Privacy Policy

AI demo call privacy notice

Last updated: October 7, 2026

On the TRACE Ai page you can ask Tracy, the AI voice interviewer in TRACE Ai, to phone you for a demo. This notice explains what we collect for that call and how we use it. FlightAtom LLC, a Wyoming company, is responsible for this information.

What we collect

• The details you enter: your name, email address, organisation and phone number, and your browser's time zone
• A record of your consent: the wording you agreed to, the date and time, the page, your IP address and your browser type
• The demo call itself: the transcript of the conversation and call details such as the time and duration

How we use it

We use this information to send you a link to choose a time, place the call you asked for at that time, follow up about TRACE Ai by email, keep a record of your consent and honour any request to stop calls. The call is made by Tracy, an AI-generated voice. It is transcribed and may be recorded. We use a fictional safety report for the demo, so please do not share real operational or personal information during the call. We do not use your call to train AI models, and we do not create voiceprints.

Why we may use it

We call you because you asked us to and gave your consent, which you can withdraw at any time. We email you about TRACE Ai to answer your request, and you can object to that at any time. We keep consent and opt-out records so that we can show you agreed and honour any opt-out.

Who processes it

Our email, telephony and voice AI service providers process this information on our behalf to deliver messages, carry the call and produce the transcript. Some of these providers are in the United States, and our team works from the United States and Bermuda, so your information may be processed outside your country.

How long we keep it

We keep demo call transcripts for up to 12 months unless you ask us to delete them sooner. We keep consent records and do-not-call requests for at least five years, so that we can show you agreed to the call and make sure we never call a number that has opted out.

Your choices

You can withdraw your consent at any time. During a call, say "stop calling" or press 9. At any other time, reply "stop" to our confirmation email or write to info@flightatom.com. Once you opt out by any of these routes, FlightAtom will not call you again or send you marketing. To access, correct or delete your information, or to object to its use, contact privacy@flightatom.com. You can also complain to the data protection authority where you live or work.

FlightAtom apps for iPhone and iPad: privacy notice

Last updated: November 4, 2026

This notice applies to every FlightAtom app for iPhone and iPad: AURORA Ai, TRACE Ai, FOLIO Ai, CREW Ai (CREW Admin and CREW Mobile), FLIGHT Ai, PINAX Ai, MENTHOR Ai, EPHOR Ai, HIRE Ai (HIRE Admin), DELPHI Ai and VISION Ai. On your Home Screen an app may show a shorter name, such as Trace, Folio, FlightOps, EPHOR, Delphi or Vision Ai. FlightAtom LLC, a Wyoming company, publishes the apps. The PINAX Ai privacy notice adds detail for that app.

Your organisation and FlightAtom

The apps are work tools for airlines, aircraft operators and training organisations that use FlightAtom products. Your organisation sets up its workspace, issues your account, decides who can see which records and decides how long records are kept. For that workspace information FlightAtom acts on your organisation's instructions, and your organisation's privacy information also applies. FlightAtom is responsible for its own security, support and account records.

Accounts and sign-in

There is no public sign-up. Your organisation, or an administrator in the app, creates your account. Depending on the app and your organisation's settings, you sign in with the username, employee ID or email address and password your organisation issued, with a verification code sent by email or generated by an authenticator app, or with your Microsoft work account through your organisation's sign-in service. HIRE Ai and VISION Ai can use Face ID to unlock saved sign-in details. Face ID is handled by iOS, and FlightAtom never receives your face data.

The apps do not store your password. Our servers keep a one-way password hash, not the password itself. Each app keeps its session credential either in the iOS Keychain on this device only, or in memory until you close the app. Sessions expire, and signing out removes the session from the device.

Information the apps use

Every app uses your account details (name, work email, username or employee ID, role and permissions) and security records (sign-in history, sessions, IP address and browser or device type). These protect accounts and show who did what. Each app also uses the records of the product it opens:

• AURORA Ai: safety reports and occurrences, corrective actions and their owners, staff training status and expiry dates, and questions you ask its assistant.
• TRACE Ai: safety cases and investigations, and the names, roles, languages and phone numbers of the people to be interviewed.
• FOLIO Ai: manuals and revisions, read acknowledgements with the signer's name, and reading time.
• CREW Ai: crew profiles, including contact details, base, rank, licence and medical class with expiry dates, passport qualification and emergency contact. Also rosters, leave, bids, pay and hotel information, and the fatigue and rest reports crew submit.
• FLIGHT Ai: flights, crew names and codes, flight and duty hours, aircraft messages and positions, passenger counts, fuel records, and images of flight paperwork that you review.
• PINAX Ai: on-time performance and flight records, crew codes and work email addresses, pilot delay emails and replies, and optional flight notification settings.
• MENTHOR Ai: training and qualification records, and licence and medical validity dates (dates only, never medical details). Also rosters, the logbook, duty check-ins, flight data events and your own reviews of them, training survey answers, and coaching notes. Cabin crew also see passenger names for flights they are rostered on.
• EPHOR Ai: training sessions, observation requests, findings and outcomes, approvals and comments, messages, files you upload, travel and hotel booking references for observers, and approval certificates.
• HIRE Ai: candidate applications. These include name, contact details, date of birth, nationality, address, gender, photo, licences, medicals, employment history, CVs and documents, assessment scores, recordings of spoken answers, test-session snapshots and their automated flags, and messages.
• DELPHI Ai: your questions and conversation history, files and images you add, feedback and support requests, and search records.
• VISION Ai: dashboards and reports, the operational data they show, questions you ask Ask Vision and their answers, the team directory and an audit log.

The records belong to your organisation's workspace and are shown only to accounts with the required access.

Information on your device

The apps load records from your organisation's workspace over encrypted connections and mostly keep them in memory while you use them. They save small settings on the device, such as appearance, the workspace address, filters and notification choices. MENTHOR Ai keeps recent logbook and briefing data on the device with iOS file protection. That copy expires after a few days and is deleted when you sign out. VISION Ai keeps the last board you read, and up to four headline figures for its Home Screen widget, on the device with iOS file protection and outside backups. Both are deleted when you sign out or another account signs in.

When you export or share a report, the app creates a temporary file. Once you save or send it, that copy is governed by the place you chose. Some apps let you copy text, and private links or temporary passwords copied by administrators expire from the clipboard after a short time. Several apps cover their screens in the app switcher so records do not appear in snapshots.

Device permissions

The apps do not use your device's location, contacts or microphone, and they do not read your photo library. Maps show aircraft positions from operational records, not your position. When you upload a file or image, the app receives only the item you pick. A few apps can ask for a permission, and each one is optional:

• PINAX Ai: notifications for departures and arrivals, delivered through Apple Push Notification service
• DELPHI Ai: notifications created on the device
• HIRE Ai: Face ID, and the camera, which iOS asks you about before any use
• VISION Ai: Face ID, to unlock your saved session on this device; notifications when something is shared with you, an alert is triggered or a page email arrives, delivered through Apple Push Notification service with no figures from your board; and adding a picture to Photos when you choose Save Image
• AURORA Ai: access to your local network, so it can reach a workspace hosted on your organisation's network

You can change any of these in iOS Settings.

AI processing

Some features send content to AI model providers, which process it for FlightAtom to produce the answer or result:

• DELPHI Ai: your questions, files you add and the relevant passages from your organisation's documents. The app asks for your agreement before it shares content with these providers. MENTHOR Ai sends questions you ask DELPHI Ai the same way.
• VISION Ai: your Ask Vision questions, requests you type into the board builder and the workspace data needed to answer them. Our servers send them through OpenRouter, an AI routing service, to the AI model company your organisation's workspace uses (currently xAI). Every request requires zero data retention, so neither keeps the content, and it is not used to train models. The app asks for your agreement before it first shares content, and you can turn this off at any time in Account, AI features, Use Vision’s AI.
• AURORA Ai: assistant questions, sent to an external provider only if your organisation turns that option on.
• FLIGHT Ai: images of flight paperwork, so the workspace can sort them and read their fields.
• HIRE Ai: spoken answers in language assessments, scored with speech and AI services. Test sessions are checked with automated face and object detection. Your organisation decides how it uses scores and flags.
• MENTHOR Ai: coaching notes and awards, written by AI from de-identified data.
• FOLIO Ai, TRACE Ai and CREW Ai: some AI tools, such as manual review, AI interviews and the scheduling assistant, run in the web versions and are not started from the iPhone and iPad apps.

PINAX Ai and EPHOR Ai do not use AI models. FlightAtom does not use your app content to train AI models.

