Privacy

What Aircraft Steward stores about organizations and the people in them, who can see it, and how to ask about it. This notice takes effect on October 16, 2026.

Who this notice is about

Third Coast Aircraft, LLC d/b/a Aircraft Steward operates the website and the application. Each organization that uses the service decides to collect information about its people and is responsible for that information. Third Coast Aircraft, LLC d/b/a Aircraft Steward processes it to provide scheduling, documents, maintenance, billing and, where the organization uses them, accounting, payments and email.

For starting a trial, and for the organization's own subscription to Aircraft Steward, Aircraft Steward decides what is collected and why. That covers the person who starts a trial, the administrators who choose and manage the organization's plan, and anyone who claims an EAA or AOPA discount.

This notice describes the service as it works today. It does not describe a particular organization's extra procedures. Those are between you and that organization.

Information the service stores

An organization may keep the following about a person. Not every organization uses every field.

• Name, email, a separate billing email, phone, postal address, and an emergency contact name and phone
• Date of birth
• Pilot certificate details: type, number, ratings, endorsements, who issued it, and dates
• Medical details: class, the date of the last medical, the expiration date, and the date of the last medical education
• Flight-review dates, the date of last instruction, and a flight-instructor certificate expiration
• Renter's insurance expiration
• Driver's license number, country, state and expiration
• Passport number, country and expiration
• TSA-related notes the organization records: evidence shown, an alien-registration expiration, whether endorsements were verified, and a security-training expiration
• An FAA tracking number, when the organization records one
• The document files themselves (PDF or image), the file name, type and size, a classification, and an expiration date

The service also stores reservations, aircraft meter readings, squawks and maintenance items, and an access log of who previewed or downloaded a document, exported a report, or deleted a person's record.

When an organization uses Books, the service stores invoices, statements, balances and the related accounting entries. A saved payment method is stored as the brand, the last four digits, the expiration month and year, and, for a bank account, the bank name. The full card or account number is not stored.

Starting a trial

To start a trial you give an email address, which the sign-in service proves by sending you a one-time link, and the organization's name, what kind of organization it is, its time zone and, if you choose, roughly how many aircraft it has. You become the organization's first administrator.

Each organization started from the trial form is recorded, and so is each attempt refused at the last check before an organization is created: because too many attempts came from the same connection or account, because the address has already started a trial, or because, by then, online signup had closed or the address was not confirmed. The record holds: your account, the domain of your email address (the part after the @), the time, whether the organization was created or refused and why, the organization it created, and a one-way hash of your network (IP) address combined with a secret value. The address itself is not stored, and without the secret value the hash cannot be turned back into it. An attempt turned away before that check (an incomplete form, an unconfirmed or throwaway address, or signup already closed) is not recorded.

We use that record to limit how many trials can be started from one network connection or one account in a short time, to keep to one trial per email address, and to look into abuse of the trial. Only Aircraft Steward's platform administrators can read it.

The organization's subscription

Aircraft Steward's own billing — what an organization pays us for the service — runs through Stripe, on Aircraft Steward's Stripe account. It is separate from the member payments an organization takes from its own people (see "Payments").

When an administrator first continues to Stripe to choose a plan, we create a Stripe customer for the organization with its name, that administrator's email address and an internal reference to the organization. Stripe's checkout page then collects the card, the billing address, the name and, optionally, a tax ID directly, and Stripe may update the customer's name and address from what is entered there. Card numbers never reach Aircraft Steward.

We store: the Stripe customer and subscription identifiers; the plan and the billing interval; the subscription's status; whether it was made in Stripe's test or live mode; the end of the current billing period; the number of aircraft when it started; founding terms where they apply; and a history of every change to the subscription, with what made it (the signup, a checkout, Stripe, our scheduled worker, or a platform administrator) and, where a person made it, who. We do not store card numbers or bank account numbers for the subscription.

For the EAA or AOPA discount on the Owner plan: the association, the member number, the last name given, who submitted it and when, and our review of it — confirmed, rejected or due for confirmation again, who reviewed it, when, and the note sent to the organization if it is rejected.

For setup and move-over help: what work was opened, its price, the time our staff logged against it with their notes, and the Stripe invoice it was billed on.

During a trial, the organization's use of the invitation limit is counted.

Documents and document reading

Uploaded pilot documents are stored in a private storage bucket in the project's Supabase hosting. They are not on a public web address. A person reaches a file only through a permission the database grants.

When an organization uses document extraction, the file is sent to OpenAI's API so the fields on it can be read. The request tells OpenAI not to store the submission for later retrieval. The proposed values, including a confidence score, are held for a staff member to compare with the file. The person's record changes only when a staff member approves the proposal. Aircraft Steward does not use documents to train its own models.

Some phone photos arrive as HEIC or HEIF. Those files can be stored, but extraction does not read them until they are converted to JPEG or PDF.

Payments

Card and US bank-account details are collected by Stripe, in Stripe's own form, for the organization's connected Stripe account. Aircraft Steward receives a reference and the brand and last four digits so the person can tell one saved method from another. Charging a saved method, sending a receipt, and recording the payment in the organization's books happen only when that organization has connected payments and someone takes the payment.

To connect payments, an administrator of the organization's books completes Stripe's onboarding in Stripe's own forms inside the application. Stripe collects the identity, business and bank details it needs directly; Aircraft Steward does not receive them. We store the connected account's Stripe identifier, whether it is a test or live account, its status, whether charges and payouts are enabled, the names of the items Stripe still needs (never the answers), the name shown on members' statements, and the support email address. The account is opened with that administrator's email address as its contact and support address.

