Waypoint Log

Privacy Policy

Effective October 30, 2026

Waypoint Log (“the app”) is an electronic pilot logbook run by Waypoint Log, a partnership registered in Ontario (“we”). This policy explains what information the app collects, how it is used, and the choices you have. Questions or requests: use the contact form.

Information we collect

  • Account: your name, email address and password (stored so that no one, including us, can read it).
  • Logbook: your flights and simulator sessions, the names of crew members you record, expiry dates you add (such as your medical certificate’s), and earlier versions of lines you edit or delete.
  • Payments, if you become a member: what you paid and when, and your card’s brand, last four digits and expiry date. Your full card number and security code go only to Stripe.
  • Google account, if you sign in with Google or connect Google Calendar: its ID, name, email address and profile picture, and read-only access to your calendars.
  • Invitations: the email addresses of people you invite, used only to invite them. If you joined through someone’s invitation link, they see your name and whether you’ve become a member.
  • Imports: the files and calendar events you import, kept only until you save or cancel the import (30 days at most); what you save becomes part of your logbook.
  • Messages you send us, with your name, email address and any files you attach.
  • AI assistants you connect, such as Claude or ChatGPT: the name each gives itself, when you connected it and what you allowed it to do, and a record of which of its tools it used and when, never what was asked or answered.
  • Technical information: a session cookie that keeps you signed in, and your IP address and browser type, for security, including a check that the sign-up, password-reset and contact forms are sent by a person.

The app does not use advertising, analytics or third-party tracking, and it does not sell or rent personal information. Other companies’ code runs only in Stripe’s payment form at checkout, in your logbook’s map and in the security check on the sign-up, password-reset and contact forms.

Google Calendar

Connecting Google Calendar is optional and gives the app read-only access to your calendars. When you import from a calendar, the app reads the events in the calendar and dates you choose (title, description, location and times) to find your flights, and keeps what it found until you save or cancel the import (30 days at most). Only the events you choose to import are saved, as logbook lines with the flight’s details (such as its date, times, aerodromes, flight number and aircraft) and a reference to the event so it isn’t imported twice. No other event content is kept.

If you choose to have your calendar read by AI, the events in the calendar and dates you choose, personal ones included, are sent to Google’s Gemini AI, through our AI service provider, to find your flights. Google does not use them to train models, and keeps them for a limited time only to detect misuse; our AI service provider keeps none of them. Google user data is shared with no one else.

Waypoint Log’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the import feature you request, and is transferred only to read your events for it, to Google’s Gemini AI, through our AI service provider, where your calendar is read by AI. It is not used for advertising, not sold, not used to develop, improve or train artificial-intelligence or machine-learning models, ours or anyone else’s, and not read by people except with your permission, for security, or where the law requires it.

Google user data is protected as described under How we protect your information: it travels only over encrypted connections and is stored encrypted, and the tokens that give the app access to your calendars are encrypted again by the app and used only by our server.

You can disconnect Google Calendar at any time with Disconnect calendar, on Import › Google Calendar: the app asks Google to revoke its access and deletes its tokens at once. Deleting your account does the same. You can also remove the app’s access from your Google account at myaccount.google.com/permissions. Lines already imported stay in your logbook until you delete them.

AI import

AI import is optional. When you choose to have logbook pages, PDFs, spreadsheets or your Google Calendar read by AI, only what is needed to read them is sent to our AI service providers, with details that aren’t needed, such as a photo’s location, left out.

Our AI service providers are based in the United States, and what you send may be processed outside the United States. Their terms don’t let them use it to train models, and they keep it for a limited time at most, only to detect misuse of their AI, when their staff may review it. We keep what you send and what was read only while the import is in progress, as described under Imports. We record how much AI reading you use and how well it went, but never what was read, to apply the free trial’s limit and keep an eye on the quality of the reading.

AI assistants

Connecting an AI assistant to your logbook is optional. When you allow one, it can read your logbook (its lines, totals, recency, flight time limits, aircraft and the lines waiting for your review) and, if you allowed it, add lines, which wait for your review before they enter your logbook. It can’t change or delete lines, or see your account, payments or imports.

What an assistant reads from your logbook goes into your conversation with it, and is then handled by the assistant’s provider under its own terms and privacy policy, not ours. The app answers only what the assistant asks for, and we don’t see your conversation with it.

You can disconnect an assistant at any time in Settings › AI assistants, and its access ends at once. Lines it added stay in your logbook, or waiting for your review, until you delete them.

Payments

Memberships are paid through Stripe. We give Stripe your name and email address so payments can be matched to your account. You enter your payment details on Stripe’s own form, and they go directly to Stripe. Stripe tells us your card’s brand, last four digits and expiry date, and whether each payment succeeded, failed or was refunded. Stripe may email you receipts and notices about your payments.

