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Privacy Policy

Effective April 23, 2026

FlyClearance LLP (“Clearance,” “we,” “us,” or “our”) operates the flyclearance.ai platform (the “Service”), a flight operations intelligence platform built for Canadian helicopter operators. This Privacy Policy explains how we collect, use, store, and share information about you and your company when you use the Service.

By using the Service, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide

  • Account information: name, email address, password (hashed), company name, role
  • Company and operational data: aircraft records, pilot records, engineer records, maintenance logs, flight records, weight and balance configurations, safety reports, training records, duty time records, and other operational data you enter
  • Client information: if you use our invoicing features, contact details of your clients
  • Payment information: billing details processed by our payment provider (Stripe). We do not store full credit card numbers on our servers.
  • Communications: emails, support requests, and feedback you send us

1.2 Information Collected Automatically

  • Usage data: pages visited, features used, timestamps, and actions taken within the Service
  • Device and technical data: IP address, browser type, operating system, device identifiers
  • Cookies and session data: authentication tokens, user preferences, and session information necessary for the Service to function

1.3 Information from Third Parties

  • Stripe (payments): transaction status, subscription state, and payment method metadata
  • Spidertracks (optional integration): aircraft position data if you enable the Flight Following integration
  • Transport Canada public data: regulatory information used to power compliance features (not personal data)

2. How We Use Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process payments and manage subscriptions
  • Generate compliance reports, currency tracking, and operational analytics
  • Send transactional emails (account verification, password resets, billing notices, operational alerts)
  • Send occasional product updates and announcements (you can opt out of marketing emails at any time)
  • Respond to support requests and communicate with you
  • Detect, prevent, and address fraud, abuse, security issues, and technical problems
  • Comply with legal obligations

3. How We Share Information

We do not sell your personal information. We share information only in the following circumstances:

  • Service providers: we use trusted third-party providers to operate the Service (hosting, email delivery, payment processing, analytics). These providers are bound by contractual obligations to protect your data.
  • Within your company: data you create is visible to other users in your company account according to their role permissions.
  • Legal requirements: we may disclose information if required by law, court order, or valid government request.
  • Business transfers: if FlyClearance LLP is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.
  • With your consent: in other circumstances, only with your explicit consent.

Current Service Providers

  • Vercel (hosting)
  • Railway (database hosting)
  • Resend (transactional email delivery)
  • Stripe (payment processing)
  • Anthropic (AI-powered features such as regulatory Q&A and research assistance)
  • Google Cloud (data storage for certain services)

4. Data Location and Transfers

The Service stores data primarily on servers located in North America. When you use the Service from other regions, your data will be transferred to and processed in these locations. By using the Service, you consent to this transfer.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After you cancel your subscription:

  • Your account data is retained for 90 days in case you wish to reactivate.
  • After 90 days, personal and operational data is deleted, except where retention is required by law, for legitimate business purposes (e.g., fraud prevention), or to resolve disputes.
  • Backups containing your data are retained for up to 12 months before being overwritten.

You may request earlier deletion by contacting us at mischa@flyclearance.ai.

6. Your Rights

Under Canadian privacy law (including PIPEDA) and, where applicable, other data protection laws, you have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Delete your personal information, subject to legal retention requirements
  • Export your data in a portable format
  • Withdraw consent for processing based on consent
  • Object to or restrict certain types of processing
  • Lodge a complaint with the Office of the Privacy Commissioner of Canada or your local data protection authority

To exercise these rights, email us at mischa@flyclearance.ai. We will respond within 30 days.

7. Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS), encrypted password storage, access controls, and regular security reviews. However, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

If we become aware of a security breach affecting your personal information, we will notify you and the appropriate authorities as required by law.

8. Cookies and Similar Technologies

We use cookies and similar technologies for:

  • Essential functions: authentication, session management, security
  • Preferences: remembering your settings and preferences
  • Analytics: understanding how the Service is used so we can improve it

You can control cookies through your browser settings. Disabling essential cookies may prevent the Service from functioning.

9. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through the Service. The “Last updated” date at the top reflects the most recent revision.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at:

FlyClearance LLP
Email: mischa@flyclearance.ai

For privacy-specific inquiries, please include “Privacy” in your subject line.