Privacy Policy

Effective date: July 19, 2026
Last reviewed: July 19, 2026

Total Flight Solutions ("TFS", "we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, retain, and safeguard information in the course of providing flight training, charter, survey, maintenance, and related services, and in operating our software platform.

By engaging with our services, using our applications, or authorizing an integration, you agree to the terms of this Privacy Policy.

1. Scope

This Privacy Policy applies to:

Our websites at totalflight.com and any subdomains
Our software platform at app.totalflight.co and its supporting API at api.totalflight.co (the "Platform")
Our integrations with third-party financial and operational services, including QuickBooks Online, FlightSchedulePro, and Plaid
Information we collect in the ordinary course of providing flight training, charter, aerial survey, and maintenance services

Both totalflight.com and totalflight.co are owned and operated by Total Flight Solutions.

2. Information We Collect

Customer and student information: name, contact details, mailing address, billing and payment history, pilot certificate and medical certificate details, training records, flight and instruction logs, and endorsements.

Client information: for commercial clients, contact details for authorized users, contracted scope, scheduling and deployment records, and billing records.

Financial data: invoices, transaction details, balances, and payment records, including data synchronized with QuickBooks Online.

Company payment card data: transaction data from payment card accounts owned by Total Flight Solutions, retrieved through Plaid as described in Section 4.

Platform usage data: authentication events, actions taken within the Platform, and application log data.

Employee and contractor data: information necessary for employment, scheduling, payroll, and expense administration.

We collect only information relevant to the services we provide and necessary for proper business operations.

3. How We Use Your Information

To schedule, deliver, and document flight training and other aviation services
To maintain training, flight, and maintenance records as required by applicable aviation regulations
To create and send invoices, and to track and reconcile payments
To maintain accurate accounting, tax, and regulatory reporting
To administer Company payment cards and document business expenses
To authenticate users and secure the Platform
To provide customer support
To improve our internal business processes

We do not sell, rent, or share your personal or financial information with third parties for marketing purposes.

4. Financial Account Access Through Plaid

Total Flight Solutions uses Plaid Inc. ("Plaid") to retrieve transaction data from payment card accounts.

The accounts we link through Plaid are owned by Total Flight Solutions. We use Plaid to retrieve transactions on Company credit cards issued to our employees, so that business expenses can be documented, categorized, and reconciled. Cardholders can review their own transactions in the Platform.

We do not link, request access to, or retrieve data from the personal financial accounts of students, customers, clients, or employees. Plaid's account-linking interface is presented only to authorized Total Flight Solutions staff, specifically pilots, accounting personnel, and administrators, and is never presented to students, customers, or client users.

We do not store full payment card numbers or card verification values. Account connections are maintained using access tokens issued by Plaid.

Your use of Plaid is governed by Plaid's End User Privacy Policy, available at plaid.com/legal. We encourage you to review it.

5. Legal Bases and Consent

We process information because it is necessary to provide services you have requested, to comply with legal and regulatory obligations (including aviation, tax, and accounting recordkeeping), and to pursue legitimate business interests such as securing our systems and administering our operations.

Employees issued a Company payment card acknowledge, in writing, the Company Card and Expense Policy, which discloses that transaction data on Company cards is retrieved programmatically and is visible to the cardholder and to Company management.

Where we rely on your consent, you may withdraw it at any time by contacting us using the details in Section 9, subject to any records we are legally required to retain.

6. Third-Party Service Providers

We use the following providers, each bound by its own privacy commitments and by confidentiality and data protection obligations to us:

Intuit (QuickBooks Online) — accounting, invoicing, and financial records
Plaid Inc. — retrieval of Company payment card transaction data
Amazon Web Services — hosting, data storage, and authentication for the Platform
FlightSchedulePro — flight scheduling, reservations, and aircraft records
Google (Google Workspace) — email, documents, and user authentication
Wix — website hosting

Data handled by these providers is also subject to their respective privacy policies.

We may disclose information where required by law, regulation, subpoena, or other legal process, or to protect the rights, property, or safety of Total Flight Solutions, our customers, or the public.

7. Data Security

We maintain a documented Information Security Policy and implement administrative, technical, and physical safeguards to protect information from unauthorized access, loss, misuse, or disclosure. These include:

Encryption of data in transit using TLS 1.2 or better
Encryption of data at rest using AES-256
Individually attributable user accounts with multi-factor authentication
Role-based access controls limiting access to authorized personnel
Logging and monitoring of access to systems holding financial data
Periodic review of access rights

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Security concerns may be reported to security@totalflight.com.

8. Data Retention

We retain information only as long as necessary for the purpose for which it was collected, or as required by law:

Flight, training, and maintenance records: as required by applicable aviation regulations, and not less than the regulatory minimum
Customer and student billing and financial records: seven years, consistent with tax and accounting requirements
Company card transaction data and receipts: seven years from the transaction date
Plaid access tokens: only while the linked Company account is active; revoked and deleted when the account is closed or the integration is discontinued
Employee and contractor records: duration of engagement plus the period required by applicable employment law
Platform and audit logs: minimum twelve months

This retention schedule is reviewed at least annually and updated where legal obligations change.

9. Your Rights and Choices

You may request:

A copy of the information we hold about you
Correction of inaccurate or outdated information
Deletion of your information, to the extent permitted by law

To make a request, contact security@totalflight.com or write to us at the address in Section 15. We will respond within 30 days.

We may need to verify your identity before acting on a request, and we may be required to retain certain records, particularly aviation training records and financial records, notwithstanding a deletion request. Where that applies, we will tell you.

You may revoke authorization for a third-party integration at any time, which will stop future syncing.

10. Minors

Flight training involves student pilots who may be under 18 years of age. Where a student is a minor, we collect and process training and billing information with the involvement and consent of a parent or legal guardian as part of enrollment, and we limit that information to what is necessary to deliver training and meet regulatory recordkeeping obligations.

We do not knowingly collect personal information from children under 13. If you believe we have done so, contact security@totalflight.com and we will delete it promptly, subject to any legal retention obligation.

11. Cookies and Analytics

Our websites use cookies and similar technologies for site functionality and to understand how visitors use our pages. Most browsers allow you to refuse or delete cookies, though some site features may not work correctly as a result.

The Platform uses cookies strictly necessary for authentication and session management.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable regulations. We review it at least annually. When we make material changes we will update the "Effective date" above and, where appropriate, notify affected individuals directly.

13. Data Incidents

If we become aware of a security incident affecting your personal information, we will investigate promptly and notify affected individuals and applicable regulators as required by law.

14. Governing Law

This Privacy Policy is governed by the laws of the State of North Carolina, without regard to its conflict of laws rules.

15. Contact Us

Total Flight Solutions
450 Airport Road, Suite 200
Louisburg, NC 27549

General: solutions@totalflight.com
Privacy and security: security@totalflight.com
Phone: 919-497-5511