Privacy policy

1. Information we collect

Account information

When an account is created for you we collect your name, email address, a password (stored only as a salted hash), optional multi-factor authentication settings, your role within the Customer's organization, and the sessions you open when you sign in.

Customer data

The Customer and its staff enter operational and financial records into the Service: trips, passengers and contacts, aircraft and maintenance records, crew qualifications, invoices, payments, vendor bills and accounting entries. This information belongs to the Customer. We process it only to provide the Service to that Customer.

Audit records

Every create, update and delete in the Service is recorded with the acting user, the time, and what changed. These records exist so the Customer can answer who did what and when, as aviation regulation and accounting practice require.

Technical information

Our servers log requests, including IP address, browser type and the pages requested, for security and troubleshooting. We use a single session cookie to keep you signed in. We do not use advertising or cross-site tracking cookies.

2. Information from Google accounts

A Customer may choose to connect a Gmail mailbox to the Service so that fuel invoices emailed to that mailbox by fixed-base operators (FBOs) are imported into the Customer's fuel invoice review queue. This is optional. Nothing in the Service depends on it.

What we request

Connecting a mailbox uses Google sign-in and asks for the gmail.modify permission. We use it to read messages and attachments and to add a label to a message. We do not send mail, delete or archive mail, mark mail as read, or change any mailbox settings. We request this scope rather than the read-only scope for one reason: after a message is imported we label it in Gmail, so the Customer can see in their own mailbox which invoices have been handled and so the same invoice is never imported twice.

What we access and store

• We search the connected mailbox only for messages matching the Customer's fuel invoice search and label. We do not read the rest of the mailbox.
• For each matching message we read the sender, subject, date, message identifier and body text, and download its attachments.
• We classify each message from that information alone — sender, subject and the list of attachments — as an invoice, a payment notification, an account statement, correspondence the Customer sent themselves, or other. This decides which kind of document we try to read it as. No part of the message is sent anywhere to make this decision, and we record the result alongside the charge.
• Where a message is a payment notification, we record which invoices it pays and match them to charges already in the Customer's account, so an electronic payment can be reconciled to the invoice it settled. Where it is an account statement, we compare the invoices it lists against those we hold, so the Customer can see any their supplier billed that never reached them.
• We store those details and the invoice attachments (typically PDF or image files) in the Customer's account, linked to the fuel charge they document, so that the person reviewing the charge can see the email it came from.
• We store the OAuth tokens Google issues, encrypted at rest with AES-256-GCM, and the address of the mailbox that granted access.

Automated reading of invoice documents

If the Customer turns on AI-assisted invoice parsing, the invoice attachments we import (from Gmail and from other sources alike) are sent to third-party model providers, currently Anthropic and OpenAI, which return the structured fields on the invoice — vendor, date, quantities and amounts — for a person to review. For an emailed invoice, the subject and body text of the covering email are sent with the document, because the aircraft registration is often only in the email. The Customer's Google credentials are never sent. These providers process the content to return a result and do not use it to train their models. This feature is off unless the Customer turns it on.

Limited Use

LogistAIR's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy , including the Limited Use requirements. In particular, we use Google user data only to provide and improve the fuel invoice import feature the Customer connected the mailbox for. We do not use it for advertising, we do not sell it, we do not let humans read it except with the Customer's consent, for security, to comply with law, or as part of the Customer's own review of an imported invoice, and we do not use it to train generalized artificial intelligence or machine learning models.

Revoking access

A Customer administrator can disconnect the mailbox at any time from the Integrations page in the Service, which deletes the stored tokens. Access can also be removed from the Google account itself at myaccount.google.com/permissions . Invoice documents already imported remain part of the Customer's records until the Customer deletes them.

3. How we use information

• To provide, operate, secure and support the Service for the Customer.
• To send transactional email the Service generates on the Customer's behalf, such as quotes, invoices, sign-in links and notifications.
• To maintain the audit trail described above.
• To detect, investigate and prevent abuse or security incidents.
• To comply with law and enforce our terms.

We do not sell personal information and we do not use it for third-party advertising.

4. Who we share information with

We share information only with service providers that help us run the Service, each bound to use it solely for that purpose, and with third-party systems the Customer chooses to connect:

• Hosting. The Service and its database run on DigitalOcean infrastructure in the United States.
• Email delivery. Transactional email is sent through Postmark.
• Payments. Card payments made through the client portal are entered on a form hosted by Authorize.Net. Card numbers never reach our servers.
• Document parsing. Anthropic and OpenAI, as described in section 2, when the Customer enables it.
• Customer-connected systems. At the Customer's direction the Service exchanges data with Google (Gmail), FuelerLinx, Xero, CAMP Systems and Authorize.Net. Each connection is made by the Customer, uses the Customer's own credentials or consent, and can be disconnected by the Customer.

We may also disclose information when required by law, to protect the rights and safety of LogistAIR, our Customers or others, or in connection with a merger, acquisition or sale of assets, in which case this policy will continue to apply to the information transferred.

5. Retention

We keep Customer data for as long as the Customer's account is active. Because aviation and accounting records carry statutory retention periods, records are not deleted automatically while an account is open. When a Customer's agreement ends, we delete or return its data on request, except where we must keep it to comply with law, and we keep server logs for a limited period for security purposes. Google OAuth tokens are deleted as soon as the mailbox is disconnected.

6. Security

All traffic to the Service is encrypted in transit with TLS. Credentials for connected systems, including Google tokens, are encrypted at rest. Access to Customer data inside the Service is controlled by roles and permissions the Customer administers, and every record is isolated to the Customer's own organization. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your choices and rights

You can view and update your account details from your settings page. If you are a client or aircraft owner of a Customer, that Customer controls the records about you; direct requests to access, correct or delete them to the Customer, and we will assist. Depending on where you live you may have legal rights over your personal information; to exercise them, or to ask a question about this policy, contact us at support@logistair.com .

8. Children

The Service is for businesses and is not directed to children under 13. We do not knowingly collect personal information from children.

9. Changes to this policy

We may update this policy from time to time. The effective date at the top changes when we do, and material changes will be announced inside the Service before they take effect.