Privacy Policy
What Green Arc collects, who can see it, and what happens to it when you leave.
The short version
Green Arc is flight school management software. Your flight school is the organisation you deal with; we are the company that builds and operates the software for them.
Your records belong to your flight school. The people who can see them are the staff at your own school — its administrators, and the instructors you fly with. No other school on the platform can see anything of yours.
We do not sell your data. We do not advertise. There is no analytics or tracking code of any kind in either the iOS app or the website, and neither one asks for your location.
We can technically access your school's data, because we operate the servers it runs on. We do so only to support your school or to keep the service running, and never to mine, sell or analyse it. The section below says exactly what that means and how it is logged.
Who is responsible for your data
Your flight school decides what to collect about you and what to do with it. In data-protection terms, the school is the controller and we are the processor acting on its instructions.
That is a practical distinction, not a legal formality: if you want your records corrected, exported, or deleted, your school's administrator is the person who can do it, and they can do all three from inside the app. If you ask us directly, we will refer you to them.
What we hold about you
Everything below is entered by you or by your school's staff. None of it is bought from anyone, inferred about you, or gathered from other sites.
- Identity and contact details: your name, email address, phone number, postal address, and date of birth.
- Your emergency contact's name and phone number.
- Anything you write in the "anything we should know?" box during account setup. That box invites allergies and medical conditions, so it may contain health information about you.
- Airman records: your certificate type and number, ratings and endorsements, flight review and currency dates, and the class and dates of your medical certificate. The medical certificate class and its dates are health information.
- Where your school is required to record it under 49 CFR Part 1552, your citizenship status and TSA/AFSP approval details.
- Documents you or your school upload — which may include a photograph of your government ID, your medical certificate, your pilot certificate, and proof of renter's insurance.
- Training records: lessons flown, hours logged, instructor notes on your performance and areas to improve, and milestones such as your first solo.
- Flight and booking records: which aircraft, when, with whom, and the meter readings at the start and end.
- Money: charges, payments and credits on your account with the school, your running balance, and invoices. If you are an instructor or employee, your pay rate and pay periods.
- Messages you send and receive in the app.
- Whether your school has flagged you as eligible for its discounted rate. Your school offers that rate to military members, veterans and first responders, so this flag can imply you are one of those.
- If you are listed as a passenger on a flight, your name and your weight — the latter is required to compute the aircraft's weight and balance.
- Technical records: your IP address, which pages you requested and when, and any errors the app hit. Device identifiers for push notifications, if you turn them on.
What we do not collect
These are stated as commitments, not just as current facts.
- Your location. Neither the iOS app nor the website asks for it or records it. The iOS app does not include Apple's location framework at all.
- Card numbers, bank account numbers or any payment instrument for your account with your school. Your balance is an internal ledger; you pay your school directly by cash, cheque, card or transfer, and staff record that payment as an entry. No card processor is involved in member money.
- Analytics, advertising or tracking. There is no Google Analytics, Firebase, Mixpanel, Amplitude, Segment, PostHog or comparable SDK in either client, and the iOS app contains no third-party SDK whatsoever.
- Your contacts, photos library, microphone or health app data.
What we use it for
To run the service your school signed up for: scheduling aircraft and instructors, recording flights and training, tracking currency and expiry dates, keeping the school's books, and sending you the notifications you have asked for.
To keep the service working and secure — diagnosing faults, investigating abuse, and maintaining backups.
We do not use your data to train machine-learning models, to build a profile of you, or for any purpose your school has not asked us to perform.
Who can see it
Inside your school: its administrators, and instructors in the course of instructing you. What each role can see is set by your school.
No other flight school. Schools are separated in the database itself, by rules the database enforces on every query rather than by application code that could forget. A query that has not established which school it belongs to is refused before it reaches the data.
Us, the vendor, in two narrow circumstances: when your school asks us for support, and when operating or repairing the service requires it. Access to a school's data by our staff requires assuming a separate, restricted database role with a written reason, and it is logged. Where one of our staff acts inside the app as a member of a school, that is recorded permanently and attributed to the individual who did it.
We will disclose data to a third party only where the law requires it, and we will tell your school unless we are legally prohibited from doing so.
Companies that help us run it
These are the only external services that receive any of your data, and each receives only what its job needs.
- Email delivery, to send you notifications and account emails. Receives your email address and the content of that message.
- Apple, to deliver push notifications to the iOS app. Receives a device token and the notification text.
- Your browser's push service (Apple, Google or Mozilla, depending on the browser), if you enable web notifications. Receives an endpoint identifier and an encrypted payload.
- Stripe, for your school's own subscription payment to us. This is the school paying for the software; it is not your account with the school. Stripe never receives member records, and card details for that subscription are entered on Stripe's own pages and never reach our servers.
How it is protected
Traffic is encrypted in transit. Passwords are stored only as hashes and are never recoverable. Sign-in tokens are stored as hashes; the app holds its working token in memory rather than in browser storage.
The body of every message sent in the app is encrypted at rest with AES-256-GCM. Two honest caveats: the subject line is not encrypted, and we hold the key — so this protects the stored data, but it is not end-to-end encryption and it does not mean we are technically unable to read a message.
Uploaded documents are stored on our own server and are served only to signed-in users authorised to see them. They are not placed in any third-party storage or content network.
No system is perfectly secure. Use a strong, unique password, and sign out on shared devices.
How long it is kept, and what deletion does
Flight, training and financial records are business and regulatory records. Your school has to keep them for a period after you leave, so "delete my account" cannot mean "erase the logbook" — but it does mean your personal details stop being held.
When an account is closed, access ends immediately and future bookings are cancelled. After one year your personal details are erased: name, phone, address, date of birth, emergency contact, the free-text health note, your certificate number and your medical and TSA details. The flight and financial records remain, no longer attached to an identifiable person. After seven years, measured from your last flight or charge rather than from the day you left, the remaining personal records — documents, messages, training records — are destroyed.
Two parts are deliberately kept beyond that. The school's financial ledger and the aircraft's own maintenance and flight history survive, because they are the school's books and the aeroplane's record rather than yours. And the audit transcript keeps the name of whoever performed an action at the time they performed it, permanently — that record exists so that a past action can always be attributed, and rewriting it would defeat its purpose.
Separately, an administrator at your school can perform an outright deletion that destroys these records rather than retaining them. Which of the two happens is your school's decision, not ours.
Routine technical logs are kept for 30 days. Error diagnostics are kept for 180 days and contain identifiers rather than names or message contents.
Your choices
You can view and correct most of your own details in the app at any time.
Ask your school's administrator for a copy of your records, a correction, or deletion. They have an export tool that produces the school's data in full, and the deletion paths described above.
You can turn notifications off in the app, by category and by channel.
Depending on where you live you may have further rights over your data — to access it, correct it, have it deleted, or object to how it is used. Those requests go to your flight school as the controller; we will assist them in meeting them.
Age
Green Arc is used by flight schools, and student pilots are lawfully younger than 18 — a student may solo an aeroplane at 16, and a glider at 14. The app is therefore not restricted to adults, and we say so plainly rather than carrying an 18+ line the product does not enforce.
The app is not directed to children under 13 and we do not knowingly create accounts for them. Accounts are created by a flight school for its own members, not by members signing themselves up.
If you are under 18, your parent or guardian should review these terms with you and handle the billing agreement with your school.
Changes to this policy
If we change it, the effective date at the top changes with it, and the previous substance is not quietly replaced — a change that affects what we collect or who can see it will be notified to your school.