Privacy Policy

PilotBooker (“PilotBooker”, “we”, “us” or “our”) operates the PilotBooker directory and communications platform and related account, listing, message, legacy medical-workflow, support and communication services (together, the “Platform”). This Privacy Policy explains the personal information we collect, why we use it, when we disclose it, how long we retain it, and the choices and rights that may be available to you.

1. Scope and Responsibility

This policy applies when you browse the Platform, create a pilot or provider account, submit or manage a training or aviation-medical provider listing, contact PilotBooker, send a message to a provider, view provider-supplied business contact details, receive account communications, or otherwise use the Platform.

For personal information processed to operate the Platform, PilotBooker generally determines the purposes and means of processing and acts as the controller or equivalent responsible organisation under applicable law. A training provider that receives a message or independently collects your information may separately determine how it uses that information and may act as an independent controller.

This policy does not govern independent providers, third-party websites, payment processors, aviation authorities or other services that publish their own privacy notices.

2. Information We Collect

Depending on how you use the Platform, we may collect the following categories of information:

• Account and identity information: name, email address, encrypted account credentials, account type, username and profile details.
• Provider and listing information: business or trading name, training locations, course descriptions, prices, availability, qualifications, images, logos, and business contact details intentionally submitted for directory display, together with other information submitted for publication or moderation.
• Legacy medical-workflow information: if a private scheduling test record was created before that feature was retired, it may include a selected provider, administrative service category, requested date and time, status and private reference. PilotBooker no longer accepts public aviation-medical appointment requests and does not require medical records through the directory.
• Message and communication information: the information entered into private messages, contact, support, complaint or reporting forms, together with related correspondence.
• Transaction information: subscription, invoice, payment status, refund and billing records where paid services are offered. Full payment-card details are normally processed by the relevant payment provider rather than stored directly by PilotBooker.
• Technical and usage information: IP address, approximate location derived from the IP address, browser, device, operating system, language, referring pages, pages viewed, access times, error logs, cookie identifiers and security events.
• Moderation and compliance information: information reasonably required to review a listing, report, complaint, suspected misuse, account-ownership claim, legal request or data-rights request. PilotBooker does not operate a regulatory provider-verification programme.

3. How We Collect Information

We collect information directly from you when you register, update an account, create or manage a listing, send a message, use a contact form, communicate with support, or otherwise provide information to us. We also collect limited technical information automatically through server logs, security tools, cookies and similar technologies.

We may receive information from a provider, payment provider, hosting or email service, anti-fraud or security service, or another user where reasonably necessary to operate the Platform, handle a request, investigate misuse or comply with law. A person submitting another individual’s personal information must have an appropriate lawful basis and authority to do so.

4. How and Why We Use Information

We may use personal information to:

• create, authenticate, maintain and secure pilot and provider accounts;
• publish, manage, review, moderate and improve training listings and provider profiles;
• make private messages available to the provider selected by the user and enable that provider to respond;
• display self-published global aviation-medical directory information without scheduling appointments, providing medical messaging or collecting medical records;
• send password resets, security alerts, message notices, service messages and other essential account communications;
• respond to support requests, complaints, reports and privacy-rights requests;
• protect users and the Platform, prevent fraud and abuse, enforce Platform rules and investigate suspicious activity;
• maintain, troubleshoot, analyse and improve Platform operation, accessibility, performance and user experience;
• administer subscriptions, payments, refunds and financial records where paid services are offered;
• comply with legal, regulatory, accounting, tax, court or lawful authority requirements; and
• establish, exercise or defend legal claims.

Where applicable law requires a legal basis, we rely on one or more of the following: consent; steps requested by you or performance of a contract; compliance with a legal obligation; protection of vital interests; and legitimate interests pursued by us or a third party, provided those interests are not overridden by your rights.

5. Providers, Public Listings and Messages

Provider profiles and listings are intended to be publicly visible. Information deliberately submitted for publication—such as a business name, training location, course details, prices, images and published profile content—may be displayed publicly and indexed by search engines.

PilotBooker does not intend to display private provider login emails, private usernames, unpublished telephone numbers or unpublished website details merely because they are stored in an account. Providers are responsible for ensuring they have the right to publish all listing content they submit.

PilotBooker does not schedule aviation-medical appointments, provide medical messaging or collect medical records through the public directory. A provider may supply a business phone number, business email address, official website or external contact page for its directory profile. Those details are omitted from logged-out page HTML and displayed only to authenticated users. PilotBooker does not use the provider account email as an automatic public fallback.

The login gate reduces casual public exposure but cannot make contact details confidential or prevent an authenticated user from copying them. Providers must submit only business contact details they are authorised to publish, and users must not scrape, republish or misuse them.

