Terms & Conditions

Last updated: April 2018

Keeping your data secure and maintaining your privacy is a significant responsibility and one that we take very seriously. We’ve written this policy to help you understand “what” personal information we collect, “how” we process it, “where” it is stored and how you can access or request deletion of your personal data.

By accessing, logging into or registering on the HeliCrewManager website (or any of its sub-domains), you agree that it’s okay for us to process your information and personal data in accordance with the terms of this Privacy Policy. If you disagree with any of the terms in this policy, or wish to be no longer bound by these term, we kindly ask that you cease from entering information into the HeliCrewManager website and cancel any temporary or rolling subscriptions.

Your Data

When we refer to “Personal Data” we mean any data held on our system that directly or indirectly identifies an individual. This includes information that you have entered onto the system.

When we refer to “Operational Data” we mean any data held on our system that directly or indirectly relates to a flight or an individuals qualifications to fly a helicopter. This includes information that you have entered onto the system on behalf of individuals within your operation.

We may also collect Personal Data about you in relation to how you use your account, i.e. which IP address you are logging in from. This is to identify potential security threats.

We comply with current UK Data Protection Legislation which implements the European Community’s Directive 95/46/EC and Directive 2002/58/EC, including, but not limited to, the DPA and the Privacy and Electronic Communications (EC Directive) Regulations 2003. From 25th May 2018 this will incorporate Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data (“GDPR”).

Information you provide

This includes the Personal Data you provide, or somebody else provides on your behalf when completing any of the following activities:

The information may include the following types of direct or indirect Personal Data:

Information we collect

We also collect information about how you use your account, this helps us to improve security. Some of this data may be “Personal Data”, in cases where it can be used to identify a person.

Here is the information we collect and how it is used:

Login dates and IP addresses - This allows us to understand predominantly the locations from which you access HeliCrewManager and identify unusual access patterns such as unauthorised access attempts. It also allows us to assess the busy periods of demand in order to plan server maintenance and CPU/bandwidth requirements of the server.

Information provided to us by third-parties

HeliCrewManager does not use any third party to provide information about it’s users.

Operational Data you enter into HeliCrewManager

In addition to Personal Data you may also enter Operational Data into the HeliCrewManager website. This can include Flight timings, Helicopter registrations, Check Expiry dates & scanned documents, Recency Item records, Leave requests and Rostered Duties.

The Operational Data you provide HeliCrewManager is used as part of the service we offer you, in order to compile Logbook reports, Mission Analysis, Qualification information and other functionality you would expect from us as an Aviation Management software platform. We guarantee not to pass this information onto any third-party.

In order to safeguard your information we ask that you take great care to ensure your password remains private and take all reasonable steps to protect your account from unauthorised access. We also ask that when providing the Personal Data of others within your Operation, that you do so with full consent and in accordance with current Data Protection Legislation.

How we use your Personal and Operational Data

In this section we explain how your Personal and Operational Data is used by HeliCrewManager.

To provide a service

First and foremost your Personal Data and Operational Data will be used to provide you with a stable and reliable service. We will use your Personal Data to provide you access to the HeliCrewManager service and from time to time to contact you by email concerning your account or any related matters that may be of interest to you, such as new features and limitations such as scheduled server downtime or billing information.

To improve our service

We will use your Personal Data and Operational Data to improve our service to you. This can be through administering support, tracking feature usage, collaborating on beta development or resolving bugs. We may from time to time rely on trusted outsourcing partners to help with some of these tasks. In such cases we will always perform thorough risk assessment and establish strong privacy controls for any outsourcing partner.

To monitor performance

We collect anonymised data about how many people are using the HeliCrewManager website, and how often This includes collecting information on the number of logins per day. This is so we can make informed decisions on the server processing power required to provide the best user experience.

Keeping you informed

We will occasionally contact you by email or telephone to let you know about new features, forthcoming changes and relevant industry news. You reserve the right to opt-out from this type of correspondence at any time. You can contact us and we will arrange that for you immediately.


We rely on the use of internet cookies to track user sessions as part of the authentication functionality (for example to prevent cross-site request forgery ‘CSRF’) and logbook flight search selections. These features are essential to the functioning of the web service. By accessing the website and its sub-domains, you consent to the use of cookies for the aforementioned purposes. If you do not agree to this then we must advise you to cease using any of the services provided on our website.