During a trial, members can pay online only once the organization's Stripe onboarding is finished and Aircraft Steward has approved live payments for it (see the Terms). We record when live payments were approved or withdrawn and which of our platform administrators did it, and, for each payment attempt, whether it was taken in Stripe's test or live mode. The total counted against the trial's $10,000 limit is worked out from the payment attempts already stored, not kept separately.

Email

A one-time sign-in link is emailed by the sign-in service (Supabase Auth) when you ask for one. An address that has no account yet, such as one starting a trial, receives the sign-in service's sign-up confirmation email instead.

When an organization turns on outbound mail, the platform can email that organization's people a statement, an invoice, or a payment notice (a receipt, a failed payment, a saved payment method, autopay, a failed refund, or a dispute). Those messages are sent through Resend from an address the deployment has verified. If the organization has a contact email on its books, replies go there. The platform does not email the invitation itself: a staff member copies the link or opens a prepared message in their own mail application.

Aircraft Steward emails an organization's administrators about its subscription: a week before its trial ends, a day or two before, and when it ends; 30 days and again 7 days before an expired trial is deleted; 60 days before a founding price lock ends; and when an EAA or AOPA membership needs confirming again or could not be confirmed. These are also sent through Resend. For each one we keep the organization, the kind of notice, the recipient's address, the subject, whether it was sent, and Resend's reference for the message.

There is no SMS, push notification or in-app messaging.

Sign-in, sessions and passkeys

The sign-in service stores the email address of the account and the session. This browser keeps that session in local storage, and it keeps an invitation token on the device where you open the link until the invitation is claimed. If you followed the trial link, the browser also keeps the time you followed it, for up to an hour, so the trial form appears after you sign in; it forgets it when the organization is created or you sign out. After you have signed in once, you can enroll a passkey. The private credential stays on your device. The sign-in service stores what it needs to recognize that passkey. The public website does not use advertising or analytics cookies, and it does not load a video from YouTube until you press Play.

Who can see it

Every organization-scoped record is protected by row-level security in the database. Staff see what their role allows. A person with a portal account sees their own documents, flights and, when the organization uses Books and has linked them, their own account page. Organization administrators can read the access log on the Team page. An organization's administrators can also read its subscription and its history, its EAA or AOPA claim, its setup work, its trial's use of the invitation limit, and the subscription emails we sent it. Aircraft Steward's platform administrators can read those for every organization, and the signup-attempt records and the founding places. Aircraft Steward staff who operate the service can access the hosting project where that is required to run it.

Other services that process it

• Supabase: the database, authentication (including sign-in and sign-up emails), and private file storage
• OpenAI's API: reading an uploaded document when the organization uses extraction
• Stripe: card and bank-account payments on the organization's connected account when the organization connects them; and Aircraft Steward's own subscription billing, on Aircraft Steward's account
• Resend: statements, invoices and payment notices when the organization sends them; and Aircraft Steward's emails to administrators about their subscription
• Cloudflare: the public website is served from a Cloudflare Worker
• FlightAware: a checked-in flight's ADS-B track, when the organization turns tracks on. FlightAware is sent the aircraft's registration and the flight's span of time, and nothing about the people on the flight
• The U.S. Geological Survey (The National Map): the satellite and topographic map images behind a flight's track. The viewer's browser fetches them, so USGS sees its network address and the area of the map shown
• The Federal Aviation Administration: the VFR sectional chart images behind a flight's track, fetched the same way

How long it is kept, and deletion

A person's record is kept while the organization keeps it. It is not deleted automatically unless the whole organization is, as described below.

An organization administrator can delete a person's record. That removes the record, the uploaded documents and the files behind them, open invitations, and the link between the record and the sign-in. Flights already on the schedule stay, with no person attached, and billing lines already computed stay. That step does not delete the sign-in account.

An organization's records are kept while it uses the service, and while it is read-only after a trial ends, a subscription is cancelled, or a payment is overdue. An organization whose trial ended and that never subscribed is deleted 90 days after its trial ended, after we have emailed its administrators; until then everything in it can be read and exported. We email its administrators 30 days and again 7 days before deletion. An expired trial that set up Books or connected payments, or that we have agreed to keep, is not deleted automatically: it stays read-only, and we write to its administrators before deleting it. After a cancellation, an organization is kept until it asks us to delete it.

Records of an organization's subscription and its payments to Aircraft Steward are kept for as long as tax and accounting law requires, including after the organization is deleted. Stripe keeps its own records under its own terms. Deleted data can remain in our hosting provider's backups for up to 30 days.

To ask for the sign-in account to be deleted, or for a copy or a correction, write to info@aircraftsteward.com. Say the organization and the email address on the account. We will act on the sign-in account, and we will refer a request about the organization's records to that organization, because the organization decides what it keeps about its people. A request about the information under "Starting a trial" and "The organization's subscription" is ours to answer.

Changes to this notice

We may update this notice. This page shows the effective date. Before a change to what we collect at signup or for the subscription, or to how long we keep it, takes effect, we email the administrators of each organization 30 days ahead.

Contact

Third Coast Aircraft, LLC d/b/a Aircraft Steward. Email info@aircraftsteward.com or call (334) 489-3406 for a privacy request or a question about this notice. For a booking, a document or a bill, contact your operator.

Effective October 16, 2026. Terms · Privacy · For renters