FlightXplorer Privacy Policy

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Privacy Policy

Last Updated: February 28, 2026

1. Introduction

FlightXplorer LLC ("we," "our," or "us") respects your privacy and is committed to protecting it through our compliance with this policy. This Privacy Policy describes the types of information we may collect from you or that you may provide when you use our FlightXplorer mobile application and web platform (collectively, the "Service") and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This Service may offer a trial period before requiring payment for continued access. This Privacy Policy applies to information we collect through the Service regardless of whether you are using a trial or paid version.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with our policies and practices, do not download, register with, or use the Service.

2. Information We Collect and How We Collect It

2.1 Personal Information

We may collect several types of information from and about users of our Service, including:

For Staff Users:

  • First and last name
  • Email address
  • Phone number
  • Physical address
  • Pilot's license type
  • Medical certificate number

For Business Users (Flight Schools/FBOs):

  • Business name
  • Business phone number
  • Business email address
  • Business address
  • Staff information
  • Aircraft inventory and availability
  • Business operational hours and dispatch policies

For Student Users (Educational Data):

Student users have granular control over what information they choose to share. All student data collection requires explicit consent for each category:

Personal Information (Optional with consent):

  • Date of birth
  • Phone number
  • Student pilot certificate numbers
  • TSA status

Medical Information (Optional with consent):

  • Medical certificate class and expiration dates
  • Medical restrictions or limitations
  • Flight review and instrument proficiency check dates

Emergency Contact Information (Optional with consent):

  • Emergency contact name, phone number, and relationship

Flight Experience Records (Optional with consent):

  • Total flight hours and breakdowns (PIC, dual received, solo, cross-country, night, instrument)
  • Current endorsements and certifications
  • Aircraft checkouts and expiration dates

Training Goals and Progress (Optional with consent):

  • Aviation training objectives (PPL, IR, CPL, CFI, ATP, etc.)
  • Current training stage and estimated completion dates
  • Preferred training schedules

Insurance Information (Optional with consent):

  • Renter's insurance provider, policy number, coverage amount, and expiration date
  • Insurance policy documents

We use Google Places API to find and store business information in the FlightXplorer Service.

2.2 Scheduling and Booking Information

For all user types, we collect scheduling-related information to facilitate flight training coordination:

Event Scheduling Data:

  • Event type (flight training, ground school, simulator, checkride, briefing, maintenance)
  • Scheduled start and end times
  • Aircraft assignments and tail numbers
  • Instructor assignments
  • Student participants
  • Unique reservation IDs for booking reference
  • Event status (scheduled, confirmed, in progress, completed, cancelled)
  • Recurring booking patterns
  • Booking notes and special requirements

Flight-Specific Scheduling Data:

  • Flight type (dual instruction, solo, aircraft rental, checkride)
  • Weather minimums and requirements
  • Lesson type and training stage
  • Departure and arrival airports
  • Planned route of flight
  • Solo endorsement information for student flights
  • Rental agreement information for aircraft rentals

Dispatch and Pre-Flight Data:

  • Dispatch authorization status
  • Pre-flight weather briefings
  • Aircraft hobbs and tach meter readings at dispatch
  • Safety checks and validations
  • Dispatch notes and special instructions
  • User identification of who authorized dispatch

Post-Flight Completion Data:

  • Hobbs and tach meter readings (start and end)
  • Actual flight time
  • Fuel and oil added (quantities and costs)
  • Number of landings (total, day, night)
  • Departure and arrival airports
  • Route flown
  • Instructor feedback and comments
  • Student performance assessments
  • Training topics covered
  • Billing and payment information

Student Self-Submitted Data (Solo Flights and Rentals):

  • Post-flight hobbs and tach readings
  • Landing counts
  • Post-flight notes
  • Aircraft squawk reports
  • Submission timestamps
  • Staff review and correction notes

Cancellation Data:

  • Cancellation reasons (weather, maintenance, illness, scheduling conflicts, etc.)
  • Cancellation notes and explanations
  • Who cancelled and when
  • Weather conditions at time of cancellation

Pending Requests:

  • Student booking requests awaiting approval
  • Conflict details requiring resolution
  • Request submission timestamps
  • Approval or denial reasons

2.3 How We Collect Information

We collect this information:

  • Directly from you when you provide it to us through the registration process and your use of the Service
  • Automatically as you navigate through and interact with our Service
  • From third parties, such as the flight schools and FBOs that use our Service
  • Through staff validation processes: Authorized flight school staff and administrators may collect, review, and validate student information for educational, training, and safety purposes with explicit student consent

2.4 Educational Data Management

Staff and Business User Access:

  • Authorized flight school staff and administrators may access student information for educational, training, and safety purposes
  • All staff access is logged and auditable
  • Students provide explicit consent for staff validation of their information
  • Students can revoke consent at any time through their privacy dashboard

Data Validation Process:

  • Student-entered information is reviewed by qualified staff for accuracy
  • Validation ensures compliance with FAA training requirements
  • Students are notified of the validation process during consent
  • All validation activities are recorded with staff identification and timestamps

2.5 Automatic Data Collection

When you download, access, and use our Service, we may use technology to automatically collect:

  • Usage Details: When you access and use the Service, we may automatically collect certain details, including traffic data, logs, and other communication data
  • Device Information: We may collect information about your mobile device or computer and internet connection, including the device's unique device identifier, IP address, operating system, browser type, and mobile network information
  • Location Data: For flight tracking functionality, we collect precise location data during active flight sessions with your explicit permission
  • Error Data: In case of an error in the Service, we collect data and information (through third-party products) called Log Data. This Log Data may include information such as your device's Internet Protocol ("IP") address, device name, operating system version, the configuration of the Service when utilizing it, the time and date of your use of the Service, and other statistics
  • Push Notifications: We collect device tokens and notification preferences to send you scheduling updates, booking confirmations, cancellation notices, dispatch alerts, and flight completion reminders

3. How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information:

  • To provide you with the Service and its contents, and any other information, products, or services that you request from us
  • To fulfill any other purpose for which you provide it
  • To provide you with notices about your account
  • To carry out our obligations and enforce our rights arising from any contracts entered into between you and us
  • To notify you about changes to our Service or any products or services we offer or provide through it
  • To track and store flight training records for educational and regulatory compliance purposes
  • To allow you to participate in interactive features on our Service
  • For scheduling and booking purposes: To facilitate flight scheduling, resource management, conflict detection, booking confirmations, dispatch workflows, and post-flight data collection
  • For operational safety: To ensure proper aircraft dispatch procedures, verify weather minimums compliance, validate pilot endorsements and currency, track aircraft times, and maintain safe flight operations
  • For educational purposes: To facilitate flight training, instructor-student communication, progress tracking, lesson planning, and performance assessments
  • For safety purposes: To maintain emergency contact information and ensure flight safety compliance
  • For regulatory compliance: To help flight schools meet FAA Part 141 and Part 61 record-keeping requirements
  • For billing and payment processing: To calculate flight costs, track billable hours, process payments, and maintain financial records
  • For communication: To send push notifications about scheduling changes, booking confirmations, dispatch authorizations, cancellations, and completion reminders
  • In any other way we may describe when you provide the information
  • For any other purpose with your consent

4. FAA Regulatory Compliance

We collect and maintain student training records to comply with:

  • FAA Part 141 Pilot School requirements (14 CFR 141.101)
  • FAA Part 61 General certification requirements
  • Flight training documentation requirements

Data Retention for Regulatory Compliance:

  • Personal information and emergency contacts: Deleted upon request
  • Training-related records (medical information, flight experience, training goals, current training stage, scheduling history, completion data): Retained for 1 year after deletion as required by FAA regulations
  • Regulatory records maintained solely for compliance and audit purposes

5. Your Privacy Rights and Controls

5.1 Student Rights

  • Access: View all information you've shared through your privacy dashboard
  • Correction: Update or correct your information at any time
  • Deletion: Request deletion of your data with appropriate regulatory notices
  • Consent Management: Grant or revoke consent for each data category independently
  • Data Export: Download your data in multiple formats (PDF, CSV, Excel, JSON)
  • Transparency: Receive clear explanations of how your data is used

5.2 Consent Withdrawal

Students can revoke consent at any time without affecting their enrollment or training status. When consent is revoked:

  • Data is immediately removed from student access
  • For training-related data (including scheduling history and completion records), flight schools retain copies for 1 year as required by FAA regulations
  • Personal information and emergency contacts are permanently deleted

5.3 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

  • The right to know what personal information we collect, use, and disclose
  • The right to request deletion of your personal information
  • The right to opt out of the sale or sharing of your personal information
  • The right to non-discrimination for exercising your privacy rights

We do not sell your personal information.

For more details on exercising your California privacy rights, please visit our Do Not Sell My Personal Information page or contact us at info@flightxplorer.com. We will respond to verifiable consumer requests within 45 days.

5.4 Other State Privacy Rights

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and other states with consumer privacy laws may have similar rights to access, correct, delete, and opt out of certain data processing. To exercise these rights, contact us at info@flightxplorer.com.

6. Disclosure of Your Information

We may disclose aggregated information about our users, and information that does not identify any individual, without restriction.

