User & Data Policy
Last updated: October 5, 2026
How we handle your logbook
This is the short version. The numbered sections below are the full policy.
- Logbook extraction goes through OpenRouter on routes that enforce Zero Data Retention. The provider does not keep the image after the request finishes, and we do not allow that content to be used for training. If a route cannot meet that rule, the extraction stops.
- We do not sell your information, and we do not share your logbook with advertisers, flight schools, or other pilots. Hosting, payment, email, and error reporting receive only what that job needs. Card numbers stay with Stripe.
- We use third-party analytics providers only to monitor and improve site performance. They see which pages are used. They do not receive your logbook. We do not sell or share that data.
- A photo you check before you have an account is deleted after 14 days. You can add it to an account for 24 hours. We keep it longer only when you check the box that asks a person to look at the page. That look is photo advice or a possible new logbook layout. It is not a review of your flights, and the photo is not used to train a model.
- Pages in an account stay so you can review them beside the rows. You can delete them. Images from an account with no activity for 12 months are removed after we email you. Account data is removed within 30 days after you confirm deletion. Payment records can be kept up to 7 years for tax, without the logbook images.
- Software reads the page. Our staff do not review your flights.
1. Overview
This policy describes how Caprock Innovations, LLC collects and handles personal information when you use Flight Log Converter — a web service that converts handwritten pilot logbook pages into structured, exportable flight records using automated image analysis.
We collect only what we need to run the service, keep accounts secure, process payments, and improve reliability. We do not sell personal information. For logbook extraction we use OpenRouter and only route to model providers that enforce Zero Data Retention (ZDR) policies. We do not allow models to train on your data. You stay in control of deletion and export from your account.
2. Service Operator
Caprock Innovations, LLC (“Caprock,” “we,” “us,” or “our”) operates flightlogconverter.com and related application infrastructure.
Privacy questions or data requests: support@flightlogconverter.com
3. Information We Collect
Information you submit
- Email address — account sign-in, password recovery, and service-related notices
- Billing address — collected on Stripe Checkout when you purchase page credits, used to calculate applicable sales tax (for example Texas) and to process payment. We do not collect a mailing address at account registration.
- Password — stored only as a one-way bcrypt hash; we cannot recover your plaintext password
- Logbook images — photos or scans you upload for digitization
- Structured flight entries — dates, aircraft, airports, times, and remarks produced from your uploads and any edits you make
- Support messages — content you send when contacting us for help
Information generated automatically
- Network and device metadata — IP address, browser type, and operating system from standard HTTP requests
- Security and usage logs — authentication events, rate-limit records, processing timestamps, and credit ledger activity needed for billing and troubleshooting
- Error diagnostics — when enabled, anonymized crash reports via Sentry (user identifier only; no logbook image content in reports)
- First-party site metrics — page path, referrer, coarse geo (country, region, and city when available), truncated user agent, and anonymous visitor/session identifiers. IP addresses are retained up to 7 days for security and abuse review, then stored only as an irreversible hash
- Third-party analytics — pages visited and related site-use signals, used only to monitor and improve site performance. These providers do not receive logbook images or flight entries. We do not sell or share this data.
4. Information We Do Not Collect
- Legal name, phone number, mailing address, or government ID (unless you include them in uploaded logbook text)
- Payment card numbers — Stripe processes card data; we receive transaction metadata only
- Sale or sharing of your personal information, logbook images, or flight entries. Third-party analytics, listed above, are used only to monitor and improve the site. We do not sell or share that data, and we do not use it for advertising.
