisers: Courts, regulators, law enforcement or professional advisers, when required by law or needed to establish or defend legal claims.

Links to other sites, such as Windy or SkyVector, are covered by those sites’ own privacy policies.

6. Transfers outside the EEA

Google, Apple, Esri and some data sources can process data in the United States or other countries outside the European Economic Area. Where a country has no EU adequacy decision, these transfers rely on safeguards such as the EU-U.S. Data Privacy Framework, where the recipient is certified, or the European Commission’s Standard Contractual Clauses. To request more information about these safeguards, contact us.

7. How long we keep data

Account, profile, logbook and planning data: Until you delete it or we erase your account at your request.
Deleted flights, photos and documents: Removed from our live systems when you delete them, then from backups as described below.
Deleted tracks: Removed from your account and share links straight away, but kept in our database. We erase them fully when you ask us to.
Suspended accounts: Kept while the account is suspended, unless you ask us to erase them.
Sign-in sessions: Expire after 30 days without use.
Database backups: Daily backups are kept for about 7 days and weekly backups for about 28 days.
Admin audit log: [ADMIN AUDIT LOG RETENTION PERIOD]. It can keep your email address after your account is erased.
Server logs: [SERVER LOG RETENTION PERIOD]
Messages to us: For as long as needed to handle your request and any follow-up.

8. Your rights

Under GDPR, you have the right to:

access your personal data and receive a copy;
correct inaccurate data;
have your data erased;
restrict how we use your data;
receive data you gave us in a portable format;
object to processing based on legitimate interests;
withdraw consent at any time.

To use any of these rights, including deleting your account, email [PRIVACY EMAIL]. We normally respond within one month and may ask you to confirm your identity. You can also edit most data in the app, export your logbook from Logbook, and download a CSV of each track from its page.

You can complain to the data protection authority where you live or work, or where you believe your rights were infringed. Our lead authority is [DATA PROTECTION AUTHORITY].

9. Cookies and local storage

We use only the storage needed to run the site, so we do not show a cookie consent banner. We have no analytics or advertising cookies.

authjs.session-token: Keeps you signed in. Lasts up to 30 days and renews as you use the site.
authjs.csrf-token: Protects sign-in requests. Ends when you close your browser.
authjs.callback-url: Returns you to the right page after sign-in. Ends when you close your browser.
authjs.pkce.code_verifier, authjs.state: Secure the Google sign-in step. Last up to 15 minutes.
elb_view_as: Administrators only. Runs the read-only account view. Lasts up to 1 hour.
share-theme (local storage): Remembers light or dark mode on share pages until you clear it.

Some cookie names can include a __Secure- or __Host- prefix.

10. iPhone and Apple Watch apps

The apps ask for these permissions when a feature needs them. You can change them in your device settings.

Location: Shows your position on the map and records your flight track, including in the background or while your device is locked if you allow Always access.
Motion: Records roll, pitch, yaw and g-force with your track.
Health: Reads heart rate during a flight recording. See section 3.
Camera: Scans pairing QR codes and takes photos or videos for documents and flight entries.
Microphone: Records audio when you capture a video for a flight entry.
Bluetooth: Lets another of your devices start and stop recording. With Allow Remote Control on, your device name and an identifier derived from your account are broadcast to nearby Bluetooth devices.
Notifications: Sends currency alerts, NOTAM change alerts and planned flight reminders.

The apps also store data on your device, including recordings, changes waiting to upload, paired devices, diagnostic logs and the widgets’ copy of your dashboard. Your access token is kept in the iOS Keychain. Diagnostic logs are not sent to us automatically, but you can choose to export them.

11. Security

We protect your data with measures including Google sign-in, access tokens, administrator access controls and an admin audit log. No system is completely secure. If a personal data breach is likely to put you at risk, we will notify the relevant authority, and you where required, as GDPR requires.

12. Other information

Children. eLogBook is not intended for anyone under 16. If you believe a child has given us personal data, contact us and we will erase it.

Changes. We will post any changes here and update the date above. We will give you reasonable notice of significant changes.

The short version