We may disclose personal information that we collect or you provide as described in this Privacy Policy:

  • To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of FlightXplorer LLC's assets
  • To fulfill the purpose for which you provide it
  • For any other purpose disclosed by us when you provide the information
  • With your consent
  • To authorized educational personnel: Flight school staff and administrators for legitimate educational, training, scheduling, safety, and billing purposes with student consent
  • To scheduling coordinators: Staff authorized to manage flight schedules, approve booking requests, and coordinate aircraft and instructor availability

We may also disclose your personal information:

  • To comply with any court order, law, or legal process, including to respond to any government or regulatory request
  • To enforce or apply our Terms of Use and other agreements
  • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of FlightXplorer LLC, our customers, or others

7. Educational Data Protection

We implement additional protections for educational data:

  • Role-based access controls: Staff users can only access students assigned to them; Business users can only access students within their organization
  • Audit trails: All data access and validation activities are logged with staff identification
  • Consent tracking: Complete records of all consent grants and revocations
  • Data minimization: Only necessary information is collected for training, scheduling, safety, and regulatory compliance purposes
  • Purpose limitation: Educational data is used exclusively for flight training, scheduling, safety, billing, and regulatory compliance
  • Scheduling access controls: Students can only view and manage their own schedules; Staff can view schedules for assigned students and resources; Business users have full scheduling visibility within their organization

8. Third-Party Services

The Service uses third-party services that may collect information used to identify you, including:

  • Google Analytics for Firebase
  • RevenueCat
  • Google Places API
  • Firebase Cloud Messaging
  • AVWX API (for weather data)

We encourage you to review the privacy policies of these third-party service providers.

9. Data Retention and Deletion

9.1 General Data Retention

The information that we request will be retained by us and used as described in this Privacy Policy. You can at any time delete your information from our servers through the settings section of our application or by emailing us at info@flightxplorer.com.

9.2 Educational Data Retention

  • Student-controlled data: Personal information and emergency contacts are permanently deleted when requested
  • Training records: Medical information, flight experience, training goals, current training stage data, scheduling history, and flight completion records are retained by flight schools for 1 year after deletion as required by FAA Part 141 regulations (14 CFR 141.101)
  • Regulatory compliance: Retained data is used solely for regulatory compliance and audit purposes

9.3 Scheduling Data Retention

  • Active and upcoming scheduled events are retained while relevant
  • Historical scheduling data (completed and cancelled events) is retained for 1 year for training records and regulatory compliance
  • Post-flight completion data is retained as part of training records for FAA compliance
  • Billing and payment records follow applicable financial record-keeping requirements

10. Data Security

We value your trust in providing us your Personal Information, thus we are striving to use commercially acceptable means of protecting it, including:

  • Industry-standard encryption for data transmission and storage
  • Firebase security rules and access controls
  • Regular security audits and updates
  • Staff training on data privacy obligations
  • Role-based access controls for scheduling and educational data
  • Secure storage of sensitive billing and payment information

However, no method of transmission over the internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.

11. Data Breach Notification

In the event of a data breach that compromises the security, confidentiality, or integrity of your personal information, we will:

  • Investigate the breach promptly and take steps to mitigate harm
  • Notify affected users without unreasonable delay, and in accordance with applicable state and federal notification laws
  • Provide details about the nature of the breach, the types of information involved, and steps you can take to protect yourself
  • Notify relevant regulatory authorities as required by law

12. International Data Transfers

Your information is stored and processed in the United States using Google Cloud / Firebase infrastructure. If you access the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to the transfer of your information to the United States.

13. Cookies and Similar Technologies

The mobile application does not use "cookies" explicitly. However, the web platform and the mobile application may use third-party code and libraries that use "cookies" or similar technologies to collect information and improve their services. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your device. If you choose to refuse cookies, you may not be able to use some portions of the Service.

For detailed information about the cookies we use, your choices regarding cookies, and how we handle cookie consent, please visit our Cookie Policy.

Do Not Track / Global Privacy Control

Our web platform honors Global Privacy Control (GPC) signals. When a GPC signal is detected, we automatically opt you out of analytics cookies. Some browsers offer a "Do Not Track" feature; we treat GPC signals as the authoritative opt-out mechanism.

14. Links to Other Sites

The Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

15. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at info@flightxplorer.com.

Flight training typically requires students to be at least 16 years old for solo flight privileges and 17 years old for private pilot certification, so most student users will be above the age of 13.

16. Changes to Our Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes.

For significant changes affecting student privacy rights, scheduling data collection, or data collection practices, we will provide additional notice through the Service and require renewed consent where appropriate.

17. Contact Information

To ask questions or comment about this Privacy Policy and our privacy practices, contact us at:

Email: info@flightxplorer.com

Mail: FlightXplorer LLC 30 N Gould St, Ste 32705 Sheridan, WY 82801