Who we are
RotorLog is a professional logbook for helicopter pilots. It is available as an app for iOS, iPadOS and macOS, as a web app at rotorlog.com/app, and as desktop (Windows) and Android applications built from that same web app.
The Android app does not sell anything: it contains no in-app purchases and Google does not process any payment for RotorLog. If you want a subscription, you buy it on the web at rotorlog.com or in the Windows app, both billed through Stripe, and it then applies in the Android app as well. This means we receive no purchase data from Google.
RotorLog is a product of OOS (“OOS”, “RotorLog”, “we”, “us”, “our”), a company registered with the Netherlands Chamber of Commerce (Kamer van Koophandel) under KVK number 42109194. For the personal data described in this policy, OOS is the data controller. You can reach us at legal@rotorlog.com. Our full company details are on our Legal Notice.
This policy explains, in plain terms, what data we collect, why, where it is stored, who processes it, and the rights you have. It applies to every version of RotorLog and to our website.
What we collect
We collect only what the Service needs. The categories below reflect what RotorLog actually stores.
- Account and sign-in. Your email address, a display name if you set one, and how you sign in (email and password, Sign in with Apple, Google Sign-In, or a passkey), together with the identifiers those sign-in providers return to us.
- Your logbook. The flights you record: dates and times, aircraft type and registration, departure, arrival and intermediate locations (including coordinates you save), crew names such as pilot-in-command, roles, night, NVG, instrument and simulator time, take-offs and landings, operational counts such as hoist, winch, sling and water-drop cycles, remarks and any custom fields; and instructor signature images you capture.
- Related records you create. Saved aircraft and locations; currency and expiry items (which may include the medical, licence and rating expiry dates you choose to track); duty and rest records; drafts; backups; and your preferences.
- Sharing and organisation data. Share links you create, connections (“access grants”) with other pilots or organisations, correction requests and verifications, and any organisation memberships.
- Account security. Details for the “your devices” feature (a session identifier, a label you give a device, platform, app version, device model and last-seen time) and the sign-in and two-factor credentials held by our identity provider (for a passkey, its public key and credential identifier; for two-factor, your enrolled factor).
- Purchases. The subscription and purchase metadata Apple, Google or Stripe send us to confirm your plan (transaction identifiers, product, dates and status). We never receive or store your full payment-card number.
- Website and support. If you use our contact form, we receive your name, email, message category, an optional organisation name and your message, together with the country and IP address the request comes from, which we use to route the message and prevent abuse.
- Which currency to show you. So that prices appear in your own currency, a country is derived from your IP address at the network edge, by the content-delivery network that serves our pages. This happens on every page view of a section that shows prices, on the website and in the app. The country decides only which currency you are quoted; we do not use a third-party IP lookup service for it, and we do not store the country for this purpose.
- Email preferences. For every address we can email, we keep the address, which of the two optional categories it is subscribed to (product updates and newsletter), where the subscription came from, when it was confirmed or withdrawn, and a random token that makes your unsubscribe link work without you having to sign in. You do not need a RotorLog account to be on this list, and you can be on it with nothing else attached to your address.
- Email delivery records. For 14 days we keep a record of each email we send you: the recipient address, the type of email, the subject, whether it was delivered, and the exact message content. We use it to answer questions such as “did my receipt actually arrive?”. After 14 days the record, including the message content, is deleted automatically. We do not put tracking pixels in our emails and we do not record whether you opened one or clicked a link.
- Basic technical data needed to operate the Service, such as sync status and connection information.
