These Provider Terms & Conditions (“Provider Terms”) apply to every business, training organisation, school, academy, instructor, recruiter or other person that creates a provider account, submits a listing, responds to a message or otherwise offers services through PilotBooker (each a “Provider”). They supplement the general Terms of Use, Privacy Policy, Listing Rules and Aviation Training Disclaimer.
1. Scope and Acceptance
By creating or using a Provider account, submitting or maintaining a listing, purchasing a paid feature, or receiving a message through the Platform, you confirm that you have read and agree to these Provider Terms. If you act for a company or organisation, you confirm that you have authority to bind it.
If there is a conflict between these Provider Terms and the general Terms of Use concerning Provider activity, these Provider Terms control to the extent of that conflict.
2. Provider Authority and Eligibility
You may use the Platform as a Provider only if you are legally capable of entering into a binding agreement and are authorised to represent the Provider named in the account or listing.
You are solely responsible for obtaining and maintaining every licence, approval, certificate, authorisation, insurance policy, instructor qualification, facility approval and other permission required to advertise or provide your services in each relevant jurisdiction. References to authorities or standards—including GCAA, EASA, FAA, UK CAA, CASA, DGCA or ICAO—must be accurate, current and used lawfully.
You may not use the Platform if you, your organisation or the proposed activity is prohibited under applicable U.S. sanctions or export-control laws. You are also responsible for the professional, healthcare, advertising, privacy, consumer and other mandatory laws of every country, state or authority system in which you publish or provide services.
Creating a listing does not constitute approval, accreditation, endorsement or verification by PilotBooker.
3. Provider Accounts and Security
- You must provide accurate account information and keep it current.
- You must protect login credentials and restrict account access to authorised personnel.
- You are responsible for activity performed through your account, except to the extent caused by PilotBooker’s own breach of applicable law.
- You must notify PilotBooker promptly of suspected unauthorised access, ownership disputes or changes to the person authorised to manage the listing.
- You may not impersonate another Provider, create duplicate accounts to evade restrictions, sell an account or transfer it without written permission.
4. Listing and Advertising Obligations
All listing content must be truthful, complete, current, lawful and capable of substantiation. You must not omit information where that omission would create a false or misleading impression.
- Names, locations, course types, aircraft or simulator details, approvals, entry requirements, duration and availability must accurately describe the service offered.
- Photos, logos, videos and documents must relate to your actual organisation or service and must not infringe third-party rights.
- You must clearly disclose significant conditions, exclusions, prerequisites, additional charges and limitations before a pilot commits to a service.
- You must update or remove information promptly when it becomes inaccurate, unavailable, suspended or no longer authorised.
- You must not publish personal email addresses, personal phone numbers, private usernames, confidential records or personal data that you are not authorised to disclose.
- You must not falsely claim approval, partnership, affiliation, guaranteed employment, guaranteed licence issuance, guaranteed examination success or guaranteed training outcomes.
PilotBooker may request evidence supporting a listing and may correct formatting, categories, spelling or obvious errors without changing the substantive commercial offer.
5. Pricing, Availability and Commercial Accuracy
Displayed prices must be genuine, current and stated in a way that does not mislead pilots. Where reasonably knowable, you must disclose the total price or clearly explain how it is calculated.
- Identify the currency and whether taxes, examination fees, authority fees, accommodation, travel, equipment, deposits or other compulsory charges are included.
- Do not use false “from” prices, invented discounts, unavailable promotional prices or placeholder amounts designed only to attract messages.
- State material refund, cancellation, rescheduling, expiry and no-show conditions clearly before accepting a booking or payment.
- Do not advertise availability that you know is unavailable or materially uncertain.
You remain responsible for quotations and contractual information given after a message. If a later quotation differs from a listing, you must explain the reason clearly before the pilot commits.
6. Messages, Bookings and the Provider–Pilot Relationship
PilotBooker may transmit messages and facilitate communication, but it does not guarantee message volume, response rates, bookings, revenue, placement, student suitability or training results.
Any quotation, reservation, enrolment, payment, refund, training agreement or other transaction is made directly between the Provider and the pilot unless PilotBooker expressly states otherwise in writing for a specific service.
You are responsible for:
- responding professionally and within a reasonable time;
- verifying each pilot’s identity, eligibility, licence, medical status, experience, language level and prerequisites where relevant;
- providing your own contractual terms and legally required pre-contract information;
- delivering the service safely, competently and as described; and
- handling complaints, cancellations, refunds, chargebacks and disputes relating to your services.
You must not represent PilotBooker as your agent, partner, employer, franchisor, regulator, certification body or guarantor.
