These terms govern access to and use of FlightBook, a digital logbook for pilots and aviation organisations. They read in three parts: a common core applying to every user, then a part specific to pilots subscribing in a personal capacity, and a part specific to organisations. The data-processing annex complements the privacy policy, from which it is inseparable.
1. Publisher and acceptance
FlightBook (“the Service”) is published by [to be completed: legal/company name, legal form, share capital, registered address, registration number, VAT number, publication director], hereafter “we”.
The web interface is hosted by Cloudflare, Inc. The rest of the infrastructure is operated by us within the European Union.
Creating an account constitutes full acceptance of these terms. If you accept them on behalf of an organisation, you represent that you have authority to bind it. We may amend them to reflect changes to the Service or to the law: any substantial change will be notified to you by email or in the application at least thirty days before it takes effect, and you may terminate free of charge if it does not suit you.
2. Description of the Service
The Service allows you, among other things, to:
- keep a digital logbook in the EASA FCL.050 format, and export it as CSV or PDF;
- import flights from an existing logbook (CSV, Excel) or, for equipped organisations, from their management platform;
- track ratings, recency and expiry dates, with alerts before expiry;
- have flights countersigned by an instructor or an examiner, including remotely through external signature;
- for organisations, manage members, roles and training follow-up.
The Service is provided as a hosted application (SaaS), accessible through a recent web browser and an internet connection, which remains your responsibility.
3. Account and security
You must be at least 16 years old and provide accurate information, in particular your identity and licence number, which will appear on exported regulatory documents. You keep this information up to date.
You are responsible for keeping your password confidential and for all activity carried out from your account. You can review the list of your signed-in devices and revoke their access at any time from your profile.
Your password also protects your signing key. Your private key is encrypted in your browser with a key derived from your password: we cannot decrypt it, and therefore we cannot restore it. If you forget your password, resetting it restores access to your account and a new key is created automatically; the signatures you had already applied remain valid and verifiable, but the previous key cannot be recovered.
4. Status of the logbook
FlightBook is meant to be your logbook, not a courtesy copy of one. Regulations require pilots to keep a reliable, up-to-date record of their flights in a defined format; they impose no particular medium and subject no logbook, paper or electronic, to any approval scheme. We designed the Service to produce that record, and it is for you to judge whether it meets your obligations.
What the Service does not do is relieve you of your personal responsibility as a licence holder:
- you remain solely responsible for the accuracy, completeness and updating of the information you enter, for complying with the requirements applicable to your licence, and for being able to produce your record to any authority that asks for it;
- the figures the Service computes — total hours, night time, recency, rating expiry — are aids to keeping your logbook, not a certificate of compliance. It is up to you to check them;
- we recommend keeping an up-to-date export of your logbook, which the Service makes available at any time (see article 8).
5. Electronic signatures
Flights may be countersigned by an instructor or an examiner, whether or not they hold a FlightBook account. Each signature is produced using public-key cryptography and bound to the flight data: any later modification of the flight invalidates the signature, which is precisely the intended effect.
What we guarantee, and what we do not:
- We guarantee integrity: a valid signature attests that the flight has not been modified since it was signed, and that its author held the corresponding private key.
- We do not guarantee the identity of an external signatory. The name and licence number they enter are self-declared: we carry out no verification with any civil aviation authority. It is up to you to send a signature request only to a person whose credentials you know.
- Signatures do not constitute a qualified electronic signature within the meaning of Regulation (EU) No 910/2014 (eIDAS).
When signing, the signatory attests that they actually supervised or validated the flight concerned. A signature applied to another pilot's logbook remains there, together with the signatory's name, licence number and capacity, including after that signatory's account has been closed: without this, the signed logbook would lose its evidential value.
6. Acceptable use
You undertake not to:
- knowingly enter inaccurate flight data, or backdate or falsify an entry or a signature;
- impersonate a third party or misrepresent their capacity, in particular when signing;
- access another person's account, logbook or training data without authorisation;
- disrupt the operation of the Service: circumventing usage limits or access controls, abusive automation, intrusion attempts, mass data extraction;
- resell, sublicense or make the Service available to third parties outside the framework provided for organisations.
