The terms for using FlightHours.

1Agreement and operator

These Terms form a contract between you and FlightHours operator, operator details to be configured before production, with an address at Address to be configured before production (“FlightHours”, “we”, “us”). They apply when you access the website, create an account, accept an invitation, buy a plan or use a FlightHours workspace.

By creating an account, you confirm that you have read and accepted these Terms and the Privacy Notice. If you use FlightHours for a company, club, school, ATO, DTO or other organisation, you also confirm that you have authority to bind that organisation. If you do not agree, do not use the service.

2Eligibility

You must be at least 18 and legally capable of entering a contract, or use the service with the involvement and permission of a parent or legal guardian who accepts responsibility for the account. Organisation administrators must be authorised to act for the organisation. You must provide accurate registration and billing information and keep it current.

3What FlightHours provides

Depending on your plan and account type, FlightHours may provide:

• a personal logbook, import/export tools, totals and record history;
• training, theory, qualification, medical, document, cost and goal records;
• evidence views, progress calculations, planning scenarios and recommendations;
• organisation identity, member roles, locations, aircraft registers, documents, compliance views, branding and portals; and
• subscriptions, notifications, security controls, backup and account-management features.

Feature descriptions, availability and limits shown at purchase form part of the contract. Features labelled “planned”, “later”, “preview”, “beta”, “example” or “unverified” are not part of the paid service commitment until we state otherwise. In particular, aircraft booking and scheduling are currently planned and are not yet supplied.

4Aviation, regulatory and medical boundary

• You remain responsible for accurate, complete and lawful records and for keeping any original records required by law or an authority.
• Calculations depend on the data you enter, the selected rule version and stated assumptions. Missing or incorrect data can change a result.
• An example or unverified rule pack is not verified regulatory material. A subscription does not make it approved.
• Labels such as possible evidence, current, due, complete, qualifying or recommended are organisational aids, not official determinations.
• Before acting, verify requirements and operational decisions with the relevant authority and, as appropriate, an instructor, ATO or DTO, examiner, medical professional, aircraft operator or other qualified person.
• FlightHours must not be used for operational flight planning, dispatch, airworthiness release, maintenance control, weight and balance, weather decisions or real-time safety-critical activity.

5Accounts and security

Your account is personal to you unless it is an expressly shared organisation resource. Keep credentials and recovery codes confidential, use multi-factor authentication where available and do not share a session. You are responsible for activity authorised through your account until you notify us of suspected compromise. Contact Legal contact to be configured before production promptly if you believe an account has been accessed without permission.

We may require email verification, reauthentication or additional information to protect an account, process a sensitive request or meet legal obligations. We may refuse usernames, organisation identities or portal addresses that are misleading, infringing, unsafe or unlawful.

6Your content and records

You retain ownership of content you enter or upload. You grant FlightHours a non-exclusive, worldwide licence to host, copy, process, display and transmit that content only as needed to operate, secure, support and improve the service and fulfil your instructions. The licence ends when the content is deleted, except for lawful retention, backups and de-identified data.

You confirm that you have the right to enter the content and that it is accurate to the best of your knowledge. Do not upload unnecessary special-category data, confidential third-party material, malware, unlawful content or information you are not authorised to use. Uploaded files may be rejected, quarantined or removed if they fail validation or security checks.

Record history is intentionally append-only in some areas. Editing or restoring a record may create a new revision rather than erase prior history. Subscription changes do not delete or hide the core personal logbook. Export tools are provided to support portability, but you should maintain your own appropriate backup of important records.

7Organisation workspaces

The person creating an organisation workspace becomes its initial owner and must provide accurate organisation type, authority status, approval reference and primary base information. Displaying an ATO or DTO reference does not mean FlightHours has verified or endorsed it unless the service expressly says so.

Organisation owners and administrators are responsible for:

• authorising members and assigning the minimum appropriate role;
• having a lawful basis and providing privacy information for member, student and staff data;
• ensuring instructions, records, documents and branding are accurate and lawful;
• removing access promptly when a role or membership ends;
• not using the workspace to claim training approval, airworthiness, availability, dispatch status or instructor sign-off that has not been independently established; and
• entering into a data-processing agreement with FlightHours where required.

An organisation membership does not automatically grant access to a user’s private pilot workspace. Organisation-owned data may be controlled by the organisation and may not be exportable or deletable by an individual member where the organisation has a lawful reason to retain it.

8Free plans, trials, subscriptions and payment

Free access

The Free plan has no subscription charge. We may change reasonable feature limits with notice, but we will not use a plan change to remove access to owned core personal logbook records or prevent a portable export.

Paid subscriptions

Prices, taxes, currency, billing interval, minimum term, included limits and trial terms are shown before you order. Unless stated otherwise, paid plans renew automatically for the same billing interval until cancelled. Stripe processes payment details; FlightHours receives payment status and subscription identifiers but not complete card numbers.

A seven-day trial converts to the selected paid subscription unless cancelled before the trial ends. We will take reasonable steps to make the renewal date and charge clear. You authorise the stated recurring charge. If payment fails, we may apply a grace period and then remove paid entitlements; core personal logbook access remains.

You can cancel renewal through Billing settings or the Stripe customer portal. Cancellation normally takes effect at the end of the current paid period, unless law requires an earlier end or refund. We may change prices for a future renewal by giving reasonable advance notice; you may cancel before the new price applies.

Taxes and invoices

Prices must state whether applicable taxes are included. You are responsible for accurate billing information. Business customers are responsible for taxes they must self-account for. We will provide transaction information or invoices as required by law and the configured payment service.

