Information we handle
We keep information supplied by members and administrators to run the flying club:
- Membership: your name, email address, account status, role, and assigned aircraft access.
- Aircraft operations: reservations, trip notes, Hobbs readings, aircraft use, squawk reports, and logbook entries or documents.
- Emergency contacts: the names, relationships and phone numbers of your primary and secondary contacts, plus private update history. These records are available only to you and current authorized administrators; administrator member view shows only that member’s own contacts. Saving contacts does not call, text or email them.
- Pilot credentials: copies of your current pilot certificate, FAA medical certificate or eligible BasicMed qualification evidence, and government-issued photo ID; your date of birth and derived age, explicitly supplied citizenship and nationality, pilot certificate type, ratings and issue date, tailwheel endorsement date, medical class and examination date, applicable validity dates and restrictions; and document/profile confirmation, administrator review, replacement, and access history. BasicMed evidence includes course completion and dated physician-examination qualification evidence, not the full medical-history checklist. Supply qualification evidence only, not diagnoses, medical history, examination findings, or unrelated medical records.
- Agreements: uploaded or assigned agreement PDFs, typed legal names, signing-account email, document versions and content hashes, consent statements, review-access and signature timestamps, administrator reviews, and completed-copy email status.
- Accounts and records: charges, credits, invoices, balances, corrections, and records of administrative changes.
Information you email to the club is also used to respond to your request and administer your membership.
Google sign-in
When you choose Google sign-in, Google provides your email address, its verification status, and a unique Google account identifier. We use this information to verify your identity and match you to an active membership approved by the club administrator. We store the email address and account identifier to recognize your account on later visits.
Google sign-in requests basic identity and email information. Nomad does not receive your Google password, and does not retain Google access or refresh tokens from sign-in. Google handles its own sign-in service under the Google Privacy Policy.
How information is used and shared within the club
We use these records to manage membership and aircraft access, coordinate reservations, track flight time and aircraft issues, maintain logbooks, calculate and review member accounts, and preserve an operational and accounting history.
Administrators can review member and operational records needed to manage the club. Members can see availability, reservation times and status, and reserving members’ names for aircraft they may access. Other members’ trip notes, individual Hobbs readings, and personal billing statements are restricted. Aircraft squawks and logbooks are shared with members who have access to that aircraft, so include only information appropriate for those shared records.
Agreement PDFs and signing records are private to the member named in the record and authorized administrators. Electronic signing requires a deliberate consent and signature action under your approved Google account. We retain the reviewed document and signature evidence; logging in alone does not sign an agreement.
Pilot credential files, their previews and your structured pilot details are private to your member account and authorized administrators using administrator access. They are not shared in the member flight record, aircraft logbooks, or with other members. Chief Pilot duties alone do not grant access to another member's private uploads or profile. Use the pilot-credentials area of Documents for these files; do not attach them to shared aircraft records. You may redact unrelated government-ID numbers, barcodes and address details while keeping your name, photograph, issuer, birth date, relevant nationality/citizenship label and any expiry date legible.
We do not sell personal information or use member information for advertising.
Service providers and security
The website relies on a hosting provider and Cloudflare to deliver and protect the site, and on Google for Google sign-in. These services process information necessary to provide their functions, including connection and request information. Club records and backups are stored in the website’s hosting environment.
When an agreement is completed, Nomad sends its PDF and signature receipt to the member’s verified signing email through Google Workspace. Google processes the recipient address, message and attachment to deliver that copy. This sending service does not require access to the member’s Gmail account or additional member sign-in permissions.
Emergency contacts are stored in the private application database and its backups. Replacing a contact pair retains prior versions for operational recordkeeping. They are not published in shared flight records or pilot rosters. Keep the numbers current, and contact the club about corrections or removal requests.
Pilot credential uploads and confirmed pilot details are stored in the private application database and its backups. The server creates private image previews and uses locally installed document-reading software to suggest fields from supplied documents. Suggestions may be incomplete or wrong and require your review and correction; we do not infer citizenship or nationality from your appearance, name or an issuing country. Full extracted text is not retained as a separate profile, and these files are not sent to an external document-analysis service, calendar, or automatically emailed with completed agreements. Uploads, extracted fields and calculated medical-duration dates do not provide medical advice or authorize flight. Administrators separately review medical privileges and any shorter restrictions before changing booking validity.
The site uses HTTPS and member and administrator access controls. Essential session and security cookies keep you signed in and protect the sign-in process. Hosting and service logs may contain technical information, such as request details and connection information, used to operate the site, investigate errors, and protect accounts. The application excludes Google sign-in callback query parameters from its logs.
The calendar owner can separately authorize an aircraft’s Google Calendar connection. Google’s authorization covers events on calendars that account owns and calendar availability; Nomad limits its scheduling operations to the aircraft calendars explicitly configured for that connection. Reservation times, member names, and flight purpose are exchanged with the aircraft calendar to check availability and maintain bookings.
For an authorized calendar connection, the server stores a protected credential so it can maintain reservations while the owner is signed out. This is separate from ordinary member sign-in, which does not request calendar access. The owner can revoke the calendar connection through Google Account settings; reservations that depend on that connection then stop until access is restored.
Retention and your requests
We retain information as needed for club operations, aircraft and flight records, accounting, audit history, and applicable obligations. Corrections may be recorded as revisions so the original operational or financial history remains available. Backups may retain earlier versions of records.
Signed agreement versions and their evidence are preserved for contract, accounting, insurance and dispute purposes, including in backups. Corrections and withdrawn signing requests do not erase earlier signature evidence. If your account is closed, contact the club for verified manual access to retained copies.
Replacing a pilot credential preserves the earlier file and its review history for qualification, operational and audit purposes; it does not erase the earlier copy or copies in backups. Upload a replacement when your credential changes and promptly report expiry, suspension, revocation or new restrictions. Contact the club about corrections or removal requests; retention depends on the applicable operational and recordkeeping obligations.
You can contact the club to ask about your information, request a correction, or request account closure or deletion. We may need to verify the request and retain records required for aircraft operations, financial history, or other obligations. Signing out ends the current website session; deleting a Google account does not automatically delete Nomad’s club records.
Updates to this notice
We may update this notice as the website and club services develop. The effective date above identifies the current version.