When a user sends a private message, PilotBooker makes the message and a privacy-safe display name available to the selected provider through the Platform. PilotBooker does not intentionally disclose the pilot’s login email, private username, phone number or other hidden account details through ordinary messaging unless the user chooses to include such information in the message.

6. When We Share Personal Information

We do not sell or rent personal information. We may disclose information only where reasonably necessary to:

• make a private training message available to the provider selected by the user;
• work with service providers supporting hosting, website operation, forms, email delivery, customer support, backups, security, analytics, payment processing and professional advice;
• comply with a lawful request, court order, legal process, regulatory requirement or obligation to protect rights and safety;
• investigate fraud, misuse, security incidents, disputes or violations of Platform rules;
• complete a merger, financing, restructuring, acquisition, sale or transfer of all or part of the Platform, subject to appropriate confidentiality and legal safeguards; or
• act with your direction or consent.

Service providers are authorised to process information only for the relevant services they provide and must protect it in accordance with their contractual and legal obligations.

7. Cookies and Similar Technologies

The Platform uses cookies and similar technologies that are necessary for core functions such as account login, session security, saved preferences, form operation, load balancing and fraud prevention. Disabling essential cookies may prevent parts of the Platform from working correctly.

We may also use optional analytics or performance technologies to understand how the Platform is used and improve it. PilotBooker should not intentionally enable non-essential analytics or advertising cookies unless an appropriate consent mechanism is available where required. You can also control cookies through your browser settings and any cookie controls made available on the Platform.

8. International Data Transfers

PilotBooker is operated by the U.S. legal entity identified in the footer. The Platform may be accessed internationally, and our service providers or a provider you contact may process information in countries other than the country where you live. Those countries may have different data-protection laws.

Where applicable law requires safeguards for an international transfer, we will use an available lawful transfer mechanism, contractual protections, consent where appropriate, or another legally recognised safeguard. Information shared with a provider at your request may be processed in the provider’s country.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide the Platform, maintain security, resolve disputes, enforce agreements and satisfy legal, tax, accounting or regulatory duties.

Retention depends on the type of information, the status of the account or listing, the sensitivity and risk of the data, applicable limitation periods and legal requirements. Account information is generally retained while an account remains active. Support, messaging, security and transaction records may be retained longer where necessary for evidence, fraud prevention, accounting or legal compliance. Backup copies may remain until overwritten through the normal backup cycle.

The public medical-appointment workflow is retired. Any limited legacy test records are kept private and are deleted or anonymised when no longer reasonably needed for security, dispute handling, legal compliance or system migration. PilotBooker does not invite new medical or appointment data through the medical directory.

When information is no longer required, we will delete, anonymise or securely isolate it, subject to technical and legal limitations.

10. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

• request confirmation of whether we process your personal information and obtain access to it;
• request correction or completion of inaccurate or incomplete information;
• request deletion of information in circumstances recognised by law;
• request restriction or suspension of certain processing;
• object to processing based on legitimate interests or to direct marketing;
• withdraw consent where consent is the basis for processing, without affecting earlier lawful processing;
• request a portable, machine-readable copy of eligible information or transfer it where technically feasible;
• receive information about relevant automated processing and object to certain solely automated decisions where applicable; and
• make a complaint to the competent data-protection authority.

Privacy rights are not absolute and may be limited by legal exceptions, the rights of others, security concerns or the need to retain information for legal claims and compliance. We may request information reasonably necessary to verify your identity and authority before acting on a request.

To exercise a privacy right, use the Privacy and Account Requests page. We may ask for information reasonably necessary to verify identity and authority, and will respond within the period required by applicable law.

11. Security and Data Incidents

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration and disclosure. Measures may include access controls, account authentication, encrypted transmission where supported, software updates, security monitoring, backups and limiting access to authorised purposes.

No website, internet transmission, electronic storage system or third-party service can be guaranteed to be completely secure. You are responsible for keeping your password confidential, using a strong and unique password, and notifying us promptly if you suspect unauthorised account access.

If a personal-data incident occurs, we will investigate and take steps required by applicable law, which may include notifying affected individuals or a competent authority where the applicable legal threshold is met.

12. Children’s Privacy

The Platform is intended for adults aged 18 or older and for legitimate aviation-training businesses. We do not knowingly create accounts for or collect personal information directly from children. If you believe a child has provided personal information to us, contact us so we can review and, where appropriate, delete it.

13. Third-Party Links and Services

The Platform may link to provider websites, maps, payment services, social networks, aviation authorities or other third-party services. PilotBooker does not control those services and is not responsible for their privacy, security, content or practices. Review the relevant third party’s privacy notice before providing information to it.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes to the Platform, service providers, legal requirements or data practices. The revised policy will be posted on this page with a new “Last updated” date. Where required by law, we will provide additional notice or obtain consent before a material change takes effect.

15. Contact Us

For privacy questions, requests or complaints, contact: