Terms of Use

1. Your agreement to these terms

These Terms of Use (“Terms”) form a legally binding agreement between you and Flight Desk governing your access to and use of our:

• Website
• Application (web and/or mobile interface)
• Any related tools, features, data, content, and services we provide (together, the “Platforms” or “Services”)

By accessing or using any part of the Platforms, creating an account, or using any Services, you agree to be bound by these Terms and our Privacy Policy.

If you do not agree, you must not use the Platforms.

2. Changes to these terms

We may update these Terms from time to time. The latest version will always be published on our Platforms and the “Last updated” date will change.

By continuing to use the Platforms after updates are published, you agree to the updated Terms.

Where changes are material, we may provide additional notice.

3. Platform use

Flight Desk is a software platform used by aero clubs, flight schools, instructors, students, and aviation organisations to manage:

• Bookings and scheduling
• Flight training records
• Aircraft and maintenance tracking
• Memberships
• Invoicing and payments
• Operational reporting and communication

4. Eligibility

You must be at least 16 years old to use the Platforms.

By using the Platforms, you confirm that:

• You have legal capacity to enter into this agreement
• All information you provide is accurate
• You are not prohibited from using the Services under any applicable law

5. Accounts and security

You are responsible for maintaining the security of your account and for all activity under it.

You must:

• Keep login details secure
• Not share your account with others
• Notify us immediately of any unauthorised access
• Ensure information you provide is accurate and up to date

We may suspend access if we believe your account has been compromised.

6. Organisation accounts

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

Where you are part of an organisation:

• Your access is controlled by that organisation
• Administrators may assign roles and permissions
• Your data may be visible to authorised users within that organisation

7. Service overview

Flight Desk may allow you to:

• Create and manage bookings
• Record flight training progress
• Store aircraft and maintenance records
• Manage members and students
• Generate invoices and financial records
• Communicate with instructors and students
• Access reports and operational tools

8. Not a substitute for official records

Flight Desk is a digital management tool only.

You remain responsible for:

• Maintaining any official aviation records required by the NZ Civil Aviation Authority (CAA)
• Ensuring all data is accurate before operational or regulatory use
• Verifying compliance requirements independently

9. User responsibilities

You agree that you will:

• Provide accurate and truthful information
• Keep information up to date
• Use the Platforms only for lawful purposes
• Not misuse or interfere with the system
• Comply with all applicable laws and aviation regulations

We may suspend or terminate access if you breach these Terms.

10. Acceptable use

You must not:

• Misuse or attempt to disrupt the Platforms
• Access other users’ data without permission
• Attempt to reverse engineer or extract source code
• Use bots, scrapers, or automated tools without permission
• Upload malware or harmful code
• Use the system for fraudulent or illegal activity
• Copy, resell, or commercially exploit the Platforms without consent
• Interfere with system security or access controls

11. Data accuracy

You are responsible for:

• The accuracy of all records you enter
• Ensuring training and flight data is correct
• Backing up or exporting important records where needed

We are not responsible for errors in data entered by users or organisations.

12. User content

You retain ownership of content you upload or enter into the Platform (“User Content”).

You grant Flight Desk a licence to:

• Store and process your content
• Display it within the Platform
• Create backups
• Use anonymised data for system improvement

This licence ends when your content or account is deleted, except where retention is required for legal, security, or operational reasons.

13. Organisation data

Data entered into Flight Desk belongs to the organisation that created or controls it.

Organisations are responsible for:

• Managing user access
• Ensuring lawful use of data
• Maintaining required records

14. Sharing

You may only share data through features provided in the Platform.

You are responsible for any data you choose to share with instructors, staff, or other users.

15. Payments

Some features may require payment.

Payments may include:

• Subscriptions
• Usage-based charges
• Additional features or add-ons

Payments are processed by third-party providers (such as Stripe). We do not store full payment card details.

16. Pricing and changes

We may change pricing from time to time. If changes affect your subscription, we will provide notice where required.

17. Refunds

Unless required by New Zealand law:

• Payments are generally non-refundable
• Unused subscription time is not refundable
• Token or usage-based purchases are non-refundable once consumed

18. Our IP

All software, design, branding, and content provided by Flight Desk (excluding user data) remains the property of Flight Desk or its licensors.

You may not:

• Copy
• Modify
• Distribute
• Reverse engineer
• Resell

without written permission.

19. Feedback

If you provide feedback or suggestions, we may use them without restriction or compensation.

20. Disclaimer

The Platforms are provided “as is” and “as available”.

We do not guarantee:

• The Platform will be error-free
• Data will always be accurate
• Continuous uninterrupted access
• That outputs are suitable for regulatory or operational reliance

Flight Desk is a management tool and does not provide aviation or legal advice.

21. Limitation of liability

To the maximum extent permitted by New Zealand law:

• We are not liable for indirect or consequential losses
• We are not liable for loss of data, profit, or business opportunity
• Our total liability is limited to the amount paid by you in the past 12 months (or NZD $100 if greater limitation applies)

Nothing excludes liability that cannot be excluded under New Zealand law.

22. Suspension and termination

We may suspend or terminate access if:

• You breach these Terms
• We detect fraud, misuse, or security risks
• Required by law or regulation
• Necessary to protect the platform or users

You may stop using the Platform at any time.

23. Legal compliance

We may disclose information if required by law, including requests from:

• Courts
• Law enforcement
• Government agencies
• Aviation regulators (including the Civil Aviation Authority of New Zealand)

Where possible, we will take reasonable steps to notify you.

24. Governing law

These Terms are governed by the laws of New Zealand.

Any disputes will be handled exclusively in New Zealand courts.