Who receives information

We do not sell personal information, and we do not share it for advertising. Information goes to the people your organisation authorises, and in EPHOR Ai to your organisation's aviation authority for oversight. The apps' servers run on WingLayer, FlightAtom's own private application platform. Information also goes to service providers that run parts of the service for us:

• Hosting, databases, file storage and computing providers
• Sign-in (Microsoft and our sign-in service)
• Email delivery
• Apple Push Notification service, for PINAX Ai alerts and VISION Ai notifications
• Error monitoring
• IP address location, for sign-in security in HIRE Ai
• AI model providers, including model routing services and the companies whose models they reach

We require these service providers to protect personal information to the same standard as this notice.

Operational data sources, such as flight planning, flight tracking, safety and weather services, send data to your workspace when your organisation connects them. Some providers are in the United States and the European Union, and our team works from the United States and Bermuda, so information may be processed outside your country. We may also disclose information when the law requires it, to protect the security of the service, or as part of a business transfer.

No tracking

The apps contain no advertising, analytics or crash-reporting software from other companies. They do not use the advertising identifier, do not show the App Tracking Transparency prompt and do not track you across other companies' apps or websites.

Security

The apps use encrypted connections, keep credentials in the iOS Keychain or in memory, and support verification codes and Microsoft sign-in where your organisation turns them on. Access is limited by role. No method of storage or transmission is completely secure, so tell us at once if you think an account has been misused.

How long information is kept

Your organisation sets most retention periods, and aviation rules often require training, safety, duty and audit records to be kept for years. Some fixed periods:

• MENTHOR Ai deletes routine activity records after 180 days, unless your organisation changes this.
• PINAX Ai removes notification delivery records after 30 days.
• HIRE Ai deletes the documents of a candidate who was not selected after 30 days.

Sessions expire after a set time, and expired sessions are removed. Audit and regulatory records can remain after an account is closed, no longer linked to a sign-in.

Deleting your account

Several apps let you delete your account in the app:

• PINAX Ai: Account, then Delete my account
• FLIGHT Ai: Account settings, then Delete account
• DELPHI Ai: Account, then Delete account
• MENTHOR Ai: Profile, then Delete Account. This opens a request that your organisation confirms, and we complete it within 30 days.

For any other app, email privacy@flightatom.com from your work address. Name the app and your organisation. We verify the request with your organisation and complete it within 30 days. Deletion removes your sign-in, sessions and personal settings. Records your organisation must keep by law stay in its workspace, no longer linked to a sign-in. Signing out alone does not delete an account.

Your rights and contact

Depending on where you live, you may have the right to access, correct, delete or export your information, or to object to or restrict its use. Because your organisation controls most workspace records, we may pass your request to it or ask it to confirm your identity. The apps are for working adults and are not directed to anyone under 18.

For privacy questions about any FlightAtom app, email privacy@flightatom.com. For app support, email hello@flightatom.com. Never send passwords or verification codes. You can also complain to the data protection authority where you live or work. We will post changes to this notice here and update the date above.

PINAX Ai privacy notice

Last updated: September 23, 2026

PINAX Ai and your airline workspace

PINAX Ai is FlightAtom's airline operations app for iPhone and iPad. It connects to the PINAX Ai workspace selected by your airline. Your airline manages workspace accounts, permissions, operational records and the connected services used for its operation. This notice explains the information used by the app and the PINAX Ai workflows it opens. Your airline's privacy information also applies to its handling of employee, crew and operational records.

Information used to provide the service

When you connect, the service receives the sign-in information needed to verify your account. It maintains account identifiers, display names, email addresses, access permissions, session information and security records. Password changes are sent over an encrypted connection and the service stores a password verifier rather than the plain-text password.

Authorized administrators can create and manage accounts, update recipient routing and pilot-request settings, and request operational emails. These workflows retain the relevant account details, recipients, message content, flight context, delivery status and audit identity. Pilot feedback and operational information are managed in the airline workspace and are displayed only to accounts with the required access. An email delivery record does not establish that the recipient read the message.

The service processes network information to protect accounts and limit abuse. Application request logging, when enabled, records the time, request identifier, request method and path, result status and duration. Hosting and connected providers may process additional service information under their arrangements with FlightAtom or your airline. Contact the privacy team for the practices that apply to your workspace.

Information on your device

The app stores appearance, connection and ground-board filter preferences locally. Its session credential is stored in the device Keychain and is sent to the selected workspace over HTTPS when needed to authenticate requests. The native app does not save your password. Operational responses are held in memory during use.

