Privacy policy

Beta version · last updated 29 October 2026

Volans helps airline pilots keep their logbook. You own your logbook and the official record of your flying. We store only what we need to run the service, and you can export or delete it at any time.

What we store

Your account: your sign-in identity and email address, handled by our authentication provider, Clerk. You can sign in with email, Google or Apple.
Your logbook: flights, totals, non-flight duties, profile details such as your base and licensing authority, and the roster imports and migrations you run.
Files you upload: roster text, screenshots, PDFs and logbook exports you import, kept so an import can be checked or re-run. They are deleted after 730 days, or when you delete your account.
Feedback you send: your message, any screenshot you attach, and the page or screen, browser or device, screen size, timezone and app version it was sent from. Kept until you delete your account.
Notification settings and devices: your email and notification choices, a record of the reminders we sent you, and, for each iPhone or iPad where you allow notifications, that device's push token.
An audit trail: a record of changes to your flights, so you can see who changed what and when.
AI usage records: for each AI request, a one-way hash of the input, the model used, its size and the outcome. Not the roster or question itself. These are deleted after 365 days.

We don't store payment card details (there are no payments during the beta), and IP addresses in our audit records are hashed.

Signing in with Google

If you choose to sign in with Google, Google shares your name, email address and profile picture with us through Clerk. We use them only to create your Volans account, sign you in and show who is signed in. We don't ask for access to your Gmail, contacts, calendar or any other Google data, and we don't share your Google account information with anyone except the processors listed below, or use it for advertising. Volans' use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. You can disconnect Google from Volans in your Google account settings at any time.

If you sign in with Apple, Apple shares your name and email address (or a private relay address, if you choose to hide yours) with us through Clerk. We use them only to create your account and sign you in.

How we use AI

AI reads rosters you choose to import and answers questions you ask the Copilot about your own logbook. It runs on Cloudflare Workers AI. AI runs only when you start it. Everything it extracts is shown to you for review before it becomes a flight, and the Copilot never changes your logbook. We don't use your data to train AI models. Each pilot has a daily AI limit.

Flight tracking, emails and notifications

After a flight from your roster lands, Volans can look it up with FlightAware to fill in the actual out and in times while the flight is still unlogged, and flag a flight that was cancelled or diverted. We send FlightAware only the flight number and date, never your name, email or anything else about you. Times you typed yourself and flights you have logged are never changed.

Volans can email you, at most once a day, when flights have landed and are waiting for you to log them, and before a currency item expires. Both are on until you turn them off. A reminder near the end of your imported roster and a monthly logbook summary are off until you turn them on. You choose all of these in Settings → Notifications, and each of these emails has a one-click unsubscribe link. We also send emails about your account itself: a welcome email, a reply to feedback you send, a notice when an export is ready, and a confirmation when your account is deleted.

In the iPhone and iPad app, the same reminders can come as push notifications. The app asks for permission once, after you first sign in on a device, and registers nothing unless you allow it. Apple's push service delivers them: we send Apple the device's push token and the notification text, such as how many flights are waiting and up to two routes, which can show on your lock screen. You can turn notifications off in Settings → Notifications or in your device's settings.

Saved roster reviews and support replies

Extracted roster reviews and the choices you save are kept for up to 14 days so you can continue on another device without another AI call. The raw source file is not copied into the saved review. Imported, removed and expired reviews are cleared. Saved reviews and support replies are included in account data exports and deletion.

Support can email a reply to feedback only when you allowed contact about that feedback.

Account and getting started emails

Volans may send a welcome email when you create an account and a confirmation when you delete it. Optional getting started emails can be enabled in Settings → Notifications and stop after your first logged flight or when turned off. Each optional email has its own unsubscribe link.

Delivery records contain message kinds, dates and outcomes. A welcome address and first name are cleared after the send attempt. For an account-deletion confirmation, we temporarily keep the delivery address and deletion time. Unsent addresses, the deletion delivery record and a keyed email code that prevents repeated welcome messages are cleared after 24 hours on the next scheduled cleanup. We do not use tracking pixels.

Who processes your data

Clerk: sign-in and account identity.
Supabase: the database that holds your logbook.
Cloudflare: our API, file storage, AI processing and emails.
FlightAware: flight tracking lookups, which receive only a flight number and date.
Apple: push notifications on iPhone and iPad, which receive a device's push token and the notification text.

We don't sell your data or share it with advertisers.

Your rights

See and correct: everything about your flights and profile can be viewed and edited in the app.
Export: Settings → Data & privacy → Download my data downloads the data Volans holds about you as a JSON file. It includes the records of files you uploaded but not the files themselves, and not your sign-in record, which Clerk holds. Exports also offers your logbook as PDF, CSV and JSON.
Delete: Settings → Data & privacy → Delete account permanently removes your data, uploaded files and your sign-in at Clerk (including a connected Google or Apple account). This can't be undone, so export first if you want a copy.

Security

Data is encrypted in transit and at rest. Every request is checked against your signed-in account, and each pilot can only reach their own logbook.

Changes and contact

We'll update this page when what we collect or how long we keep it changes, and tell you in the app about significant changes. Questions or requests: support@flyvolans.com.