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Sensitive Data Policy

Last updated: October 11, 2026

The gist

FlightRecord is built for operational work—flight and duty time, qualification status, safety, maintenance, payroll inputs, and billing—not for storing government ID cards, Social Security numbers, or bank account details. For driver’s licenses and passports we track dates (and for licenses, state and CDL class) only. The product blocks file uploads on those document types and does not store license or passport numbers.

Purpose

Flight Record, LLC (“Provider,” “we,” “our,” or “us”) operates FlightRecord for helicopter and aviation operators. This Sensitive Data Policy explains categories of personal data that must not be entered or uploaded in the Services, what we allow instead for identity-document tracking, and shared responsibilities between Provider and your organization.

This policy works together with our Privacy Policy, which describes what we do collect. By using FlightRecord, your organization agrees that users will follow this policy.

Prohibited data

Customers and users must not enter or upload:

Category Examples
Government ID images Driver’s license, state ID card, passport, or other government photo ID scans or photos
Government ID numbers Driver’s license number, passport number, state ID number
Tax identifiers Social Security number (SSN), Individual Taxpayer Identification Number (ITIN)
Financial account details Bank account and routing numbers, direct-deposit forms, full account numbers on uploads

FlightRecord does not scan every PDF for an embedded SSN or account number. Prohibited data may still appear if someone uploads the wrong file to an otherwise allowed document type. Your organization is responsible for user training and for removing or redacting prohibited content if it is discovered.

Identity documents — what we allow instead

For the document types below, FlightRecord tracks eligibility only:

Document type Stored in FlightRecord Not stored
Driver's License Issuing state, effective and expiration dates License number, scan or image
Commercial Driver's License State, dates, CDL class (A, B, or C) License number, scan or image
Passport Effective and expiration dates Passport number, scan or image
Other Photo ID Dates and other non-number metadata on the record ID number, scan or image

How the product enforces this: upload controls are not offered for those document types; attempts to attach a scan are rejected; license numbers are not saved.

Data that may still be stored (with care)

These categories are common in aviation operations. They are not permission to hide prohibited data inside a file.

  • FAA / DOT medical certificates — certificate images for compliance; do not upload unrelated government IDs in the same place.
  • Pilot certificates, ratings, and training records — operational qualification evidence.
  • Expense and fuel receipts — reimbursement support; receipts should not include SSN or full bank details.
  • Payroll-related uploads — rate source sheets only; do not upload W-2s, direct-deposit forms, or HR exports that contain SSNs.
  • User signatures — operational acknowledgments; not a substitute for storing ID scans.
  • Payment / fleet cards — track expiration dates; do not store full card numbers or security codes.

Allowed attachments may be deleted after defined retention periods under the Data Retention attachment schedule. Avoiding prohibited categories reduces long-term risk for your organization and for Provider.

Provider commitments
  • Design identity-document types so scans and license numbers are not collected.
  • Display clear warnings on general document upload surfaces not to upload government IDs, SSNs, or bank details.
  • Use industry-standard protections for data in transit and at rest (see Privacy Policy).
  • Remove legacy identity scans and stored license numbers from our production environment when identified, consistent with this policy.
Customer responsibilities
  • Train users: dates and class/state only for licenses and passports; no ID photos in project files, activity logs, communications, or other attachments.
  • Do not use FlightRecord as the system of record for SSN, bank data, or full HR identity packets (for example complete I-9 image sets).
  • Delete prohibited uploads when found, or contact Provider for assistance with legacy data.
  • Ensure allowed documents do not embed prohibited data; retention schedules for legitimate files do not make prohibited uploads acceptable.
Summary for contracts and security reviews

Sensitive data. FlightRecord is built for operational qualification tracking, not storage of government identification images, government ID numbers, Social Security numbers, or bank account or direct-deposit details. Customer will not upload or enter that data. For driver’s licenses, commercial driver’s licenses, passports, and similar photo IDs, Customer will enter expiration and issue dates (and, for licenses, issuing state and CDL class) only. FlightRecord blocks file uploads on those document types and does not store license or passport numbers. Pilot medical certificates and other operational credentials may be uploaded subject to attachment retention under the service agreement. Customer is responsible for ensuring users do not embed prohibited data in other file types.

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