To prevent fraud, Stripe collects information about your device and browser on the checkout page and may set its own cookies there. If you save your details with Link, Stripe’s quicker-checkout service, that is between you and Stripe. Stripe handles this information under the Stripe Privacy Policy, partly on our behalf and partly for its own purposes, such as preventing fraud and meeting its legal obligations.

How we use information

  • To run your logbook: storing entries, calculating flight time, night time, totals and recency, and showing your pages.
  • To import roster events you ask for, and to read the logbook pages, spreadsheets and calendar events you choose to import with AI.
  • To answer the AI assistants you connect, as you allowed them, and to stop them making too many requests.
  • To run your membership: your free trial, payments, receipts, renewals and cancellations, and to keep the payment records the law requires.
  • To keep your account secure, prevent abuse and fix problems.
  • To contact you about your account or important changes to the app.

Service providers and storage

We use service providers to host the app, store its data and handle its email; they process data only on our behalf. The app also relies on:

  • Google: provides sign-in and calendar access, only if you use them, and its Gemini AI reads your calendar where it’s read by AI, as described under Google Calendar.
  • AI service providers: run the AI that reads what you choose to import with AI, as described under AI import.
  • Stripe: processes membership payments and holds your payment details, as described under Payments.
  • Map provider: provides your logbook’s map; it receives your IP address, device and browser details and the areas you view, and stores an identifier in your browser to count map loads.
  • Security check provider: checks that the sign-up, password-reset and contact forms are sent by a person; it receives your IP address and device and browser details.

Your data is stored in the United States, and the AI may process what you send it elsewhere, so your information may be processed outside the country where you live and be subject to the laws of the country where it is processed.

How we protect your information

We protect your information, Google user data included, against loss, misuse and unauthorized access with these safeguards:

  • Encryption in transit: every connection to the app is encrypted (HTTPS), and so are the app’s connections to its database, to Google and to our other service providers.
  • Encryption at rest: your account, your logbook and the files you import are stored encrypted (AES-256).
  • Google access: the tokens that let the app read your Google Calendar are encrypted again by the app itself before they are stored, with a key kept only on our server. Only our server uses them, to read the calendars and events you choose to import, and they are never sent to your browser or to anyone but Google.
  • Passwords are stored only as a salted hash, which can’t be turned back into the password.
  • Your account only: every request to the app is checked against your sign-in, so it reaches only your own logbook. Repeated sign-in and password-reset attempts are limited, and resetting your password signs you out everywhere.
  • Limited staff access: only the people who run Waypoint Log can reach its database, file storage and admin tools, with credentials kept out of the app’s code. They look at a pilot’s information only to support them, to keep the app secure, or where the law requires it, and read Google user data only as described under Google Calendar.
  • Only what’s needed: we keep import files, calendar events and what was read from them only until the import is saved or cancelled (30 days at most), and service providers receive only what they need to do their part.
  • If something goes wrong: if a breach of security involving your information creates a real risk of significant harm to you, we will tell you and the Office of the Privacy Commissioner of Canada as soon as we can, as the law requires.

No system is perfectly secure, but we keep these safeguards up to date as the app changes.

Retention

Your logbook and account data are kept while your account exists, because a logbook is a long-term record. When you delete your account in Settings, your data is removed from the database at once; when you ask us to, within 30 days. The files and what was read for an import are kept only while it’s in progress, as described under Imports. Provider backups and logs expire on their own schedules. Records of membership payments (dates, amounts and refunds) are kept for as long as tax and accounting law requires, generally six years in Canada, even after your account is deleted. Stripe keeps its own payment records under its own policy.

Your choices and rights

  • Access and correction: you can view and edit your logbook, aircraft and settings in the app at any time.
  • Deletion: you can delete individual lines in the app, and delete your account and all its data yourself in Settings › Account, or ask us to through the contact form. A membership is cancelled when its account is deleted, so you are not charged again; payment records are kept as described under Retention.
  • Google access: revoke it at any time from your Google account, as described above.
  • AI assistants: disconnect one at any time in Settings › AI assistants.
  • Questions and complaints: write to us through the contact form. You may also contact the privacy authority where you live; in Canada, that is the Office of the Privacy Commissioner of Canada.

Children

The app is not intended for anyone under 13, and we do not knowingly collect their information.

Changes to this policy

If this policy changes, the new version will be posted here with a new effective date. Significant changes will be announced in the app or by email.

Contact

Waypoint Log, a partnership registered in Ontario · Contact us · https://www.waypointlog.com