Operational tools, pilot correspondence, user administration and account settings use native app screens that connect to the selected workspace. They do not open a private website session or share Safari's cookies. A successful password change supplies a new session to this device and ends other sessions.

Authorized administrators may receive a single-use account invitation or password-reset link in a result panel. The app holds it in memory while that panel is open. If the administrator chooses Copy private link, the app places it on the device's local clipboard with a two-minute expiry. Treat this link as a credential and share it only with its intended account holder.

Reports you choose to share are prepared as protected temporary files. The app removes its temporary copies after use. If you save or share a report, that copy is governed by the destination you choose. The app covers its operational windows while inactive to help keep records out of app-switcher snapshots.

Optional departure and arrival notifications

If you choose to enable flight notifications and allow them in iOS, PINAX Ai can send updates when your workspace records an actual departure from stand or arrival on stand. You can choose departures, arrivals or both. This is optional; using the dashboard does not require notification permission.

To deliver these alerts, the app sends an app-generated installation identifier, Apple's device notification token, delivery environment and your choices to the selected PINAX Ai workspace over an encrypted connection. The workspace associates this information with your account and sign-in session. The app keeps its installation identifier and choices in private device preferences. It obtains the notification token from iOS and uses it in memory for registration.

Apple Push Notification service receives the device token and notification content needed to deliver the alert. Content includes the flight number, route, recorded OUT or IN time in UTC, and identifiers for opening the relevant flight under your account's permissions. It does not include your password, sign-in credential, pilot email or pilot response. Notifications are used to provide the service, not for advertising tracking.

Notifications may appear on your Lock Screen. Control sounds, delivery and previews in iOS Settings, or use Account's Flight notifications controls to turn either type or all flight alerts off. If PINAX Ai cannot confirm a preference change with the server, reconnect and retry the incomplete step. Signing out, losing workspace access or an expired sign-in session prevents new alerts for that session. Alerts already passed to Apple may still be delivered; PINAX Ai cannot recall them from Apple's service. Opening an alert does not give access to a flight you are no longer permitted to view.

Sharing and connected providers

PINAX Ai sends information to the selected airline workspace to provide the features you use. Email delivery and connected operational providers process the information needed for those workflows. Authorized people in the airline workspace can see records according to their access. Information may also be handled where needed to meet legal obligations and protect service security.

Opening a public website or an email link uses the browser or mail app on your device. Those services apply their own privacy practices. An email or shared report is sent only when you choose to send it or confirm the corresponding connected operation.

PINAX Ai does not use the native app or its first-party operational service for advertising tracking. The app does not request your device's location, contacts, camera, microphone or photo library. Flight routes are operational records, not your phone's location.

Retention and account requests

Retention depends on the airline workspace, the purpose of the record, the connected provider and applicable operational or legal requirements. A survey link's expiry controls whether a response is accepted; it does not mean that the underlying request or answer has been deleted. Operational and audit records may remain after an account is removed. Ask the privacy team or your airline administrator about retention and backups for your workspace.

When a user or its session is removed, the workspace removes the related notification registrations and delivery records. Turning off flight alerts removes that device's registration after the server confirms the request. While the notification service is enabled, scheduled cleanup removes delivery records older than 30 days and registrations disabled for more than 30 days. Cleanup does not run while that service is disabled. Backup copies, Apple's handling and other retained operational records follow their applicable retention policies. Local notification choices and the app's installation identifier can remain on the device after sign-out.

Signing out removes this app's session and current operating picture. It does not delete the airline account or retained service records. To delete your account, open Account, then Delete my account; the same controls are available through More → Account settings. Verify your current password and confirm the permanent removal. This removes the account, its sessions, pending sign-in challenges, report-email delivery records and the related push-notification registrations and delivery records. The last active administrator must first transfer administrator access to another active account. Separate operational records, pilot requests and audit identity text remain subject to the applicable retention requirements.

For access, correction, retained records and other privacy requests, contact your airline's privacy process or FlightAtom. We may need to verify the requester's identity and coordinate with the airline.

Contact

For privacy questions about PINAX Ai, email privacy@flightatom.com. For product support, email hello@flightatom.com. Do not send passwords or verification codes. For questions about your airline's records or access decisions, contact the workspace administrator as well. The FlightAtom website is https://www.flightatom.com/.