How we use your data, and our legal bases
We process your personal data for the purposes below. Under the EU General Data Protection Regulation (GDPR), each purpose rests on a legal basis:
| Purpose | Legal basis |
|---|---|
| Create your account and provide the Service: store, sync and back up your logbook, render route maps, and produce your exports | Performance of a contract |
| Keep the Service and your account secure; prevent, detect and investigate fraud, abuse and unauthorised access | Our legitimate interests |
| Verify purchases and manage subscriptions; keep accounting and tax records | Performance of a contract; legal obligation |
| Optional features you switch on: AI import and “Ask your logbook” chat, expiry and duty notifications, and showing your location on the map | Your consent, or your request as part of the contract |
| Send you our newsletter, if you opt in | Your consent (withdrawable at any time) |
| Send product updates about new and changed features to people who hold a RotorLog account | Our legitimate interests in keeping our own customers informed about the product they use, with a one-click opt-out in every message |
| Send service messages you cannot opt out of: receipts and invoices, payment problems, trial and subscription changes, password resets and security alerts | Performance of a contract; legal obligation |
| Keep a 14-day record of the emails we sent you, so we can confirm delivery and answer support questions | Our legitimate interests in running a reliable service |
| Respond to your support requests and communicate about the Service | Performance of a contract; our legitimate interests |
We do not use your data for advertising, and we do not sell it. Where we rely on legitimate interests, we have weighed them against your rights; you can object at any time (see Your rights and choices).
How your data is protected, and who can see it
Your logbook is stored in structured form in our database so that we can sync it to your devices and provide the features you use. It is not end-to-end (“zero-knowledge”) encrypted, which means our systems are technically capable of accessing the flight and log-activity data you store. We treat that capability as a responsibility, not a licence.
We do not read the contents of your logbook, and we do not access your entries, except where it is strictly necessary and for a valid, lawful reason: for example, to provide support you have asked for, to operate, maintain or secure the Service, to comply with a legal obligation, or to investigate suspected abuse or a threat to safety or to our systems.
Your data is stored securely and protected against loss and against unauthorised access, viewing or disclosure. We apply measures appropriate to the risk, including:
- encryption of your data in transit and at rest;
- strict, controlled access to production systems, limited to what is necessary;
- database-level isolation so that one account cannot read another account's logbook;
- data-minimising design for sharing: when you share part of your logbook, instructor signature images and precise location coordinates are never transmitted, and share links are identified only by a hashed token, so a copy of our records cannot be used to open your shared page. Access to a shared page is logged without storing raw IP addresses.
No online service can promise perfect security, but we work hard to protect your data and to earn the trust that a pilot's logbook deserves.
Where your data is stored
Your account and logbook data are stored in the European Union, in our cloud backend (hosted on Supabase and reached at auth.rotorlog.com). RotorLog is offline-first: you can log flights without a connection, and your data syncs to the backend when you are back online. If you enable cloud backups of your logbook, they are stored with your account in the same backend. Our public website is served through Cloudflare.
When your data is shared
We do not sell your personal data, and we never share it for advertising. We share data only in the following circumstances:
- Service providers (sub-processors) that process data on our behalf and under contract: our hosting, authentication, payment, email and optional-AI providers. A complete, current list, with each provider's role and location, is on our Sub-processors page.
- People and organisations you choose to share with. RotorLog lets you share part of your logbook: a public share link, an ongoing connection with another pilot or an organisation, or membership of an organisation. You set the scope of every share and can pause or revoke it. A recipient only ever sees the slice you grant, filtered to what their role allows; nothing widens that automatically. See our Terms and, for organisation customers, our Organisation and Data-Processing Terms.
- Legal and safety. We may disclose data where we are legally required to, or where it is necessary to establish, exercise or defend legal claims, to protect the rights, property or safety of pilots, the public or RotorLog, or to respond to a lawful request from a competent authority.
- Business transfer. If RotorLog or OOS is involved in a merger, acquisition or sale of assets, data may be transferred as part of that transaction; it will remain subject to protections consistent with this policy, and we will notify you of any change of controller.
Optional AI features
RotorLog offers two optional AI features: “Ask your logbook” chat and AI import. Both are off until you use them.
