Privacy Policy

1. Scope and legal context

This Policy applies to personal information collected through our website, web application, support channels, and related services.

Depending on your location, additional rights or obligations may apply under mandatory law in your jurisdiction.

2. Personal information we collect

We collect only the personal information reasonably necessary to provide, secure, and improve the service.

If you choose to sign in or create an account using a third-party authentication provider, such as Google or another supported provider, we may receive limited account information from that provider, such as your name, email address, unique provider account identifier, profile image, email verification status, authentication tokens or technical identifiers, and other information made available through the sign-in flow.

If you purchase a paid subscription or other paid service, billing and payment processing may be handled by trusted third-party payment gateways or app-store platforms. Those providers may collect payment, billing, transaction, device, fraud-prevention, or identity-verification information in accordance with their own terms and privacy policies. We do not store full payment card numbers, card security codes, or equivalent full card credentials in the service.

If you choose to enable a partner connector, we may collect and process the identifiers and authentication-related information reasonably necessary to verify access, request records on your behalf, stage preview data, and complete any import or synchronization action you confirm.

For partner connector access management, this may include storing connector-user identifiers such as the permitted connector user email address in our database, together with related connector access records, status information, and technical identifiers reasonably required to operate the connector flow.

We may also process your selected plan, subscription status, plan change history, and active or archived logbook status when needed to apply plan entitlements, enforce limits, and manage upgrades or downgrades.

• Account information, such as your name, email address, preferred language, and time zone.
• Profile information you choose to add to your workspace.
• Operational data you enter or upload, such as flights, aircraft, airports, certificates, and related notes or attachments.
• Technical and usage information, such as IP address, browser or device type, operating system, and access timestamps.
• Location information, such as your device location or map position, only when you choose to activate a feature that uses geolocation or when you save location information as part of a record.
• Support and communications information, such as messages you send to us.
• Billing-related information made available to us by payment providers, such as transaction status, subscription status, payment method type, billing contact details, recurring billing status, and limited identifiers needed to reconcile or support payments. We do not need to receive full card numbers to provide the service.

3. Why we use personal information

We use personal information to operate the logbook, authenticate users, save settings, generate reports and exports, provide support, maintain security, and comply with legal obligations.

We use information received from third-party authentication providers only to create or access your account, authenticate you, prevent duplicate or unauthorized accounts, maintain security, and provide the service.

We also use personal information related to your selected plan and subscription state to apply plan-specific features, usage limits, active or archived logbook status, and account access decisions.

When an end user starts a connector check, preview, sync, import, or other connector-triggered action from the service, that action is treated as the user instruction and authorization for the service to communicate with the relevant partner connector to retrieve, receive, stage, and store data related to that user and the records involved in that connector workflow.

If you add a drawn signature to your profile, we use it only to place that signature on printed or print-ready documents that you choose to generate through the service. We do not intend to use that signature for unrelated purposes such as marketing, public display outside your requested document output, biometric identification, or general-purpose electronic-signature workflows.

We do not collect personal information merely because it could be useful later. We aim to limit collection to what is necessary for the identified purposes.

4. Consent

Where consent is required, we seek it in clear and simple terms. Consent is intended to be valid, informed, specific, and limited to the period needed for the relevant purpose.

If sensitive personal information is involved, we seek express consent where required by law. You may withdraw consent, subject to legal or contractual restrictions and reasonable notice.

5. Cookies and similar technologies

We use only essential or service-related cookies and similar technologies needed to operate the service.

These may include session cookies used to keep you signed in, protect your account, remember language or display preferences, maintain security, and support core service functions.

When you use the public Contact us form while not signed in, we may load Cloudflare Turnstile to reduce spam and automated abuse. In that anonymous contact flow, Cloudflare may receive technical and interaction data such as IP address, browser characteristics, and challenge results. Turnstile is not loaded for signed-in contact messages sent from inside the workspace. Cloudflare's Turnstile privacy policy is available at https://www.cloudflare.com/en-gb/turnstile-privacy-policy/.

We do not use cookies for advertising, cross-site tracking, behavioural profiling, or selling personal information.

When you are redirected to or interact with a third-party payment provider, that provider may use its own cookies or similar technologies on its own hosted pages or services for payment processing, fraud prevention, authentication, security, and compliance. Those technologies are governed by the payment provider’s own privacy and cookie policies.

If we later introduce non-essential analytics, advertising, profiling, continuous background location tracking, or marketing technologies, we will provide appropriate notice and consent choices where required.

6. Geolocation and device permissions

Some features of the service may allow you to use your device’s geolocation, for example to show your current position on a map, assist with location-based entries, or support other location-related functions.

Geolocation is not activated automatically. Your browser or device will ask for your permission before location access is used. You may refuse, disable, or withdraw location permission at any time through your browser or device settings.

When geolocation is used, we collect and use location information only for the feature you choose to activate and only as reasonably necessary to provide that feature.

If location information is used only temporarily in your browser and is not saved to your account or sent to our servers, we do not retain that location information.

If you choose to save location information as part of a record you create, that location information may remain associated with that record until you edit or delete it, subject to our normal retention rules.

We do not use geolocation for advertising, cross-site tracking, behavioural profiling, continuous background tracking, or selling personal information.

7. Service providers and disclosure

We may share personal information with service providers that help us host, secure, maintain, or support the service. Those providers may access information only to the extent reasonably necessary for their role and must protect it appropriately.