7. Availability and changes
We undertake to provide the Service diligently, as an obligation of means. The Service runs on dedicated infrastructure with regular backups, but no quantified service level (SLA) is guaranteed by these terms.
We may temporarily interrupt the Service for maintenance, favouring low-usage periods and, where the interruption is planned and significant, giving you advance notice.
The Service evolves. We may add, change or withdraw features. Withdrawing a substantial feature from a paid plan entitles you to terminate free of charge, under the conditions of article 1. Some features may be offered on a trial basis and identified as such in the interface; they are then provided as is.
8. Your data and portability
The data you enter remains yours. We do not use it for advertising, to train models, or to transfer it to third parties.
Portability: at any time, including during a termination notice period, you can export your logbook as CSV and as an EASA FCL.050 PDF, free of charge and without having to ask us. No export feature is reserved to a paid plan.
The processing of your personal data is described in the privacy policy, which also sets out our respective roles: we act as controller for the account, the logbook and billing, and as processor for training data handled on behalf of an organisation, under the conditions of the annex.
9. Intellectual property
The Service, its code, interface, trade marks and documentation remain our exclusive property. We grant you a personal, non-exclusive, non-transferable right of use, for the duration of your subscription and within the limits of these terms. Nothing here transfers any intellectual property right to you, and the Service is not open-source software.
You retain all rights over your data. You grant us only the technical rights necessary to host, display, back up and export that data in order to provide you with the Service.
10. Liability
We are liable for breaches of our obligations, within the following limits:
- we are not liable for the consequences of inaccurate data you entered, nor for any operational or regulatory decision taken on the sole basis of the Service (see article 4);
- we are not liable for indirect damage, such as loss of business or loss of opportunity;
- for paid plans, our liability is capped at the amounts you actually paid us over the twelve months preceding the triggering event; for the free plan, it is capped at one hundred euros;
- these limitations do not apply in the event of gross negligence or wilful misconduct, personal injury, or where the law sets them aside — in particular the statutory guarantee of conformity owed to consumers.
11. Pilots: subscriptions and purchases
This part applies to pilots subscribing in a personal capacity. The protective provisions of the French Consumer Code apply where you subscribe as a consumer.
11.1 Plans and prices
A free plan lets you use the Service within usage limits shown in the application. Paid plans are billed monthly or annually, at the prices displayed on the Pricing page at the time of subscription, inclusive of tax for individuals. Payment is processed by Stripe; we never have access to your card details.
11.2 Right of withdrawal
As a consumer, you have fourteen days to withdraw from a contract concluded at a distance. As the Service is supplied immediately upon subscription, you are asked, at the time of payment, to expressly request immediate performance and waive your right of withdrawal (Articles L. 221-25 and L. 221-28 of the French Consumer Code). Without that express request, you keep your fourteen days, and any refund is reduced by the portion of the service already supplied.
The free plan also lets you try the Service without commitment before subscribing.
11.3 Renewal and termination
The subscription renews automatically at the end of each period, for the same duration. You may end it at any time, online and in a few clicks from your billing area: termination takes effect at the end of the current period, free of charge, and amounts already paid for that period are not refunded. Your account then reverts to the free plan, and your logbook remains exportable.
For annual subscriptions taken out by a consumer, you are informed of the deadline for declining renewal under the conditions of Article L. 215-1 of the French Consumer Code.
11.4 External signature credits
Some plans include an annual allowance of external signatures. Beyond that, credits may be purchased in packs. These credits:
- are acquired without time limit: they do not expire and remain usable for as long as your account is active;
- are debited at one credit per external signature actually completed — an expired or declined request costs nothing;
- are non-refundable, cannot be exchanged for cash and cannot be transferred to another account, subject to the exercise of the right of withdrawal under article 11.2;
- are lost when the account is permanently closed.
11.5 Payment failure
If a payment fails, we will inform you and may suspend paid features after a reasonable period. Your logbook and your exports remain accessible: an unpaid invoice never results in the loss of your data.
12. Organisations: seats and modules
This part applies to schools, flying clubs and associations. Organisations contract as professionals: the consumer-law provisions referred to in article 11 do not apply to them, in particular the right of withdrawal.
12.1 Creation and verification
Creating an organisation requires verifiable identifiers (business registration number, legal name, and where applicable DTO/ATO organisation number) and validation of the request by us. We may refuse or revoke an organisation whose information proves to be inaccurate.
