1. Information We Collect

1.1 Information You Provide

We collect information you provide directly to us when you:

• Create an account with your email address (name, email address, password) or with your Google account (see section 1.4)

• Add a passkey to sign in (see section 1.5)

• Complete your user profile (profile picture, phone number, country, flight school)

• Enroll in aviation courses

• Take assessments and quizzes related to pilot preparation

• Submit feedback or contact us

• Send messages to other users or to support through the in-app messenger

• Use AI study features, such as the study assistant, feedback on written answers, readiness reports and logbook import (what you type or upload to them)

• Enter a referral code at sign-up or checkout

• Participate in our instructor affiliate programme (bank account details for commission payments, and GST registration status and number)

• Sign an agreement electronically in the Platform (your typed legal name)

1.2 Usage Information

We automatically collect certain information about your use of the Platform, including:

• Assessment and quiz results

• Progress through aviation courses and lessons

• Time spent on questions and lessons

• Learning performance data

• Login history and activity timestamps

• Device information (browser type, operating system, IP address)

• Session recordings of how you use the Platform, such as clicks, scrolling and the pages you visit. Anything you type into a form field is masked and never recorded.

• Electronic signature records when you sign an agreement in the Platform (date and time, IP address, browser details, and a cryptographic fingerprint of the document you signed)

1.3 Cookie Information

We use cookies and similar tracking technologies to track activity on our Platform and hold certain information. We also use cookies to keep you signed in and to remember devices you have verified with a sign-in code. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent, but some parts of the Platform, including signing in, may not work without them.

If you visit from Europe, including the European Economic Area, the United Kingdom and Switzerland, we ask before setting analytics and advertising cookies (PostHog, Google Ads and Meta). If you decline, we only use the cookies and storage the Platform needs to work, such as keeping you signed in and remembering your choice. You can change your choice at any time with Cookie preferences at the bottom of our pages.

1.4 Signing In with Google

If you choose to sign up or sign in with Google, Google shares the following information with us, with your permission:

• Your name

• Your email address, and whether Google has verified it

• Your Google account ID, so we can recognise you the next time you sign in

• A link to your Google profile photo

We only ask Google for this basic profile information. We never receive your Google password, and we cannot access your Gmail, contacts, calendar, Drive or any other Google data.

We use this information to create your account, sign you in, show your name and photo in the Platform, and confirm your email address. If a Pilot Prep account already exists for the same email address, signing in with Google links Google to that account, so you can sign in either way.

We handle information from Google like the rest of your personal information under this policy. We do not sell it or use it for advertising, and we share it only with the service providers described in section 3.3, for the purposes described there. Our use of information received from Google adheres to the Google API Services User Data Policy.

You can remove Pilot Prep's access at any time from the third-party connections page of your Google Account (myaccount.google.com/connections). This stops you signing in with Google but does not delete your Pilot Prep account. To delete your account, or the information we received from Google, contact us using the details in section 11.

1.5 Passkeys

If you add a passkey, we store its public key, an identifier, and a label for the device or password manager that holds it (for example, iCloud Keychain). Your fingerprint, face scan or device PIN is checked by your own device and is never sent to us.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our aviation education services

• Create and maintain your account

• Process your enrollments and track your progress through pilot preparation courses

• Generate assessment results and analyze learning patterns

• Provide AI study features. When you use one, we send what it needs to our AI providers to produce a response, such as your question or written answer, the relevant course material, and your quiz and assessment results for a readiness report.

• Deliver the messages you send and let the people you message know they have a new message

• Respond to your comments, questions, and requests

• Send you technical notices, updates, and administrative messages

• Personalize your learning experience for aviation education

• Monitor and analyze usage trends

• Detect, prevent, and address technical issues

• Comply with legal obligations

3. Information Sharing and Disclosure

We may share your information in the following circumstances:

3.1 With Your Consent

We may share your information when you direct us to do so.

3.2 For Legal Reasons

We may disclose your information if we believe it is necessary to:

• Comply with applicable laws, regulations, legal processes, or governmental requests

• Protect our rights, privacy, safety, or property

• Detect, prevent, or address fraud and other illegal activity

• Protect the rights, property, or safety of our users or others

3.3 Service Providers

We use service providers to run the Platform, and we share information with each of them only as needed for the service they provide:

• Hosting and file storage: Railway and Amazon Web Services

• Payments: Stripe. Your card details go straight to Stripe and we never see or store them.

• Email delivery: Amazon Web Services and Google Workspace

• Analytics and session recordings: PostHog (see section 8)

• Advertising measurement: Google and Meta (see section 8)

• Course videos and live sessions: Mux and Daily

• AI study features: Google (Gemini), OpenAI and Anthropic

We may also share information with consultants and other vendors who need it to carry out work on our behalf.

3.4 Business Transfers

If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of that transaction.

3.5 Referral Programme

If you create an account or make a purchase using an instructor's referral code, we share aggregate, non-identifying reporting with that instructor (such as visit and sign-up counts and dated purchase amounts). We never share your identity, contact details, or learning data with the referring instructor.

3.6 Messages You Send

Messages in a direct or group conversation can be read by the people in that conversation. Messages you send to support can be read by the support staff of the organisation you use the Platform through, which is Pilot Prep, or your flight school if it runs the Platform for its students.

4. International Data Transfers

Pilot Prep Limited is based in New Zealand, but the Platform runs on servers outside New Zealand. Your information is stored and processed in other countries, including Singapore (our main servers and database), Australia (file storage), the European Union (analytics) and the United States (payments, video, email and AI features).

Data protection laws in those countries may differ from those in New Zealand or in your own country. By using the Platform, you agree to your information being transferred to, and processed in, those countries.

5. Data Security

We take reasonable measures to help protect your personal information from loss, theft, misuse, unauthorized access, disclosure, alteration, and destruction.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

• Accessing, correcting, or deleting your personal information

• Withdrawing your consent

• Objecting to or restricting certain processing of your data

• Requesting portability of your data

To exercise any of these rights, please contact us using the information provided at the end of this policy. If you are in New Zealand and are not happy with how we handle your request, you can also complain to the Office of the Privacy Commissioner (privacy.org.nz).

7. Data Retention

We store your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This includes retaining information about your course progress and assessment results to track your aviation education journey.

Agreements signed electronically in the Platform, together with their signature records, are retained as legal records of the agreement for as long as required to evidence it, including after an account is closed or deleted.

8. Analytics and Third-Party Services

We use PostHog to understand how people use the Platform and to find and fix problems. PostHog records usage events and session recordings (clicks, scrolling and page changes, with anything typed into a form field masked), and we link these to your account using your name and email address.

Our website also uses a Google Ads tag to measure how well our advertising works. Google may set cookies for this and handles that information under its own privacy policy.

We use the Meta Pixel and Meta's Conversions API to measure how well our Facebook and Instagram advertising works and to show our ads to people who have visited our website. When you visit our website, start a free practice or tool, sign up or buy a course, we share that event with Meta together with your IP address, browser details and Meta's cookie identifiers. We also share your email address and name in hashed form (converted into a code) so Meta can match the event to a Facebook or Instagram account. Meta handles this information under its own privacy policy, and you can control how Meta uses it for ads in your Facebook or Instagram ad settings.

9. Children's Privacy

Our Platform is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected personal information from a child under 16, please contact us.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date. We will notify you of any changes by posting the new Privacy Policy on this page or through in-app notifications.

11. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Pilot Prep Limited
Email: privacy@pilotprep.co.nz
Website: www.pilotprep.co.nz