Exporting your Data

Upon request we can provide you with an export of your Personal Data and Operational Data in a universal machine readable format such as an SQL dump or .csv file. You may also schedule a recurring export of your data on a weekly or monthly interval. These can be delivered by email or copied into your a cloud storage facility of your choice. These exports do not contain file contents such as document image scans, this type of data can be exported separately from your Operations Dashboard area. Due to the multi-tenanted design of our software, we are unable to restore your account to a specific point-in-time from a previously issued data export.

Deleting your Data (Right to Erasure)

Upon request we will physically delete all Operational Data entered into your account. This can be instructed by contacting us directly using the support email.

From May 25th 2018, under the provisions of Article 17 of the GDPR Legislation, you also have the right to request that any Personal Data (Notwithstanding those exemptions listed under Article 17, Paragraph 3) be permanently deleted. Upon receipt of such a request we will take all reasonable steps to ensure that this is completed in an expeditious manner.

Depending on your jurisdiction you will likely be obligated to retain all Operational records for a set period of time. We advise you to execute a backup of your account before instructing any deletion of your Operational Data. Once we have received a request to delete your data we will be unable to reverse this process.

We don’t store credit or debit card details

We currently only accept payment via direct bank transfer following an invoice addressed to your company. We never directly collect or store payment card information on our servers.

Other ways in which we may share your data

In this section we explain a number of other circumstances in which we may share your Personal Data or Operational Data.

Outsourcing partners & third-party web services

In order to provide a robust and reliable service, we depend on a number of cloud service providers and third-party web services to carry out key operations within our business. This includes things like document storage, web server hosting and database security.

Whenever we entrust your data with an outsourcing partner, we always carry out thorough due diligence and ongoing monitoring to ensure that appropriate privacy controls are in place and maintained at all times.

Law enforcement disclosures

We reserve the right to share Personal Data with law enforcement agencies, if the restriction of such information may prejudice an investigation into unlawful activity. Such exemptions will be sought under current Data Protection Legislation and HeliCrewManager will have no legal liability for such disclosures.

Keeping your data secure

We recognise the responsibility to ensure that your data is kept safe and secure at all times. We will ensure that whenever your Operational Data or Personal Data is passed to and from our servers, that it is done so on a secure, encrypted connection. This may be when you are accessing data on the Website or when we are required to exchange data with third-party services. You can read more about our data security policies here 5.

We also ask that you ensure your password remains private and take all reasonable steps to protect your account from unauthorised access.

Data ownership

You own all of the Operational Data you enter into HeliCrewManager. More specifically we recognise the owner of an account and the data contained therein as the individual or entity that controls access to the email supplied as part of your login credentials.

In cases where a dispute arises between personnel within your organisation or a third-party (such as the regulatory authority), we will play no role in arbitrating such disputes and will acknowledge the email owner as the account holder.

Should a dispute over account ownership arise, we ask that you resolve this by establishing control over the HeliCrewManager login email address via your hosting company or IT service provider. When you have relinquished control over the login email address, you may then proceed to initiate a password reset to regain access to an account.

Your rights

Right to Erasure

You have the right to request that your Personal Data is deleted (notwithstanding those exemptions allowed under GDPR and the current UK DPA). You will be able to request removal of all applicable Personal Data and Operational Data from the “Account Deletion” section within your account.

Right to Rectification

You have the right to request that any incorrect Personal Data we hold about you is corrected, if that information is inaccurate or incomplete. If you are unable to make the necessary rectification from within your account please contact us.

Right to Data Portability

You have the right to request a machine readable export of all Personal Data we hold about you. This will be delivered as a ZIP file containing multiple CSV files.

Policy changes

We may from time to time make minor edits to this Privacy Policy. When we make more substantial changes to the terms in this Privacy Policy we will notify you accordingly.

For the purpose of current Data Protection Legislation the Data Controller is HELICREWMANAGER Ltd.

Trial and pricing

Trial & pricing

We can let you see the app in action so you can get a feel for the features and flexibility. After that we charge a very reasonable monthly fee per pilot.

Give it a whirl