- AI import. The text extracted from your file (and, for a photo of a logbook page, a downsized image of that page) is sent to our AI providers to be read and structured: Google Gemini for photos and PDFs, and DeepSeek for spreadsheets (with Gemini as a fallback). Extraction happens on your device first; the original file is not uploaded to us or to the providers, and we do not retain any image or file after processing.
- “Ask your logbook” chat. This sends the providers a compact, aggregated briefing computed on your device, rather than your raw logbook.
AI results are always shown to you for review before anything is saved. We send the providers only the minimum needed to return your result, and their processing of it is governed by their API terms. RotorLog does not use your logbook to train any model. Because these features are optional, any data leaves the EEA for them only when you choose to use them. Usage limits apply.
International transfers
We store your account and logbook data in the European Union. Some of the optional or supporting providers above may process limited data outside the European Economic Area (EEA): for example our optional AI providers, our payment providers, and parts of our content-delivery and email infrastructure. Where that happens, we rely on the safeguards recognised under EU law, such as the European Commission's adequacy decisions or Standard Contractual Clauses. Data leaves the EEA for the optional AI features only when you choose to use them.
How long we keep your data
We keep your data for as long as your account is active, so your logbook is available on every device. Records you delete inside the app are first marked as deleted so the deletion syncs correctly across your devices, and are then removed.
You can delete your entire account at any time, from inside the app or the web app. Doing so permanently deletes your personal data from our backend (your flights, related records, backups, sessions, share links and profile) and closes your sign-in. Two limited exceptions apply:
- Purchase records. We retain the transaction records Apple, Google or Stripe send us (with the link to your account removed) so a purchase can be restored on a future account and to meet our accounting and tax obligations.
- Organisation retention copies. If you were connected to an organisation, that organisation may keep a frozen, scope-limited copy of the data you had shared with it for a period it sets (by default around two years) for its own compliance records. This copy never contains more than you had shared, and you can see in the app that it exists. See our Organisation and Data-Processing Terms.
We also keep support correspondence and abuse-prevention records for as long as needed for those purposes.
Email. Delivery records, including the message content, are deleted automatically 14 days after we send an email. Your email preferences are kept for as long as your address is on our list; if you unsubscribe we keep the address with the opt-out recorded against it, precisely so that we do not email you again by accident. Deleting your RotorLog account removes your address and your delivery records entirely. If you are on our list without a RotorLog account, unsubscribing and then emailing legal@rotorlog.com will have the address removed completely.
Your rights and choices
Because we host your data in the EU and serve pilots worldwide, we extend the following rights to all users. You have the right to access your data, to correct it, to erase it, to restrict or object to certain processing, to data portability, and to withdraw any consent you have given. Many of these are built directly into RotorLog:
- Access and portability: export your logbook to PDF, Excel or CSV at any time from the app.
- Correction: edit any entry directly.
- Erasure: delete individual records, or delete your entire account, from inside the app.
- Consent and objection: AI features, the newsletter, product updates, notifications and location are all optional and can be switched on or off at any time.
- Email preferences: every marketing email we send carries a one-click unsubscribe link and a link to a preference page where you can switch product updates and the newsletter on or off independently. Neither requires an account or a sign-in. Service messages such as receipts, payment problems and security alerts are not marketing and are always sent.
To exercise a right that is not self-service, email legal@rotorlog.com. We will respond within the time the law requires (normally one month) and free of charge. A fuller description of your EU/UK rights, and how to complain, is on our GDPR & Data-Rights Notice.
Automated decisions
We do not make decisions that produce legal effects concerning you, or similarly significant effects, by purely automated means. The AI features are tools that assist you; you review and decide what to keep.
Children
RotorLog is a professional tool for pilots and is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact us and we will delete it.
Changes to this policy
We may update this policy as RotorLog evolves. When we do, we will update the date at the top of this page, and for significant changes we will let you know in the app or by email. The date shown at the top is the current version.
Contact
Questions about this policy or your data? Email us at legal@rotorlog.com. The data controller is OOS (KVK 42109194); see our Legal Notice for full company details.