Privacy Policy

Last updated: 7 July 2026

This Privacy Policy explains how PilotIQ — operated by Scott Rogers (ABN 97 245 817 101), a sole trader based in Victoria, Australia ("we", "us", "our") — handles your personal information when you use pilotiq.com.au and our app (the "Service"). "PilotIQ" is a registered business name of Scott Rogers. We are committed to handling personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

1. Information we collect

Account information — your full name, email address and password (stored encrypted by our authentication provider).
Logbook records — flight records you enter, such as dates, aircraft, flight times, landings, approaches, crew position and remarks, which form your digital pilot logbook.
Documents you upload — images you choose to add of documents such as your pilot licence, medical certificate, ratings, endorsements or ASIC. These may include sensitive information; they are stored privately, are visible only to you, and you can delete them at any time.
Profile & aviation credentials — your pilot licence type and number (e.g. ARN), aircraft category, home regulator (CASA/FAA/EASA), ratings, endorsements, and the completion or expiry dates of your medical, flight review and other currencies. Where you choose to set up a medical certificate, we also collect your date of birth, which is used solely to calculate that certificate's validity period. Health-related information (such as your medical certificate class) and your date of birth are sensitive information under the Privacy Act, collected with your consent and handled with additional care; you can edit or delete them at any time.
User content — information you choose to provide, such as feedback and support messages.
Usage & performance data — your quiz and mock-exam answers, scores, study activity and readiness metrics.
Payment information — if and when paid plans are enabled, handled by our payment provider; we do not store full card details.
Technical & analytics data — device, browser, approximate location and product-usage events, to operate and improve the Service.

2. How we use your information

We use your information to provide, personalise and improve the Service (including your performance analytics and readiness predictions); create and manage your account; process any subscriptions; send transactional emails; provide support; and maintain security and comply with our legal obligations. We may use de-identified, aggregated usage data to improve the Service.

We do not sell your personal information. We share it with trusted service providers who process it on our behalf only as needed to run the Service, including Supabase (database, authentication, storage), Vercel (hosting), and our email and analytics providers. We may disclose information where required by law or to protect our rights, users or the Service.

Flying schools and instructors. If you join a flying school on PilotIQ (for example, using a school's join code or an invitation), that school and its instructors can see information relating to your training with them — including your study progress and readiness, mock-exam results, logbook entries you record, end-of-sortie reports, competency assessments and training records they generate — so they can teach and assess you. Documents you upload to your private vault are not shared with your school. You can see which school and instructors you are connected with in your dashboard.

4. Overseas disclosure

Some providers store or process data outside Australia, including in the United States. We take reasonable steps to ensure providers protect your information consistently with the APPs.

5. AI features

Where AI study features are offered, the text of your questions and relevant study context is sent to our AI provider to generate a response. Please do not enter confidential or sensitive personal information into AI features. We do not permit our AI providers to use your conversations to train their general-purpose AI models.

6. Cookies & analytics

We use cookies and similar technologies for authentication, to remember preferences, and for product analytics. You can control cookies through your browser settings, though some features may not work without them.

7. Data security

We take reasonable technical and organisational measures to protect your information, including encryption in transit, access controls and row-level security on our database. No method of transmission or storage is completely secure.

8. Data retention & deletion

We retain your information while your account is active and as needed to provide the Service and meet legal obligations. Where deletion is requested, we will take reasonable steps to delete or de-identify personal information within a reasonable period, unless retention is required by law.

9. Your privacy rights

You may request access to, or correction of, the personal information we hold about you, and you may delete your account at any time, subject to the retention requirements above. Contact privacy@pilotiq.com.au.

10. Data breaches

If we become aware of a data breach likely to result in serious harm, we will comply with our obligations under applicable privacy laws, including notifying affected individuals and regulators where required.

11. Minors

The Service may be used by people aged 16 and over. If you are under 18, we require a parent or guardian to agree to our Terms and consent to your use of the Service, and we handle minors' personal information with additional care in accordance with the Privacy Act. The Service is not directed at children under 16.

12. Changes to this policy

We may update this Privacy Policy from time to time and will post the updated version with a new "Last updated" date.

13. Contact & complaints

For privacy questions or complaints, contact privacy@pilotiq.com.au. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

_PilotIQ is an independent study tool and is not affiliated with or endorsed by the Civil Aviation Safety Authority (CASA)._