Privacy Policy

1. Data Controller

PilotLinked is a service operated by:

2. Data We Collect

2.1 Account Information

• Name, email address, password (stored encrypted)
• Pilot license number, certificates, flight experience
• Company details, VAT number (for organization accounts)
• Profile picture (optional)

2.2 Logbook Data

• Flight entries, aircraft details, routes
• Flight times, landings, remarks
• Weather conditions, crew information

2.3 Technical Data

• IP address, browser type, device information (server logs)
• Usage statistics and error logs
• Cookie preferences

3. How We Use Your Data

• Provide and maintain the PilotLinked service
• Process logbook entries and generate reports
• Send service-related communications
• Improve our services and develop new features
• Comply with legal obligations
• Protect against fraud and security threats

4. Cookies

We use the following cookies on this website:

Analytics and marketing cookies are only set after your explicit consent via the cookie banner. You can change your preferences at any time through the cookie banner.

5. Google Analytics

With your consent, this website uses Google Analytics 4, a web analytics service provided by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland). The analytics script is only loaded after you accept analytics cookies in the cookie banner.

Google Analytics collects information such as pages visited, time spent on the site, and device information. This data is transmitted to Google servers, including servers outside the EU.

We have configured Google Analytics with the following privacy settings:

• IP anonymization is enabled — your IP address is truncated before transmission
• Ad personalization signals are disabled
• The script loads only after explicit consent (Google Consent Mode v2)

Legal basis: Art. 6(1)(a) GDPR (consent). You can withdraw your consent at any time via the cookie banner or by installing the Google Analytics opt-out add-on . Google's privacy policy: policies.google.com/privacy

6. Google Fonts

This website loads the Quicksand typeface from Google's font CDN (fonts.googleapis.com), operated by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland).

When fonts are loaded, your IP address is transmitted to Google servers. This may include servers outside the EU. Google states it uses this data solely to deliver the font service.

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in consistent website presentation). For more details, see Google's privacy policy: policies.google.com/privacy

7. Brevo (Email Marketing)

With your consent, we use Brevo (formerly Sendinblue, operated by Sendinblue SAS, 7 rue de Madrid, 75008 Paris, France) for email communications and marketing automation. The Brevo script is only loaded after you accept marketing cookies.

Legal basis: Art. 6(1)(a) GDPR (consent). You can withdraw your consent at any time via the cookie banner. Brevo's privacy policy: brevo.com/legal/privacypolicy

8. Stripe (Payment Processing)

For subscription payments, we use Stripe (Stripe Payments Europe Limited, 1 Grand Canal Street Lower, Grand Canal Dock, Dublin, Ireland). Stripe handles all payment data in a PCI-DSS compliant manner. We never store credit card information on our own servers.

Legal basis: Art. 6(1)(b) GDPR (contract performance). Stripe's privacy policy: stripe.com/privacy

9. Data Sharing

We do not sell your personal data. Data is only shared in the following cases:

• Google Analytics: Anonymized usage data with consent (see section 5)
• Google Fonts: IP address transmitted for font delivery (see section 6)
• Brevo: Email data with marketing consent (see section 7)
• Stripe: Payment data for transaction processing (see section 8)
• Your organization: If you join through a company account, your profile is visible to that organization
• Legal obligation: If required by law or competent authorities

10. Data Retention

We retain your account data as long as your account is active or as needed to provide the service. Logbook data is retained indefinitely unless you explicitly request deletion — this is by design, as aviation logbooks serve as lifelong records. You can export all your data at any time. After account deletion, data is removed within 30 days unless legal obligations require longer retention.

11. Data Security

We implement appropriate technical and organizational measures to protect your data, including: TLS encryption for data in transit, encrypted password storage, access controls, and secure data centers within the EU. Our security measures are reviewed and updated regularly.

12. International Data Transfers

Your account and logbook data is primarily stored in EU data centers. Third-party services (Google, Stripe, Brevo) may transfer data outside the EU. Where this occurs, appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission.

13. Your Rights (GDPR)

Under the General Data Protection Regulation, you have the right to:

• Access your personal data (Art. 15 GDPR)
• Rectify inaccurate data (Art. 16 GDPR)
• Erasure of your data ("right to be forgotten") (Art. 17 GDPR)
• Restrict processing in certain circumstances (Art. 18 GDPR)
• Data portability in a machine-readable format (Art. 20 GDPR)
• Object to processing based on legitimate interest (Art. 21 GDPR)
• Withdraw consent at any time without affecting prior processing

To exercise these rights, contact us at support@pilotlinked.com

You also have the right to lodge a complaint with the supervisory authority in your country. In Austria: Österreichische Datenschutzbehörde, Barichgasse 40–42, 1030 Wien – www.dsb.gv.at

14. Children's Privacy

PilotLinked is not intended for users under 16 years of age. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us at support@pilotlinked.com so we can delete it promptly.

15. Changes to This Policy

We may update this privacy policy from time to time. For significant changes, we will notify you via email or through the service. The date of the latest revision is shown at the top of this page.