9Consumer cancellation and statutory rights

If you are a UK consumer buying online, you normally have a statutory right to cancel a service contract within 14 days after the contract is made without giving a reason. To exercise it, use the online cancellation control, contact Legal contact to be configured before production, or send the model form below before the period ends.

If you ask us to begin a paid service during the cancellation period, you may have to pay a proportionate amount for service supplied before cancellation where the law permits. If the service has been fully performed after your express request and acknowledgement, the statutory right may end. A free trial or contractual cancellation promise does not reduce your statutory rights.

Where a refund is due, we will return it without undue delay using the original payment method unless agreed otherwise. Nothing in these Terms limits rights under the Consumer Rights Act 2015 or other consumer law, including the right for services to match their description and be provided with reasonable care and skill.

If you are purchasing wholly or mainly for business purposes, consumer cancellation rights do not apply, but the contractual cancellation rights shown at purchase still do.

9AThird-party services

Some features depend on third parties such as Stripe, email, hosting, file scanning or authentication-related services. Their own terms and privacy notices may apply to their services. We are not responsible for a third-party service outside our reasonable control, but this does not affect obligations we cannot lawfully exclude.

10Acceptable use

You must not:

• access another person’s data or account without authority;
• circumvent roles, entitlements, rate limits, security controls or payment controls;
• upload malicious code, probe the service without written permission, or interfere with availability;
• scrape, resell or systematically extract the service or its non-user-owned datasets;
• use FlightHours to mislead a regulator, student, member, employer, insurer or other person;
• infringe privacy, confidentiality, intellectual-property or other legal rights; or
• use the service for unlawful, fraudulent, abusive or safety-critical operational activity.

Reasonable API and usage limits may apply to protect users and service reliability.

10AFlightHours intellectual property

FlightHours and its licensors own the service software, design, branding, documentation, schemas, rule-pack structure and other materials, excluding your content. We grant you a limited, non-exclusive, non-transferable, revocable right to use the service during the contract for its intended purpose. You may not copy, modify, reverse engineer, distribute, sublicense or create a competing service from protected parts except where applicable law permits and cannot be excluded.

If you provide feedback, you allow us to use it without obligation, provided we do not identify you publicly without permission.

11Availability, maintenance and changes

We aim to provide the service with reasonable care and skill but do not promise uninterrupted or error-free availability. Maintenance, security incidents, provider failures, internet conditions and events outside reasonable control may affect access. We may change the service to improve it, meet law, address security or retire little-used features. We will give reasonable notice where a change materially reduces a paid feature, unless urgent security or legal action is required.

Beta and preview features may be changed or withdrawn and should not be used for safety-critical decisions.

12Suspension, termination, export and deletion

You may stop using the service, cancel a subscription and request deletion through the available controls. Account deletion is scheduled after a 14-day cooling-off period and may be cancelled before execution. Deletion is subject to lawful exceptions and backup expiry described in the Privacy Notice.

We may suspend or restrict access where reasonably necessary to protect users, investigate a material breach, prevent unlawful activity, respond to a payment failure or comply with law. Except where urgent action is necessary, we will try to explain the reason and allow a reasonable opportunity to remedy the issue. We may terminate for a serious or repeated breach.

Before an account ends, use the export controls where available. On termination, rights to use the service end, but provisions that by nature should continue—including ownership, accrued payment, disclaimers, liability, dispute and lawful retention terms—remain in force.

13Responsibility and liability

What is never excluded

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of statutory rights, or any liability that cannot lawfully be excluded.

Consumers

If you are a consumer, we are responsible for loss or damage that is a foreseeable result of our breach or failure to use reasonable care and skill. We are not responsible for loss that was not foreseeable, for business loss, or for loss caused by inaccurate records, unauthorised use, failure to follow the aviation boundary, or matters outside our reasonable control, except where the law says otherwise.

Business and organisation customers

If you use FlightHours for business purposes, neither party is liable for indirect or consequential loss, loss of profit, revenue, business, anticipated savings, goodwill or data, except where such exclusion is unlawful. Subject to the non-excludable liabilities above, FlightHours’ total aggregate liability arising from the service in any 12-month period is limited to the fees paid or payable for that service during that period. This cap does not reduce any data-protection liability that cannot lawfully be limited.

FlightHours is not liable for an official, operational, regulatory, training, medical, maintenance or employment decision made by you or a third party in reliance on advisory or unverified output.

14Complaints, notices and general terms

Complaints

Contact Legal contact to be configured before production first so we can investigate. Privacy complaints follow the process in the Privacy Notice.

Notices

We may send account notices to the email address on your account or display them in the service. You must keep your email address current. Formal notices to FlightHours should be sent to the contact email and address in section 1.

Transfer

You may not transfer your contract without our consent. We may transfer it as part of a reorganisation, financing or sale if this does not reduce your statutory rights, and we will notify you where required.

Severability and waiver

If a term is unenforceable, the remaining terms continue. A delay in enforcing a right is not a waiver of it.

Entire agreement

These Terms, the Privacy Notice and information shown at purchase form the agreement for the service. They do not exclude statements or rights that cannot lawfully be excluded.

Third-party rights

No person other than you, an organisation bound by these Terms and FlightHours has a right to enforce them, except a lawful successor.

Law and courts

These Terms are governed by Scots law. If you are a consumer, you retain any mandatory protections of the country where you live and may bring proceedings in any courts available to you under applicable law. Business customers agree that the courts of Scotland have exclusive jurisdiction.

Changes

We may update these Terms for legal, security or product reasons. We will give reasonable advance notice of material changes where practicable. If you do not agree, you may cancel before the change takes effect. The version and effective date at the top identify the applicable terms.