Privacy policy

Pilotlog ("Pilotlog", "we", "us") is the pilot logbook app for iPhone and iPad and the web app at app.pilotlog.tech. It is run by DNG Tech Ltd, a company registered in Bulgaria under number (UIC) 207990489, ul. Lyuben Karavelov 61, 9300 Dobrich, Bulgaria. DNG Tech Ltd is the controller of the personal data described here.

Your logbook is yours. We use your data to run Pilotlog for you, we never sell it, and we never use it for advertising.

The short version

• We keep your account and logbook so you can use them on all your devices.
• The app sends us usage data and error reports to help us fix and improve it. You can turn usage data off in Profile.
• We use a small number of service providers, listed below, to run Pilotlog. Your data is stored in the United Kingdom.
• You can export your logbook, and you can delete your account in the app at any time. That deletes your data.
• Questions or requests: [email protected].

What we collect and why

Your account

• Email address, to sign you in and to send you emails about your account.
• Name, from Sign in with Apple, Google or what you type during setup. It goes on your logbook exports and licence records.
• Date of birth, if you give it, to work out how long your medical certificate is valid.
• Your answers during setup, such as what you fly and how much experience you have, to set up the app for you.
• An account ID, a random identifier that links all of the above.

If you sign in with Apple or Google, they tell us your email address and, the first time, your name. Apple may give us a private relay address instead of your real one.

Your logbook

Everything you record in Pilotlog: flights and their times, aircraft and simulators, licences, ratings and medicals, remarks, your signature, files and photos you attach, and the totals worked out from them. This is the content of the service: we store it so you can see it on all your devices, and we use it only to give you Pilotlog's features (totals, currency, limits, reminders, exports). Nobody at Pilotlog reads it, except when you ask us for help with it.

People you fly with

Your logbook names other people: crew on your flights, and the contacts you keep about them (name, crew ID, company, licence, email, phone, address and notes). When you pick someone from your iPhone's contacts, the app reads only that one person, and only the details listed here. It never reads your address book. These details are kept for you alone, synced to your devices, never shared with anyone or used for anything else, and deleted with your account. Please keep only what you need, and only what the person would expect you to keep.

Signing flights

You can ask an instructor or captain to sign your flights from a link. To do this we keep their name and email address, which you give us, and what they give when they answer: the name, licence number and signature they sign with, or their reason if they decline. We email them the request, a code and a receipt, and use their email address for nothing else. Their signature is kept with your flights, with the name, licence number and email address they signed with, as part of your logbook. 90 days after a request is signed, declined, cancelled or expires, we delete the signer's email address, licence number and any reason from the request. Only their name stays, so you can see who you asked.

If you signed or were asked to sign someone's flights and want your details removed, email [email protected]. We will remove them from the requests within one month. A signature you gave stays on the pilot's flights, because it is part of their logbook record; the pilot can remove it from a flight.

Sharing your logbook

If you create a recruiter link, anyone who has the link can see the totals and flights you chose to share until the link expires or you turn it off. We count how often it is opened.

Location

Location is used only when you allow it, and only for these features:

• The map and airports near you. The map shows where you are, and Airports and the flight form list the airports closest to you. This is worked out on your device, from the airports database in the app. Your position is not stored, logged, synced or sent to us.
• Recording a flight (Pro). While the block timer runs, if you have this switched on in Profile, your device records your track, take-off and landings, also in the background, and fills in the flight from them. The track is saved with the flight as a GPX file, synced to your devices, and deleted with the flight or your account.
• Weather at a point. When you press on the map to see the weather somewhere, we receive that point to look up the forecast. We don't keep it.

Flight tracks from ADS-B

For aircraft in your logbook, we look up each flight's track in public ADS-B data, the positions aircraft broadcast to anyone with a receiver. A flight's track is kept with the flight, as part of your logbook. The day's raw data for your aircraft is kept for one week.

Scanning a paper logbook

If you scan the pages of a paper logbook to import it, the page images are sent to Anthropic, which reads them for us. Anthropic doesn't use them to train its models and keeps them for at most 30 days. Logbook pages often name other people, such as instructors and crew, so only scan pages you may share. The page images then stay with your logbook, attached to the flights they show, and are deleted with your account. The app asks you to agree before your first scan.

Speaking a flight

If you say a flight instead of typing it, the speech is turned into text and read on your device, with Apple's on-device models. What you say is not sent to us or to anyone else.

Subscriptions

Pilotlog Pro is bought through the App Store. Apple handles the payment; we never see your card details. Our subscription provider tells us which subscription you have, when it renews and whether it was refunded, under your account ID, so the app can unlock Pro on all your devices.