7. Platform Fees and Future Pricing
Unless a paid-feature order states otherwise, fees are non-refundable once the purchased feature has been activated, except where required by law or where PilotBooker fails to supply the purchased feature.
PilotBooker may suspend a paid feature for overdue amounts and may use third-party payment processors. Providers are responsible for taxes, bank charges and currency-conversion costs applicable to their purchases.
8. Provider Payments, Refunds and Taxes
Unless PilotBooker expressly offers a separate payment service, all money paid by pilots for training or related services is received and controlled by the Provider or its chosen processor. PilotBooker is not responsible for holding, safeguarding, transferring or refunding those funds.
You are solely responsible for issuing lawful invoices and receipts, collecting and remitting VAT or other taxes, maintaining required records, complying with payment-services rules and applying your cancellation and refund policy fairly and consistently.
You must not ask a pilot to use deceptive, unlawful or unusually risky payment methods, and you must use reasonable safeguards against payment fraud.
9. Aviation, Safety and Regulatory Compliance
You are solely responsible for the legality, safety, quality and regulatory compliance of your operations and services. This includes compliance with applicable aviation, training, licensing, consumer-protection, advertising, employment, immigration, sanctions, health and safety, accessibility, data-protection and tax requirements.
You must immediately update or remove affected listings and notify PilotBooker if a relevant approval, licence, insurance policy or authority to operate expires, is suspended, restricted, revoked or becomes subject to a material investigation.
PilotBooker may request information where reasonably necessary for moderation, fraud prevention, account ownership or legal compliance, but it does not conduct regulatory approval verification and has no general duty to inspect, audit or continuously monitor Providers. No listing, publication decision, profile, ranking or platform action is approval, certification, accreditation, recommendation or endorsement.
9A. Aviation-Medical Directory Profile Obligations
If you publish an aviation-medical directory profile, you confirm that you are authorised to represent the examiner, aeromedical centre, clinic or other provider and every stated location. Each advertised service must fall within all current professional, healthcare, facility, advertising and aviation-authority designations, privileges and territorial limitations. Profiles are self-published without PilotBooker credential approval. PilotBooker does not schedule appointments or provide medical messaging.
- You must accurately state the provider type, authority or jurisdiction, provider-supplied designation reference, medical classes, examination types, location and any price or access information.
- You may submit a business phone number, business email address, official website and external contact or booking URL for display to logged-in users. You confirm that you control those details or have authority to publish them, that they are intended for business contact, and that you will keep them current. Do not submit private personal contact details, patient details or another person’s information without lawful authority.
- You must independently handle every enquiry and service request through your own lawful systems. PilotBooker publication, login-gating or display of your contact details does not verify, credential, approve, certify, accredit, recommend or endorse you.
- You must not use PilotBooker to collect clinical history, symptoms, diagnoses, medications, mental-health information, examination results, medical certificates, identity documents or official medical-application references. Provide your own protected, lawful process for information you are authorised and required to collect.
- You are solely responsible for the medical professional relationship, contact process, consent, healthcare records, authority reporting, examination, decision, certificate, fees, taxes, cancellations, refunds, accessibility and emergency procedures.
- You must immediately update or unpublish the profile if a designation, licence, privilege, facility authorisation or legal ability to provide the service expires, is restricted, suspended or withdrawn.
10. Reviews, Communications and Professional Conduct
- Do not create, buy, sell, arrange or encourage fake, misleading or undisclosed incentivised reviews.
- Do not review your own organisation or use connected persons to manipulate ratings.
- Do not threaten, harass or penalise a pilot for submitting an honest review or complaint.
- Do not send spam, unrelated promotions or repeated unwanted communications.
- Do not scrape, harvest or build databases from Platform information.
PilotBooker may moderate reviews and other content under its policies, but is not obliged to remove a review merely because a Provider disagrees with it. Providers may report content they reasonably believe is unlawful, fabricated or policy-violating.
11. Provider Content and Intellectual Property
You retain ownership of content you submit. You grant PilotBooker a worldwide, non-exclusive, royalty-free, transferable and sublicensable licence to host, store, reproduce, format, translate, display, distribute and promote that content solely to operate, secure, improve and market the Platform and your listing.
You confirm that you own the content or have all permissions needed to submit and license it, including permissions relating to trademarks, photographs, individuals shown in media and third-party course materials.
PilotBooker owns its Platform, software, layout, databases, branding and original content. These Provider Terms do not transfer PilotBooker intellectual-property rights to you.
12. Pilot Data, Confidentiality and Privacy
You may use personal information received through messaging only for responding to the request, administering the requested service and meeting lawful record-keeping duties. Medical providers must use their own protected, lawful process for all clinical, identity, appointment and payment information and must not request that information through PilotBooker messaging. You must not sell messaging data or use it for unrelated marketing without any consent required by law.
