Privacy Policy

Flight Desk (“Flight Desk”, “we”, “us”, “our”) cares about your privacy. To operate our Platforms and Services, we need to collect and use some information about you. We think it’s important you understand when we collect personal information, what we collect, how we store it, and how it is used.

This Privacy Policy applies to personal information collected by Flight Desk from visitors, users, customers, subscribers, and anyone who engages with our Platforms and Services.

We are bound by our obligations under the Privacy Act 2020 (New Zealand) and the Information Privacy Principles (IPPs).

Your use of any part of our Platforms and/or Services constitutes your consent to the collection, use, storage, disclosure, and other handling of your personal information in accordance with this Privacy Policy. If you do not agree, please do not use our Platforms or Services.

We may amend this Privacy Policy by publishing a revised version on our Platforms.

2. Definitions

“App”

means the Flight Desk application and web application.

“Personal information”

has the meaning given in the Privacy Act 2020 (NZ) — broadly, information about an identifiable individual.

“Platforms”

means the Flight Desk website, application, and related systems.

“Services”

means the services we provide via the Platforms, which may include flight scheduling, training records, aircraft management, membership management, invoicing, reporting, and communications.

“Third-party service providers”

means vendors who help us operate our Platforms or deliver Services (e.g., hosting, analytics, email delivery, authentication, and payment processing).

“You” / “your”

means any person using our Platforms, Services, or contacting us.

3. Collection of information

4. Important: account and data use

Flight Desk is used by organisations such as aero clubs and flight schools.

Your data may be visible to authorised users within your organisation (for example instructors or administrators), depending on the permissions set by that organisation.

Your account and organisation data are not automatically shared outside your organisation.

5. How we use your personal information

We use personal information for purposes including to:

• Provide and operate the Platforms
• Manage bookings and scheduling
• Track flight training and progress
• Manage memberships and users
• Generate invoices and financial records
• Send notifications and communications
• Provide customer support
• Improve and develop the platform
• Maintain security and prevent misuse
• Comply with legal obligations

6. App data privacy

Your data is stored securely and is only accessible to authorised users within your organisation.

Where sharing features are enabled, data may be shared only when authorised by you or your organisation administrators.

7. Sharing information with others

We do not sell your personal information.

We may share information as follows:

8. Data retention

We retain personal information only as long as reasonably necessary to:

• Provide the Services
• Maintain training and operational records
• Meet legal obligations
• Resolve disputes
• Ensure platform security

Some data may remain in backups for a limited period after deletion.

Organisations may retain aviation, training, or financial records for their own operational or regulatory needs.

9. Modify or update information

You can update certain information through your account settings where available.

If you are unable to access your information, you can contact us at support@flightdesk.co.nz.

10. Access and correction

You may request access to or correction of your personal information.

For organisation-managed records, requests may need to be directed to the relevant organisation.

11. Security

We take reasonable steps to protect personal information, including:

• Encrypted data transmission (HTTPS/TLS)
• Secure authentication
• Access controls and permissions
• Audit logging
• Regular backups
• Monitoring systems

No system is completely secure, and users are responsible for keeping their credentials safe.

12. Unsolicited information

If we receive personal information we did not request, we may delete it where appropriate.

13. Overseas storage

Your information may be stored or processed in New Zealand and other countries where our service providers operate.

We take reasonable steps to ensure appropriate protections are in place.

14. Cookies and analytics

We use cookies and similar technologies to:

• Maintain sessions
• Enable login functionality
• Improve performance
• Analyse usage

We may use analytics tools such as Google Analytics.

You can disable cookies in your browser, but some features may not work correctly.

15. Third-party websites

Our Platforms may link to third-party websites. We are not responsible for their privacy practices.

16. Account deletion

You may request deletion of your account.

However:

• Some records may be retained by your organisation
• Training and financial records may need to be kept
• Backup copies may remain for a limited time

To request deletion, contact us at support@flightdesk.co.nz.

17. Complaints

If you have concerns about privacy, contact us at support@flightdesk.co.nz.

You may also contact the Office of the Privacy Commissioner (NZ): privacy.org.nz — Phone: 0800 803 909

18. Changes to this policy

We may update this Privacy Policy from time to time. Updates will be published on our Platforms.

If changes are significant, we may provide additional notice.