If you use a third-party authentication provider to sign in, that provider may process information about your sign-in activity, account selection, device, browser, IP address, security signals, and related authentication events according to its own privacy policy and account settings. Third-party authentication providers operate independent systems and policies that we do not control.

If you enable a partner connector, we may send limited identifiers and authentication-related data to that connector and receive flight, aircraft, airport, and related operational data from it solely to retrieve, stage, display, validate, synchronize, and import records at your direction. Partner connectors are independent third parties and may also process information under their own privacy policies and terms.

You and the partner connector remain responsible for determining what information is sent to the service through connector features, for reviewing the values returned by the service or its endpoints, and for deciding whether those values are suitable for your own operational, regulatory, contractual, or technical purposes.

If you subscribe or make payments, we may redirect you to or integrate with trusted third-party payment or subscription platforms, including for recurring billing. Those providers may collect and process additional information directly from you for billing, fraud screening, compliance, receipts, tax calculation, app-store administration, or payment authentication. You are responsible for reviewing and complying with the terms and privacy policies of the payment provider used for your transaction or renewal.

Although we select payment and billing partners with reasonable care, those providers operate independent systems, websites, policies, and contractual terms that we do not control. Except to the extent required by applicable law, we are not responsible for the separate privacy practices, terms, security controls, availability, content, or acts and omissions of those third-party payment or billing providers.

We may also disclose personal information when required by law, to respond to lawful authority, to protect rights or security, or in connection with a permitted business transaction subject to applicable safeguards.

8. Customer logos and business references

If you subscribe to a Business plan or otherwise use our service on behalf of an organization, we may ask for permission to display your organization’s name, trade name, logo, icon, trademark, or similar business identifier on our website, marketing pages, product pages, or other promotional materials.

We will only display this information if the organization, or an authorized representative of the organization, has given us permission to do so. We may keep a record of the authorization, including the name, role, business email address, date, and content of the authorization, for administrative, legal, and verification purposes.

The display of an organization’s name, logo, icon, or trademark is used only to identify the organization as a customer, user, or business reference of our service. It does not mean that the organization endorses, sponsors, certifies, approves, or is affiliated with our service, unless this has been expressly agreed to in writing.

We do not publish personal information about the organization’s employees, representatives, pilots, instructors, users, students, or account members as part of this display unless we have obtained the appropriate consent or are otherwise permitted by law.

An organization may withdraw its permission at any time by contacting us. After receiving a withdrawal request, we will remove the applicable organization name, logo, icon, or trademark from future public displays within a reasonable time.

All organization names, logos, icons, and trademarks remain the property of their respective owners.

9. International transfers

Some service providers may store or process personal information outside the country, state, or province where you are located.

Where required by applicable law, we take steps before transferring personal information across borders to ensure that appropriate safeguards are in place, taking into account the sensitivity of the information and the destination.

10. Data retention and inactive account deletion

We retain personal information only for as long as reasonably necessary to provide ProLogbooks.com, maintain user accounts, provide support, comply with legal obligations, resolve disputes, enforce our agreements, protect the security of the Service, and operate our business.

For free accounts, and for accounts where a paid subscription has ended, expired, been cancelled, or remains unpaid, we may delete or anonymize the account and associated personal information after twelve (12) consecutive months of inactivity.

Before deleting or anonymizing an inactive account, we will use the following notice process:

• Day 0: we will send a first warning email to the email address associated with the account.
• Day 15: if no action has been taken, we may send a reminder email.
• Day 30: if the user has not logged in, reactivated the account, exported their data, or contacted us, we may permanently delete or anonymize the account and associated data.

Deleted or anonymized data may include logbook entries, records, files, settings, and other user-generated content.

After deletion, the account and associated data may no longer be recoverable.

We may retain limited information where required or permitted for legal, tax, accounting, billing, security, fraud prevention, backup, dispute resolution, or regulatory purposes. Backup copies may also remain for a limited period until they are overwritten or deleted according to our normal backup practices.

Where information is anonymized, we may retain and use it for legitimate business purposes, analytics, service improvement, statistics, security, or reporting, provided that it no longer identifies the user directly or indirectly.

11. Security and confidentiality incidents

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, use, disclosure, or modification.

If a confidentiality or security incident occurs involving personal information we hold, we will take reasonable steps to reduce the risk of harm and prevent similar incidents. Where required by applicable law, we will notify affected individuals and relevant authorities and keep any records required by mandatory law in your jurisdiction.

12. Your rights

Subject to applicable law, you may request access to personal information we hold about you and request correction of information that is inaccurate, incomplete, or outdated.

You may also request information about how your personal information is used, withdraw consent in some situations, and request deletion where applicable and legally permitted.

You may be able to manage or revoke third-party authentication access through your provider account settings. Revoking access with the provider may prevent future sign-in through that provider, but it does not automatically delete your service account or personal information already stored in the service. To request deletion of information held by us, please contact us or use the available account deletion tools where provided.

If you are not satisfied with our response, you may submit a complaint to the appropriate privacy or data protection authority where mandatory law in your jurisdiction gives you that right.

13. Emails and service communications

We may send account, security, support, or operational messages that are necessary for the service.

If we send marketing communications, we intend to do so in compliance with Canada’s Anti-Spam Legislation (CASL), including appropriate consent and unsubscribe mechanisms.

14. Changes to this Policy

We may update this Policy from time to time. The updated version will be posted in the service with a revised “Last updated” date. If the changes are material, we may provide additional notice through the application or by email.