Privacy Policy
AeroTrack flight training platform · Operated for Executive Flight Training · Last updated: August 1, 2026
1. Who we are
This platform ("AeroTrack") is used by Executive Flight Training ("the school," "we," "us") to manage flight training operations — enrollment, scheduling, training records, documents, and billing. The platform is developed and hosted by Inflight Technology, LLC, which processes data on the school's behalf. This policy describes what personal information is collected through the platform, why, how long it is kept, and the choices you have.
2. Information we collect
- Identity and contact details — name, email address, phone number, mailing address, date of birth, and emergency contact information you provide during enrollment or in your profile.
- Regulatory and certification documents — copies of government-issued identification (driver's license or passport), FAA pilot or instructor certificates, FAA medical certificates, and citizenship or TSA-related verification documents. Federal regulations require flight training providers to verify and document certain of these items.
- Training records — enrollments, course progress, pilot training records (PTRs), grades, endorsements, completion certificates, and instructor notes.
- Scheduling and operations data — bookings, session times, aircraft/simulator/classroom assignments, and related logistics (for example hotel or loaner-car coordination where the school arranges it).
- Billing information — invoices, payment status, and payment records. Card payments are processed by third-party payment processors; full card numbers are not stored on this platform.
- Account and technical data — sign-in events, session tokens, and basic technical logs used to keep the service secure and working. The platform stores a small amount of data in your browser (session token, display preferences, and offline app files) so you can sign in and use the app; it does not use advertising or cross-site tracking cookies.
3. How we use it
- To provide flight training services: enrollment, scheduling, instruction, and record-keeping.
- To meet legal and regulatory obligations, including TSA Flight Training Security Program requirements (49 CFR Part 1552) and FAA training-record requirements.
- To communicate with you about your training, documents, schedule, and account.
- To bill for services and maintain accurate financial records.
- To secure the platform, prevent misuse, and troubleshoot problems.
We do not sell your personal information, and we do not use it for third-party advertising.
4. Who we share it with
- Government agencies — the TSA and FAA, where records must be made available for inspection or reporting under federal regulations.
- Service providers — the platform's developer/host (Inflight Technology, LLC), cloud infrastructure and backup providers, email delivery (Microsoft 365), payment processors, and, where documents are machine-read to speed up data entry, an AI document-processing service. Service providers act under our instructions.
- Others at your direction — for example, an employer sponsoring your training, where applicable.
5. How long we keep it
Federal aviation-security and aviation regulations require flight training providers to retain certain records and make them available to the TSA and FAA. That means some records are kept for a period of time even after you stop training with us or ask us to delete your data:
| Category | Examples | Retention |
|---|
| Regulatory training records |
Citizenship/eligibility verification documents, pilot/instructor certificate copies, training records, endorsements, completion certificates |
Up to 5 years after your last training activity, or longer where a specific law requires it (49 CFR Part 1552; FAA record rules) |
| Financial records |
Invoices, payments |
As required by tax and accounting law (typically 7 years) |
| Everything else |
Contact details, marketing preferences, messages, non-required documents (e.g. medical certificates, ID copies not needed for the above), account credentials |
Deleted promptly on request, or when no longer needed |
6. Your choices — access, correction, deletion
You can view and update most of your information by signing in to your account. You may also request:
- A copy of your records — contact us, or ask at the front desk.
- Correction of inaccurate information.
- Deletion of your data. You can submit a deletion request from the Personal Documents page of your account (Privacy & Data section) or by contacting us. When we receive a deletion request, we promptly: close your account and sign-in access, delete your contact details, messages, preferences, and any documents we are not required to keep. Records that federal regulations require us to retain (see section 5) are placed under restricted access — used only for regulatory compliance — and are permanently deleted when their retention period ends.
7. Security
Access to your information is limited to school staff and instructors who need it for their role. The platform uses encrypted connections (HTTPS), role-based access controls, audit logging, and nightly encrypted backups. No system is perfectly secure; if a breach affecting your personal information occurs, we will notify you as required by law.
8. Children
The platform is intended for flight training participants and is not directed to children under 13. We do not knowingly collect information from children under 13.
9. Changes to this policy
If we make material changes, we will update this page and note the new "last updated" date above. Continued use of the platform after changes take effect means the updated policy applies.
10. Contact us
Executive Flight Training — Privacy requests and questions
In the app: Personal Documents → Privacy & Data
Or contact the school's front office by phone or email.