Invites

Every account has an invite code. To run invites fairly, we keep whose code a new pilot redeemed, when their first payment was and whether it was refunded, and, for the pilot who redeemed it, one-way scrambled forms of the internet address it came from and of their email domain when it isn't a public mail provider. We never keep the address or the domain themselves, and the scrambled forms can't be turned back into them. We use them only to spot many accounts from one place, and delete them 180 days after the code was redeemed. We also ask Apple's DeviceCheck whether the device already got a free month, and mark it once it has: Apple keeps that mark for the device, not your name or account. You only ever see your own counts, never who redeemed your code.

Usage data

The app sends us usage data, such as which screens and features are used (for example that a flight was saved or an import finished), with your device model, iOS and app version, language and time zone. It never includes your flights, name or email. Before you sign in it is linked to a random install ID; after sign-in, to your account ID. We use it to understand how Pilotlog is used and to make it better.

Usage data is on when you install the app. You can turn it off at any time in Profile, under "Share usage data". This setting is per device.

Crash reports

If the app crashes, it sends us a crash report: where in the code it crashed, your device model and the iOS and app version. It never includes your flights, name or email. Crash reports are sent whether or not "Share usage data" is on, because we need them to fix the app. While "Share usage data" is on, a report is linked to your account ID; while it is off, it is sent without it.

Error logs

When something fails, for example a sync, an import, an export, an upload or registering for notifications, the app and our servers record a technical log entry: what failed, an error code, the app version and the device model, linked to your account ID. It never includes your flights, email, name or files. Logs are kept for 14 days. Turning off "Share usage data" stops the app sending them, and our servers then keep their entries without your account ID.

We don't collect your IP address with usage data, crash reports or logs, and we don't work out your location from it. We don't use advertising identifiers and we don't track you across other apps or websites.

Notifications and emails

If you allow notifications, we keep your device's push token to send you reminders (for example a licence about to expire) through Apple's push service. We also keep the notifications we send you, so the app can list them.

We send emails about your account and logbook: sign-in codes, reminders you turned on, receipts and subscription changes, and signing requests. From time to time we may also send news about Pilotlog or a monthly summary of your flying. Every one of those has an unsubscribe link.

Feedback

If you report a bug or request a feature in the app, we keep your message, the app version and the iOS version with your account ID, to answer you and fix the problem. If you delete your account, we keep the message without your account ID. Please don't put anything personal in it that we don't need.

The website

On pilotlog.tech, the waitlist, the guides, the "Am I current?" reminder and the ATPL check collect your email address, which we keep to send you what you asked for. With it we keep:

• Your language: the language of the page you used, so our emails can be in it.
• Where you came from: the campaign tags in the link you followed, if any, and your country. We work out the country from your internet address with a database on our own server; we don't keep the address.
• What you asked for: for the reminder, the date your currency lapses, so we can email you a week before. The ATPL check emails you a PDF of your result; the hours you typed are only in the PDF's link, and we don't keep them.
• Your answers, if you choose to give them: the short survey in our emails (what you fly, your licence, your country and the logbook you use now) and whether you applied for the beta.
• A score of your interest, worked out from these sign-ups and answers, from replies and calls with us, and from which links you open in our emails. It counts only the last 30 days, and we use it to decide who to invite to the beta and who to follow up with.

New wishlist members get a short series of welcome emails. Every one has an unsubscribe link. Our forms are protected by Google reCAPTCHA against spam; your use of it is subject to Google's Privacy Policy and Terms of Service. We use a cookie consent tool to ask for your consent to cookies, and we measure visits only if you agree to statistics cookies. If you choose a language for the site, a cookie keeps your choice for a year so the site opens in it next time; it is needed for what you asked for, so it doesn't need consent. The web app at app.pilotlog.tech uses only the cookies it needs to sign you in.

When you join the wishlist you get a personal referral link. To run the referral programme fairly, we keep which wishlist sign-ups came through whose link, whether each address was confirmed, and a one-way scrambled form of the internet address each sign-up came from. We never keep the address itself. We use it only to spot many sign-ups from one place, and we delete it on 10 February 2027, the day after the programme ends.

Founder places

If you claim a founder place, we keep which App Store offer code we gave you, linked to your account, and a one-way scrambled form of your wishlist email address so each address gets one place. Apple tells us when the code is used. Deleting your account deletes the scrambled address.

