All policies (sign in to FlightRecord)
Last updated: October 18, 2026
How long FlightRecord keeps information depends on the kind of data—not one schedule for everything.
The sections below are the detailed attachment schedule only. For collection, use, rights, and a broader retention summary, see the Privacy Policy.
Flight Record, LLC (“Provider,” “we,” “our,” or “us”) publishes this schedule for customers using FlightRecord. It describes when uploaded files and images may be removed from the Service.
This schedule describes when uploaded files and images (attachments) may be removed from FlightRecord. It does not delete your operational database records—times, payroll totals, qualification dates, and similar structured data follow your service agreement. Attachments are classified as Standard (shorter retention), Regulatory (longer retention), or kept for the life of the parent record (SMS communications, safety reports, equipment photos, and similar).
| Tier | What it covers | While your company is active |
|---|---|---|
| Standard | Project files, operational photos, branding, daily tailboards, and similar non-regulatory uploads | Eligible for cleanup 3 years after upload |
| Regulatory | Training, qualifications, maintenance, receipts, and similar time-based evidence | Eligible for cleanup 7 years after upload |
| Life of parent record | Communication and safety-report files, observation packets, related comment uploads, acknowledgment signatures, and equipment photos | While active: kept until the parent record is deleted (not on 3- or 7-year upload clocks). When inactive or locked: inactive-archive rules apply too |
| Inactive archive | All attachment types when your company is inactive or locked, including SMS/safety and equipment photos | Eligible 1 year after the inactive date (whichever comes first vs. active windows), after pre-deletion written notice, and not earlier than 30 days after the Transition Period ends |
Unknown attachment types default to Regulatory until classified, so new upload types are kept rather than purged early.
While your company is active, life-of-parent files stay with their parent record until it is deleted. When your company is inactive or locked, those files follow the inactive-archive window too. Manual deletes you make from a record page are your choice, not this automated schedule.
Payroll totals, daily-log times, invoice lines, and qualification dates typically remain longer than attachments—often for the life of your contract or as required for tax and payroll records.
Some data must never be uploaded at all (government ID scans, SSN, bank details). See the Sensitive Data Policy. Retention applies only to attachments that belong in FlightRecord.
Issued and expiration dates, record type, and status remain on the qualification or training record. After the expiration date, FlightRecord may delete the uploaded scan only—the database row is the retained history.
When a subscription ends, a Transition Period applies (typically 90 days, or shorter for uncured breach or provider wind-down as stated in your agreement). During that period, administrators may have read-only access or assisted export. After it ends, inactive or locked accounts have no self-service access and FlightRecord does not proactively offer exports solely because status changed.
Before attachment purge, FlightRecord sends pre-deletion written notice (target: at least 90 days, and at least 30 days in any event, before the deletion date) stating that the customer may request one standard export. Attachments are not purged earlier than 30 days after the Transition Period ends. Customers may request one 90-day extension in writing; it applies when Provider confirms it in writing.
Attachment retention (hybrid tiers). FlightRecord classifies uploaded files as Regulatory (training, qualifications, maintenance, expense and fuel receipts, and similar time-based evidence) or Standard (project files, operational photos, branding, and other non-regulatory files). For active accounts, FlightRecord may delete Standard files more than three (3) years after upload and Regulatory files more than seven (7) years after upload. For inactive accounts (Inactive archive), FlightRecord may delete all uploaded files one (1) year after the account inactive date, whichever occurs first, after written notice (target: at least 90 days, and at least 30 days in any event, before purge) stating that the customer may request one standard export, and no earlier than 30 days after the end of the Transition Period. Customer may request a 90-day extension in writing; it applies when Provider confirms it in writing. Structured data (times, payroll calculations, invoice totals, and similar) is retained according to the main agreement.
Expired credential and training scans. Issued and expiration dates, record type, and status remain on the qualification or training record for the full attachment-retention period. After a record’s expiration date, FlightRecord may delete the uploaded file. The scan is operational evidence only while the credential or training is current; the database row is the retained history.
Life of parent record (SMS, safety reports, equipment photos). While your company is active, files on a communication (including safety reports), observation or safety-report packet, related SMS comment thread, policy acknowledgment signature, or equipment record are not deleted on the three- or seven-year upload clocks; FlightRecord removes them when the parent record is deleted. When your company is inactive or locked, the inactive-archive schedule applies to those files as well.