Privacy Policy
How Trails AMS collects, uses, stores, and protects information (Business-to-Business).
Key point: We do not sell your data and we do not share your information with third parties for marketing. We use service providers only when needed to operate the Platform (for example, hosting and payment processing). You control what you choose to make publicly visible.
1. Scope
This Privacy Policy applies to the Trails AMS platform available at trails.aero and related subdomains (including ams.trails.aero and api.trails.aero) and any related mobile applications (collectively, the “Platform”).
This Policy explains what information we collect, why we collect it, how we use it, and the choices available to you.
2. Business Use Only
The Platform is provided for business use. Organisations are responsible for ensuring their users (employees, contractors, and authorised personnel) understand and comply with internal policies and applicable privacy obligations when using the Platform.
3. Information We Collect
We collect information you provide directly, information generated through your use of the Platform, and limited technical information needed to run and secure the service.
| Category | Examples | Why we collect it |
|---|---|---|
| Account & Contact | Name, email address, organisation name, role/permissions | To create accounts, authenticate users, provide support, manage access control |
| Billing (Operators / Paid Services) | Subscription status, invoices/receipts, payment tokens/last 4 digits (handled by payment processor) | To process payments, manage subscriptions, prevent fraud |
| Operational / Aviation Records (User Content) | Aircraft records, maintenance logs, component data, documents you upload, notes, attachments | To provide the core platform functionality you request |
| Usage & Technical | IP address, device/browser info, pages/actions, timestamps, error logs | Security, troubleshooting, service improvement, performance monitoring |
| Cookies / Local Storage | Session cookies, security tokens, preferences | Login sessions, CSRF protection, user experience preferences |
Note: We do not intentionally collect sensitive personal information. If you upload such information, you do so at your discretion and remain responsible for ensuring you have a lawful basis to store it.
4. How We Use Information
We use information to:
- Provide, operate, and maintain the Platform;
- Authenticate users and enforce access controls;
- Process subscriptions and payments (where applicable);
- Provide customer support and respond to requests;
- Secure the Platform, detect abuse, and prevent fraud;
- Monitor performance, reliability, and improve the service;
- Comply with applicable laws and lawful requests.
5. Sharing of Information
5.1 We Do Not Sell Data
We do not sell your personal information or your organisation’s data.
5.2 No Third-Party Marketing Sharing
We do not share your information with third parties for their direct marketing purposes.
5.3 Service Providers (Operational Only)
To operate the Platform, we may use trusted service providers (for example, infrastructure hosting, email delivery, and payment processing). These providers may process limited information on our behalf solely to provide services to us, and they are not permitted to use it for their own purposes.
5.4 Legal Requirements
We may disclose information where required by law, court order, or lawful government request, or where necessary to protect the rights, safety, and security of Trails AMS, our users, or the public.
5.5 Public Visibility Features
If you choose to make certain information publicly visible (for example, sharing selected records or reference content), that information will be accessible according to the sharing settings you apply. You are responsible for what you publish or make public.
6. Cookies & Session Data
We use cookies and similar technologies primarily for:
- Session management (keeping you logged in);
- Security protections (including CSRF protection);
- Preferences and basic service functionality.
You can usually control cookies via your browser settings. Disabling cookies may affect Platform functionality.
7. Data Storage & Security
We take reasonable technical and organisational measures to protect information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.
Security measures may include (as applicable): access controls, encryption in transit, monitoring, logging, and secure hosting practices.
No system is 100% secure. You are responsible for using strong passwords, controlling access to your accounts, and maintaining your own internal security practices.
8. Data Retention
We retain information for as long as necessary to provide the Platform, meet business and legal obligations, resolve disputes, and enforce our agreements.
Upon account termination, data export is available (see Section 9). After termination, we may retain or delete data within a reasonable period consistent with operational needs and legal obligations.
9. Data Export, Access & Correction
You may request export of your organisation’s data upon termination within a reasonable timeframe, subject to verification of authority and reasonable technical constraints.
You may also request access to, or correction of, personal information we hold about you (where applicable). We may require verification of identity/authority before fulfilling requests.
10. International Access
The Platform may be accessed from outside New Zealand. Where information is processed or stored using service providers, it may be hosted in jurisdictions outside New Zealand depending on infrastructure configuration and provider locations.
We will take reasonable steps to ensure information is protected consistently with this Policy and applicable laws.
11. Changes to this Policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page, and the “Last Updated” date will be revised.
Continued use of the Platform after a change takes effect indicates acceptance of the updated Policy.
12. Contact
For privacy questions or requests, contact us via the contact methods listed on trails.aero.