You must maintain appropriate security, limit access to authorised personnel, respect deletion or correction requests where legally applicable, and notify PilotBooker promptly if Platform-sourced personal data is lost, disclosed or accessed without authorisation.
You are an independent controller or equivalent responsible party for your own handling of pilot information after receiving it. You must provide your own privacy information where required.
13. Search Ranking, Badges and Platform Changes
PilotBooker may determine how listings are categorised, displayed, ranked, ordered or removed. Ranking may consider relevance, completeness, location, responsiveness, quality signals, policy compliance, user preferences and clearly identified paid promotion.
No position, visibility level, badge, category or feature is guaranteed. PilotBooker may test or change the Platform, algorithms, categories, features and availability without liability, subject to any specific paid-feature commitment.
14. Investigation, Suspension and Listing Removal
PilotBooker may reject, edit, restrict, unpublish, suspend or remove a listing or Provider account where it reasonably believes this is necessary to:
- address inaccurate, misleading, unlawful, unsafe or infringing content;
- investigate complaints, suspected fraud, impersonation or regulatory concerns;
- protect pilots, third parties, the Platform or PilotBooker’s reputation and security;
- respond to an authority, court order or legal obligation;
- enforce these Provider Terms or other Platform policies; or
- manage discontinued, duplicate, abandoned or inactive listings.
Where reasonably practicable, PilotBooker may allow a Provider to explain or correct an issue, but is not required to keep content live during an investigation.
15. Provider Indemnity
To the maximum extent permitted by law, you will indemnify and hold harmless PilotBooker and its officers, personnel and contractors from third-party claims, losses, liabilities, penalties, damages and reasonable legal costs arising from or relating to:
- your listing, advertising, content, quotations or representations;
- your training, recruitment or other services;
- your breach of these Provider Terms or applicable law;
- injury, property damage, regulatory action, refund or payment dispute connected with your services;
- your misuse of personal data; or
- an allegation that your content infringes another person’s rights.
This clause does not require indemnification to the extent a claim was caused by PilotBooker’s fraud, wilful misconduct or liability that cannot lawfully be excluded.
16. Disclaimers and Limitation of Liability
The Platform is provided on an “as available” basis. To the maximum extent permitted by law, PilotBooker excludes implied warranties relating to availability, merchantability, fitness for a particular purpose, accuracy, non-infringement and uninterrupted or error-free operation.
PilotBooker is not liable for indirect, incidental, special, punitive or consequential loss; loss of profit, revenue, business, opportunity, goodwill or data; or losses arising from a Provider–pilot contract, training outcome, regulatory decision, third-party service, cyberattack or event outside PilotBooker’s reasonable control.
To the maximum extent permitted by law, PilotBooker’s total aggregate liability to a Provider arising from these Provider Terms or the Platform will not exceed the greater of: (a) the Platform fees paid by that Provider during the 12 months preceding the event giving rise to the claim; or (b) USD 100.
Nothing in these Provider Terms excludes or limits liability for fraud, wilful misconduct, death or personal injury caused by negligence, or any liability that cannot legally be excluded or limited.
17. Termination and Continuing Obligations
You may stop using the Provider service and request account closure, subject to outstanding payments, active disputes and lawful retention requirements. PilotBooker may terminate access or discontinue Provider services in accordance with these Provider Terms and the general Terms of Use.
Termination does not cancel obligations or liabilities that arose before termination. Provisions concerning intellectual property, data, payments, disclaimers, indemnity, liability, disputes and any terms intended by their nature to survive will continue.
18. Changes to These Provider Terms
PilotBooker may update these Provider Terms to reflect legal, safety, operational or commercial changes. The updated date will be shown at the top. Material changes may also be communicated through the Platform or account email. Continued use after an updated version takes effect constitutes acceptance where permitted by law; where separate consent is legally required, PilotBooker will request it.
19. Governing Law and Disputes
These Provider Terms and non-contractual disputes connected with them are governed by the laws of the State of Wyoming and applicable federal law of the United States, without regard to conflict-of-law rules. Before starting formal proceedings, each party should give the other written notice of the dispute and allow at least 30 days for a good-faith attempt to resolve it.
Subject to mandatory law or jurisdiction that cannot be excluded, the state and federal courts located in Wyoming will have exclusive jurisdiction.
20. Contact
Questions, notices or reports concerning these Provider Terms may be submitted through the Contact page. The registered operator and official legal/privacy email will also appear in the site footer after the administrator enters the exact legal details under WordPress Settings.