Flight Mind: Empowering Your Digital Presence

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# Privacy Policy for FlightMind

**Last Updated:** November 2, 2025

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## Introduction

Welcome to FlightMind ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our FlightMind mobile application (the "App").

Please read this Privacy Policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy.

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## Information We Collect

### Information You Provide Directly

**Uploaded Documents**
- PDF files you upload (flight manuals, procedures, rosters, etc.)
- Document titles and metadata
- Document content (for AI processing and search functionality)

**Support Communications**
- Information you provide when contacting us at support@flightmind.app
- Feedback, bug reports, and feature requests

### Information Collected Automatically

**Device Information**
- Device identifier (UUID)
- Device model and manufacturer
- Operating system version
- App version and build number
- Device language settings

**Usage Data**
- Features accessed within the App
- Airport searches and weather requests
- Questions asked to our AI assistant
- Document upload and query history
- Time spent in the App
- Crash logs and error reports

**Subscription Information**
- In-app purchase history (collected through Apple StoreKit)
- Current subscription tier (Free, Bronze, Silver, Gold, Platinum)
- Subscription status and renewal dates
- Transaction IDs (handled by Apple)

### Information We Do NOT Collect

We want to be clear about what we don't collect:
- ❌ Email addresses (unless you contact us)
- ❌ Names or personal identifiers
- ❌ Phone numbers
- ❌ Physical addresses
- ❌ Social media profiles
- ❌ Precise location data (we don't track your location)
- ❌ Credit card or payment information (handled by Apple)

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## How We Use Your Information

We use the collected information for the following purposes:

**Provide Core Functionality**
- Display real-time weather data (METAR, TAF, ATIS) for airports
- Process and index your uploaded documents
- Answer your questions using AI-powered analysis
- Manage your flight roster and schedule
- Display airport information and traffic data

**Improve Our Services**
- Analyze usage patterns to improve features
- Fix bugs and technical issues
- Optimize app performance
- Develop new features based on usage data

**Subscription Management**
- Validate your subscription status
- Process in-app purchases through Apple
- Provide tier-appropriate features
- Prevent unauthorized access to premium features

**Legal Compliance**
- Comply with applicable laws and regulations
- Respond to legal requests and prevent fraud
- Protect our rights and safety

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## How We Share Your Information

We share information only in the following limited circumstances:

### Service Providers

We use third-party services to operate our App:

**Apple Inc.**
- In-app purchase processing
- App distribution and updates
- Device authentication

**Google Cloud Platform**
- Application hosting and infrastructure
- Document storage (Google Cloud Storage)
- Backend services (Google Cloud Run)

**OpenAI**
- AI-powered question answering
- Natural language processing
- Document analysis

**Voyage AI**
- Document embedding generation
- Semantic search functionality

**Pinecone**
- Vector database for document indexing
- Similarity search

**MeiliSearch**
- Keyword search functionality
- Document indexing

**Cohere**
- Search result reranking
- Relevance optimization

**NOAA Aviation Weather Center**
- Real-time METAR and TAF data
- Weather information

**OpenSky Network**
- Live aircraft traffic data
- Airport traffic visualization

**datis.clowd.io**
- ATIS (Automatic Terminal Information Service) data
- Airport information

Each of these service providers has their own privacy policy and data handling practices. We carefully select providers who maintain high privacy and security standards.

### Legal Requirements

We may disclose your information if required by law, such as:
- In response to a court order or subpoena
- To comply with legal obligations
- To protect our rights, safety, or property
- To investigate fraud or security issues

### Business Transfers

If FlightMind is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

### With Your Consent

We may share information for other purposes with your explicit consent.

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## Data Storage and Security

### Where We Store Data

**United States (Primary)**
- Google Cloud Platform (us-central1 region)
- Backend services and document storage

**Global CDN**
- Distributed content delivery for performance
- Cached data for faster access

### How We Protect Data

We implement industry-standard security measures:

**Encryption**
- Data encrypted in transit (TLS/SSL)
- Data encrypted at rest (AES-256)
- Secure API communications

**Access Controls**
- Role-based access to systems
- Multi-factor authentication for admin access
- Regular security audits

**Infrastructure Security**
- Google Cloud's security infrastructure
- Automatic security updates
- DDoS protection and monitoring

**Document Privacy**
- Your documents are private and only accessible by you
- Documents are not used to train AI models
- Documents are not shared with other users

### Data Retention

**Documents:** Stored until you delete them manually
**Usage Data:** Retained for 90 days for analytics
**Crash Logs:** Retained for 30 days for debugging
**Subscription Data:** Retained per Apple's requirements and tax law obligations

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## Your Rights and Choices

### Access and Control

You have the following rights regarding your information:

**Access Your Data**
- View your uploaded documents in the App
- Check your subscription status
- Review your usage through App features

**Delete Your Data**
- Delete individual documents anytime
- Request deletion of all data by contacting support@flightmind.app
- Uninstall the App to stop future data collection

**Manage Subscriptions**
- Cancel subscriptions through Apple App Store
- Downgrade or upgrade tiers anytime
- Subscriptions managed entirely through Apple

### Opt-Out Options

**Crash Reporting**
- Disable crash reporting in iOS Settings > Privacy > Analytics

**Usage Analytics**
- We use minimal analytics for app improvement only
- No opt-out needed as we don't use third-party trackers

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## Regional Privacy Rights

### For California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

**Right to Know**
- What personal information we collect
- How we use your information
- Who we share your information with

**Right to Delete**
- Request deletion of your personal information
- Subject to certain exceptions

**Right to Opt-Out**
- We do not sell your personal information
- We do not share your information for cross-context behavioral advertising

**Right to Non-Discrimination**
- We will not discriminate against you for exercising your rights
- Same service and pricing regardless of privacy choices

**Right to Correct**
- Request correction of inaccurate personal information

To exercise these rights, contact us at support@flightmind.app

**California Online Privacy Protection Act (CalOPPA)**

We comply with CalOPPA by:
- Clearly stating our privacy practices
- Allowing you to visit our App anonymously (no account required)
- Notifying you of privacy policy changes
- Honoring Do Not Track signals when implemented

### For European Union Residents (GDPR)

If you are in the European Union, you have rights under the General Data Protection Regulation (GDPR):

**Legal Basis for Processing**

We process your information based on:
- **Contract Performance:** Providing App services you request
- **Legitimate Interest:** Improving our App and preventing fraud
- **Consent:** Where you have given explicit consent
- **Legal Obligation:** Complying with laws

**Your GDPR Rights**

**Right to Access**
- Obtain confirmation of what data we hold
- Receive a copy of your personal data

**Right to Rectification**
- Correct inaccurate or incomplete data

**Right to Erasure ("Right to be Forgotten")**
- Request deletion of your personal data

**Right to Restrict Processing**
- Limit how we use your data

**Right to Data Portability**
- Receive your data in a machine-readable format
- Transfer your data to another service

**Right to Object**
- Object to processing based on legitimate interests
- Object to automated decision-making

**Right to Withdraw Consent**
- Withdraw consent at any time where processing is based on consent

**Right to Lodge a Complaint**
- File a complaint with your local data protection authority

To exercise these rights, contact us at support@flightmind.app

**Data Transfers**

Your data may be transferred to and processed in the United States. We ensure adequate protection through:
- Standard Contractual Clauses (SCCs)
- EU-U.S. Data Privacy Framework participation (where applicable)
- Service providers with GDPR compliance

### For Other Jurisdictions

We respect privacy rights globally. If you have questions about your rights under local laws, please contact support@flightmind.app

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## Children's Privacy

FlightMind is designed for pilots and aviation professionals, typically ages 18 and older. We do not knowingly collect information from children under 13 years of age.

**COPPA Compliance**

We comply with the Children's Online Privacy Protection Act (COPPA):
- We do not target children under 13
- We do not knowingly collect data from children under 13
- If we discover we have collected data from a child under 13, we will delete it immediately

If you believe we have collected information from a child under 13, please contact us at support@flightmind.app

**App Store Rating**

Our App is rated 4+ in the Apple App Store, indicating it contains no objectionable content for children.

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## Cookies and Tracking Technologies

**We do not use cookies or tracking technologies.**

The App does not use:
- ❌ Cookies
- ❌ Web beacons
- ❌ Tracking pixels
- ❌ Advertising IDs for tracking
- ❌ Third-party analytics (Google Analytics, Facebook Pixel, etc.)

We collect only the information described in this Privacy Policy through the App's normal operation.

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## Third-Party Links and Services

The App may contain information about external services (such as airport websites or aviation resources). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

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## Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes:

**Notification**
- We will update the "Last Updated" date at the top of this policy
- For material changes, we will notify you through the App or via the App Store

**Your Continued Use**
- Your continued use of the App after changes constitutes acceptance of the updated policy
- If you don't agree with changes, please stop using the App

**Version History**
- Previous versions are available upon request at support@flightmind.app

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## International Users

FlightMind is available globally. By using the App, you consent to the transfer and processing of your information in the United States and other countries where our service providers operate.

**Data Protection Standards**

We maintain high data protection standards regardless of where data is processed, including:
- Encryption in transit and at rest
- Access controls and authentication
- Regular security audits
- Compliance with applicable data protection laws

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## Your Consent

By using FlightMind, you consent to:
- The collection, use, and sharing of information as described in this Privacy Policy
- The processing of your information in the United States and other countries
- The storage of your documents and data on our cloud infrastructure

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## Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

**Email:** support@flightmind.app

**Website:** https://flightmind.app

**Response Time:** We aim to respond to all inquiries within 48 hours

**Mailing Address:** (Optional - add if you have a business address)

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## Additional Information

### Do Not Track Signals

Some browsers support "Do Not Track" (DNT) signals. Because there is no industry standard for DNT, we do not respond to DNT signals. However, we do not track users across third-party websites.

### Data Breach Notification

In the event of a data breach that may affect your information, we will:
- Notify affected users within 72 hours (as required by GDPR)
- Provide details about the breach and steps taken
- Offer guidance on protecting your information
- Report to relevant authorities as required by law

### Accessibility

We are committed to making our Privacy Policy accessible. If you need this policy in an alternative format, please contact support@flightmind.app

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## Effective Date

This Privacy Policy is effective as of November 2, 2025, and applies to all information collected by FlightMind from that date forward.

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## Summary of Key Points

**For Quick Reference:**

✅ **What We Collect:** Device info, usage data, uploaded documents, subscription status
❌ **What We Don't Collect:** Email, name, location, social media, payment info
🔒 **How We Protect Data:** Encryption, access controls, secure infrastructure
🗑️ **Your Rights:** Access, delete, correct, export your data
🌍 **Global Compliance:** CCPA, CPRA, CalOPPA, GDPR compliant
👶 **Children:** Not designed for children under 13
📧 **Contact:** support@flightmind.app

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**Thank you for trusting FlightMind with your aviation needs!**

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*This Privacy Policy was last updated on November 2, 2025.*