Privacy Policy
Last updated: January 2025
Declare Flights is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your information when you use our digital logbook and passenger declaration service.
1. Information We Collect
We collect the following categories of information:
Account Information
- •Name and email address
- •Password (securely hashed)
- •Profile picture (optional)
Pilot Profile
- •CAA licence number
- •Licence type (PPL, CPL, ATPL, LAPL)
- •Ratings held
Aircraft Data
- •Aircraft registration
- •Type and class
- •Notes
Passenger Records
- •Name, email, phone
- •Pilot licence exemption status
- •Guardian info for minors
Flight & Logbook Data
- •Flight dates and times
- •Routes and durations
- •Landings and costs
Declaration Data
- •CAP 1590 acknowledgments
- •Electronic signatures
- •Timestamps and device info
Security Information
- •IP addresses
- •Browser and device info
- •Login timestamps
Payment Information
- •Stripe customer ID
- •Subscription status
- •Last 4 digits of card
2. How We Use Your Information
3. Data Retention
Declarations & Flight Data
In accordance with CAP 1590, signed declarations and associated flight data are retained for a minimum of 6 months from the flight date. This retention period is locked and cannot be shortened.
Account Data
Retained while your account is active. Deleted upon account deletion, except where legally required.
Audit Logs
Retained for 2 years to support regulatory compliance and security investigations.
4. Information Sharing
We do not sell your personal information. We may share data with:
Service Providers
Passengers
When you invite passengers to sign declarations, they see flight details including route, date, and aircraft information.
Legal Requirements
We may disclose information if required by law, court order, or governmental authority, including to the UK CAA for regulatory purposes.
5. Data Security
6. Your Rights (GDPR)
Under UK GDPR, you have the right to:
To exercise these rights, contact us at privacy@declare.flights
7. Cookies & Local Storage
Session Cookies
Essential for authentication and maintaining your logged-in state.
Local Storage
For storing user preferences such as theme settings.
We do not use third-party tracking cookies or advertising cookies.
8. International Data Transfers
Your data may be processed in countries outside the UK where our service providers operate. We ensure appropriate safeguards are in place, including Standard Contractual Clauses where applicable.
9. Children's Privacy
Our service is not directed at children under 13. Passengers who are minors must have declarations signed by a parent or guardian. We collect guardian information in these cases to ensure valid consent.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.
11. Contact Us
If you have questions about this Privacy Policy or our data practices: