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Privacy Policy

1. INFORMATION WE COLLECT2. HOW WE USE INFORMATION3. DATA SHARING (LIMITED & LAWFUL)4. DATA SECURITY5. DATA RETENTION6. USER RIGHTS7. CHILDREN8. CHANGES TO THIS POLICY9. SMS COMMUNICATIONS10. GOOGLE API & GOOGLE CALENDAR DATA USE10.1 Data Accessed from Google11. USE OF GOOGLE USER DATA (LIMITED USE COMPLIANCE)12. DATA SHARING & DISCLOSURE (GOOGLE-SPECIFIC)13. DATA RETENTION & DELETION (GOOGLE DATA)14. MICROSOFT OUTLOOK CALENDAR DATA USE14.1 Data accessed from Microsoft14.2 How Microsoft data is used14.3 Sharing and disclosure14.4 Storage, security and retention14.5 Revoking access15. USER CONTROL & TRANSPARENCY16. POLICY UPDATES (GOOGLE REQUIREMENT)17. CONTACT

This Privacy Policy explains how Aviation Software Inc., as owner and operator of the TrueFlight Platform, collects, uses, and protects information.

1. INFORMATION WE COLLECT

We collect information you provide, including:

  • Account and contact information
  • Scheduling, operational, and training data
  • Billing and transaction records
  • Aircraft and maintenance records
  • Mobile phone numbers, when voluntarily provided by Users for account access, customer support, or transactional communications

We also collect limited technical data (IP address, device type, logs).

2. HOW WE USE INFORMATION

We use information to:

  • Operate and improve the Platform
  • Provide customer support
  • Ensure security and system integrity
  • Process payments and transactions

3. DATA SHARING (LIMITED & LAWFUL)

We do not sell personal data.

We share information only:

  • With service providers acting on our behalf
  • When required by law, subpoena, or court order
  • With the FAA, NTSB, or other aviation authorities, when legally required or reasonably necessary for safety investigations or regulatory compliance

Mobile phone numbers collected for SMS communications are used solely for the purposes described above and are not shared for third-party messaging or marketing.

4. DATA SECURITY

We implement commercially reasonable safeguards designed to protect information. No system is completely secure.

5. DATA RETENTION

We retain information as necessary for operational, legal, regulatory, and safety purposes, including after account closure.

6. USER RIGHTS

Depending on jurisdiction, Users may have rights to access, correct, or delete personal data, subject to regulatory and legal obligations.

7. CHILDREN

The Platform is not intended for children under 13 years of age.

8. CHANGES TO THIS POLICY

We may update this Privacy Policy. Continued use of the Platform constitutes acceptance of the updated Policy.

9. SMS COMMUNICATIONS

If a User opts in to receive SMS communications, Aviation Software Inc may send text messages related to the operation of the TrueFlight Platform, including account notifications, scheduling updates, system alerts, and customer support responses.


SMS messages are transactional or service-related in nature and are not used for marketing or promotional purposes.


SMS consent is not shared with third parties or affiliates.


Users may opt out of SMS communications at any time by replying STOP to any message.

10. GOOGLE API & GOOGLE CALENDAR DATA USE

TrueFlight integrates with Google services, including Google Calendar, to provide scheduling and availability features within the Platform.

When a User connects their Google account, the Platform may access Google user data only to the extent necessary to provide the requested functionality.

10.1 Data Accessed from Google

Depending on user authorization, the Platform may access:

  • Calendar metadata (event titles, dates, times)
  • Availability and scheduling information
  • Calendar identifiers required for synchronization

The Platform does not access Google emails, contacts, files, or unrelated Google services.

11. USE OF GOOGLE USER DATA (LIMITED USE COMPLIANCE)

TrueFlight’s use of Google user data strictly complies with the

Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

  • Google user data is used only to provide user-facing features requested by the User
  • Google user data is not used for advertising
  • Google user data is not sold or shared with third parties
  • Google user data is not used to train AI or machine learning models
  • Google user data is not transferred except as necessary to operate the Platform or as required by law

12. DATA SHARING & DISCLOSURE (GOOGLE-SPECIFIC)

In addition to the disclosures above, Google user data may be shared only in the following limited circumstances:

  • With trusted service providers acting solely on our behalf and under contractual confidentiality obligations
  • When required by applicable law, regulation, subpoena, or court order
  • With the FAA, NTSB, or other aviation authorities, when legally required or reasonably necessary for safety investigations or regulatory compliance

We do not permit any third party to use Google user data for their own independent purposes.

13. DATA RETENTION & DELETION (GOOGLE DATA)

Google user data is retained only for as long as necessary to provide the Platform’s functionality or to comply with legal or regulatory obligations.

Users may revoke Google account access at any time via:

  • Their Google account security settings, or
  • The Platform’s account or integration settings

Upon revocation, future access to Google user data ceases.

14. MICROSOFT OUTLOOK CALENDAR DATA USE


14.1 Data accessed from Microsoft

When a User connects a Microsoft account (Microsoft 365 work or school, or personal Outlook.com), the Platform requests only these permissions:

Basic profile (User.Read): name, email address and Microsoft account identifier, used to identify the connected account.
Calendars (Calendars.ReadWrite): events on the calendar the User chooses to connect, including start and end times, free/busy status, whether an event is all-day, event titles, and event and calendar identifiers.
Offline access (offline_access): lets the Platform keep the connection active without the User signing in again each time.
The Platform does not access email, contacts, files, Teams, or any other Microsoft service.

14.2 How Microsoft data is used

Microsoft calendar data is used only to:

show the User’s busy times on the TrueFlight schedule and prevent conflicting bookings;
add, update and remove the User’s own TrueFlight reservations in the connected calendar;
let the User convert one of their own calendar events into a reservation.
Event titles are shown only to the User who owns the calendar. Other members of the organization see a busy block with no details. Microsoft data is not used for advertising, is not sold, and is not used to train machine-learning or AI models.

14.3 Sharing and disclosure

Microsoft user data is not shared with third parties except:

the service providers that host and operate the Platform, under confidentiality obligations;
where required by law;
with the User’s explicit consent.

14.4 Storage, security and retention

Access and refresh tokens are encrypted at rest. Calendar events are stored only for the period needed to show availability, and are updated or removed as the User’s calendar changes. When a User disconnects Microsoft from the Platform, their stored tokens and imported calendar events are deleted, and the Platform stops receiving updates from Microsoft. Reservations previously added to the User’s Outlook calendar remain there unless the User deletes them.

14.5 Revoking access

Users may disconnect Microsoft at any time:


in TrueFlight, under their account’s Integrations tab;

for personal Microsoft accounts, at account.live.com/consent/Manage;
for work or school accounts, at myapps.microsoft.com, or through their organization’s administrator.

Once access is revoked, the Platform can no longer read or write the User’s Microsoft calendar.

15. USER CONTROL & TRANSPARENCY

Users are always in control of whether they connect Google services to the Platform.

  • Google access is opt-in
  • Permissions requested are narrowly scoped
  • Users may disconnect integrations at any time
  • Changes to how Google user data is used will be reflected in updates to this Privacy Policy

16. POLICY UPDATES (GOOGLE REQUIREMENT)

If we materially change how Google user data is accessed, used, or shared, we will:

  • Update this Privacy Policy
  • Provide notice within the Platform or through other reasonable means
  • Obtain updated user consent where required

17. CONTACT

privacy@trueflightschedule.com

support@trueflightschedule.com