12.2 Members and seats
Billing for an organisation is based on the number of active seats, according to the scale in force for its type of organisation, possibly supplemented by a negotiated rate. A seat becomes billable when it is activated, and seats added during a period are billed pro rata.
Membership results from an invitation that the member accepts. An organisation cannot unilaterally attach a pilot, and a member may leave on their own initiative. The organisation undertakes to invite only people with a genuine connection to its activity.
The organisation acknowledges that, by default, it only has access to a reduced view of its members' flights, and that the detailed view requires the pilot's consent, revocable at any time. It undertakes not to make access to its own services conditional on that consent being granted.
12.3 Add-on modules
Optional modules (the “Examinations” module, a connector to a management platform, and the like) may be subscribed in addition. They are billed on the same terms as the main subscription and may be cancelled independently of it, taking effect at the end of the current period.
Where a module involves connecting to a third-party service, the organisation warrants that it holds the necessary rights and access, and remains responsible for the credentials and certificates it entrusts to us for that purpose as well as for the data it causes to be retrieved through them.
12.4 Term and termination
An organisation's subscription renews automatically at the end of each period and may be cancelled at any time from the billing area, taking effect at the end of the current period. Afterwards, members keep their personal account and their logbook; only the features and access specific to the organisation cease.
13. Suspension and termination
We may suspend or terminate an account in the event of a serious breach of these terms, in particular the rules of use in article 6, after giving you notice to remedy it where the nature of the breach allows. An attack on the security of the Service or on the integrity of other users' logbooks may justify immediate suspension.
You may close your account at any time from your profile. Closing makes the account inaccessible and detaches it from its organisations and relationships; your data is then kept for five years and purged automatically, under the conditions and for the reasons set out in the privacy policy. Export your logbook before closing: we recommend that you do not rely on that retention period as a backup.
14. Governing law and disputes
These terms are governed by French law. Should any difficulty arise, please contact us first at [to be completed: contact email address].
Consumers: you may use, free of charge, a consumer ombudsman, [to be completed: name and contact details of the ombudsman scheme joined], or the European online dispute resolution platform. Failing an agreement, the dispute falls to the courts having jurisdiction under ordinary rules.
Professionals: failing an amicable agreement, any dispute falls within the exclusive jurisdiction of the courts of the publisher's registered office.
15. Annex: processing of training data
This annex constitutes the data-processing agreement within the meaning of Article 28 GDPR. It applies where an organisation uses the training module, and only to data processed on its behalf. For everything else — accounts, logbooks, ratings, security, billing — we act as controller, and this annex does not apply.
| Item | Content |
|---|---|
| Subject matter and duration | Hosting and provision of the progress record, for the duration of the organisation's subscription. |
| Nature and purpose | Collection, recording, consultation, modification and retention of training follow-up data, for the sole purpose of providing the training module. |
| Data processed | Exercise validation, assessments, session debriefs, milestones and solo authorisations, session signatures. |
| Data subjects | Students and instructors of the organisation. |
| Controller | The organisation, bound by its obligations as a declared or approved training organisation. |
In this context, we undertake to:
- act only on documented instructions from the organisation, use of the Service constituting such instruction, and never use this data for our own purposes;
- ensure confidentiality: only authorised members of our team, bound by a duty of confidentiality, have access, and only for operations and support;
- implement the security measures described in section 8 of the privacy policy, which forms an integral part of this annex;
- use only the sub-processors listed in section 4 of the privacy policy, and inform the organisation of any addition or replacement in time for it to object;
- assist the organisation in handling requests to exercise data-subject rights that reach us directly, and with its security, impact-assessment and breach-notification obligations;
- notify any breach of data concerning this processing without undue delay after becoming aware of it, with the information the organisation needs to meet its own obligations;
- return or delete this data at the end of the contract, at the organisation's choice: export remains available throughout the contract, and data is then retained and purged according to the periods in the privacy policy;
- make available the information necessary to demonstrate compliance with these obligations.
For its part, the organisation warrants that it has a legal basis for this processing, that it informs its students and instructors, and that it transmits to us no data beyond what training follow-up requires — in particular no health data, the validity dates of the medical certificate being managed by the pilot in their own area.