Our legal reasons

Where the UK or EU GDPR applies, we rely on:

• Contract, to give you the service you signed up for: your account, logbook, sync, reminders, exports, subscriptions, and the emails that go with them.
• Legitimate interests, to keep Pilotlog secure and working (crash reports, error logs, abuse checks for invites and referrals), to understand how it is used (usage data, which you can turn off), and to understand where website sign-ups come from and who is most interested (campaign tags, country and interest score).
• Consent, for location, notifications, scanning a paper logbook, news emails, the survey in our emails and cookies on the website. You can withdraw it at any time in the app, in iOS Settings, with the unsubscribe link or in the cookie banner.
• Legal obligation, where the law requires us to keep or share something.

Who we share it with

We don't sell your data or share it for advertising. We use service providers of these kinds, each bound by a contract to use your data only to provide their service to us:

Service	What for	Where
Database and hosting	Database, sign-in and file storage	UK
Servers	Running our API and website	EU
Content delivery	Delivering our website and API securely	Worldwide network
Product analytics	Usage data, crash reports and error logs	EU
Subscription management	Subscription status	USA
Email delivery	Sending emails	USA
Anthropic	Reading scanned logbook pages	USA
Apple	Sign in with Apple, push notifications, App Store, DeviceCheck	USA
Google	Sign in with Google, reCAPTCHA on our website	USA
Maps	Map tiles	USA
Cookie consent	Cookie consent on our website	EU

Some features load content straight from another service, which then sees your device's internet address: the map loads its tiles from our map provider, which also counts how often a map is opened, aircraft photos load from a public aircraft photo database (we send it only the aircraft's registration), and the US aeronautical charts load from the FAA's chart service. The map provider's own usage statistics are off in the app; you can turn them on from the map's ⓘ button, and the map provider then handles them under its own privacy policy.

We may also share data if the law requires it, or to protect the rights and safety of our users or of Pilotlog.

Transfers outside the UK and EU

Your account, logbook and files are stored in the United Kingdom, which the European Commission recognises as protecting personal data to the EU's standard (an adequacy decision).

Where a provider handles data in the USA, the transfer is protected by the EU-US Data Privacy Framework and its UK extension where the provider is certified, or by the European Commission's standard contractual clauses and the UK addendum.

How long we keep it

• Your account and logbook: for as long as you have your account. When you delete something, it is gone from your devices at once and from our database within 90 days.
• Exports: the file you download is kept for 20 minutes.
• Raw ADS-B data for your aircraft: one week.
• Scanned pages at Anthropic: at most 30 days.
• Error logs: 14 days.
• Signing requests: the signer's email address, licence number and any reason, 90 days after the request ends. A signature stays with the flight.
• Scrambled internet addresses and email domains for invites: 180 days.
• Scrambled internet addresses for wishlist referrals: until 10 February 2027, the day after the referral programme ends.
• Usage data and crash reports: until you delete your account.
• Website sign-ups (email address, campaign tags, country, answers and interest score): until you ask us to delete them, or delete your Pilotlog account with the same email address. The interest score only counts the last 30 days.
• Backups of our database: up to 7 days, after which deleted data is gone from them too.

Deleting your account

You can delete your account in the app, in Profile. This deletes your account, your logbook and your files, and the details of the people in it. It also deletes your subscription record with our subscription provider, your contact with our email provider, and your usage data and crash reports with our analytics provider: your profile there goes within minutes, and the events in its next weekly run. For 30 days afterwards we repeat the deletion daily, to catch anything your devices send late; for that we keep only your deleted account's ID, and then it is gone too. We send you one email to confirm the deletion.

Deleting your account doesn't cancel an App Store subscription: cancel it in your Apple account settings, or Apple will keep charging you.

Your rights

You have the right to access your data, have it corrected, get a copy of it, have it deleted, object to or restrict how we use it, and withdraw consent you gave. You can do much of this yourself in the app: edit anything in your logbook, export it as CSV or PDF, turn off usage data, and delete your account. For anything else, email [email protected]. We will answer within one month.

If you think we got something wrong, please tell us first. You can also complain to our supervisory authority, the Commission for Personal Data Protection in Bulgaria (cpdp.bg), to the data protection authority where you live, or in the UK to the Information Commissioner's Office (ico.org.uk).

Children

Pilotlog is not meant for children under 16, and we don't knowingly collect their data. If you think a child has given us their data, email us and we will delete it.

Security

Your data travels encrypted between your devices and our servers, and our providers encrypt it where they store it. Only a few people at Pilotlog can reach production data, and only to keep the service running or when you ask us for help.

Changes

If we change this policy, we post the new version here with its effective date. If a change matters for how we use your data, we tell you in the app or by email before it takes effect.

Contact

DNG Tech Ltd, ul. Lyuben Karavelov 61, 9300 Dobrich, Bulgaria. Email [email protected].