5. Why We Process Your Information
| Activity | Data involved | Why we need this |
|---|---|---|
| Operate accounts and projects | Email, password hash, project and image metadata | To run the account and projects you create |
| Run AI-assisted extraction | Uploaded images and resulting flight entries | To read the pages you submit and return the flight rows |
| Bill for page credits | Email, purchase and credit ledger records | To charge for the pages you buy and keep a record of credits |
| Send transactional email | Email address | To send account and purchase messages |
| Protect the platform | IP address, request logs, abuse signals | To stop abuse and keep the site secure |
| Maintain financial records | Payment transaction metadata | To keep tax and accounting records |
| Improve extraction quality | Aggregated, non-identifying error statistics | To improve reading accuracy, using counts that do not identify you |
| Monitor and improve the site | Pages visited, through third-party analytics providers | To see which pages are used and improve the site. We do not sell or share this data. |
We do not use your information for unsolicited marketing or sale to data brokers.
6. Automated Logbook Extraction and AI Privacy
When you submit an image for processing:
- The file is transmitted to our servers over TLS (HTTPS).
- Our application sends the image and extraction instructions to vision models through OpenRouter solely to read handwriting and return structured fields. We use OpenRouter models from multiple underlying providers (for example Google, Anthropic, and others) to deliver the best accuracy and reliability for our customers. Every provider we use through OpenRouter must enforce a Zero Data Retention policy for your request.
- Extracted rows are stored in your project so you can review, edit, and export them.
- Original images remain in your project until you delete them, delete the project, or your account is removed under our retention rules.
Zero Data Retention and no model training
We configure every OCR inference request through OpenRouter so that your logbook data is handled under strict privacy rules:
- ZDR providers only — we use only OpenRouter model providers that enforce Zero Data Retention policies. Your prompts, images, and model outputs are not retained by those providers after the request completes.
- No training on your data — we do not allow models or providers to use your logbook content for training, fine-tuning, or improving their models.
- Multiple providers for service quality — we may route requests across different OpenRouter-hosted models and providers to improve speed, accuracy, and uptime. Privacy requirements apply to every route; we never fall back to providers that retain data or train on customer content.
- Purpose limitation — logbook images are sent to AI services only for the extraction you requested, not for unrelated analysis or marketing.
- No human review — extraction is performed by software, not people reading your logbooks.
If no ZDR-eligible provider is available for a given model, extraction may fail rather than silently using a provider that retains data — we prioritize your privacy over convenience. OpenRouter may also apply account-level privacy settings on our API key.
What we store vs. what AI providers receive
AI providers receive your image and instructions only for the duration of the inference request under ZDR routing. We store extracted flight data, project metadata, and uploaded images on our infrastructure (Railway encrypted storage) until you delete them or request account deletion. We do not sell or license your logbook data to third parties.
7. Third-Party Service Providers
We rely on vetted vendors to deliver the service:
| Provider | Role | Data shared |
|---|---|---|
| OpenRouter (multiple ZDR vision providers, e.g., Google, Anthropic) | Handwriting recognition and field extraction — ZDR-only, no training on your data | Logbook images and extraction prompts for the active request only; not retained by providers after processing |
| Stripe | Payment processing | Email, purchase amounts; card data stays with Stripe |
| Resend (transactional email provider) | Account and notification email | Email address and message content |
| Railway | Application hosting and encrypted storage volumes | All service data at rest on our infrastructure |
| Sentry (when enabled) | Application error monitoring | Technical error context; no logbook image payloads |
| Third-party analytics providers | Site performance only | Pages visited and related site-use signals. No logbook images or flight entries. We do not sell or share this data. |
We contractually require vendors to protect data and use it only to provide their service to us.
8. Retention Periods
| Category | Retention | Notes |
|---|---|---|
| Account profile | While active; removed within 30 days after confirmed deletion | Deletion is initiated from account settings |
| Uploaded images | Until you delete them, or after 12 months of account inactivity | We email a warning before inactive-account image purge |
| Sample photo before an account | 14 days, then deleted | The check does not convert the page or offer a download. You can add the photo to an account for 24 hours. We keep the photo and the check result for 14 days so support can review a wrong result. If you ask us to consider a book we do not convert yet, we keep the book name. We keep that photo past 14 days only when you check the box asking a person to look at the page. That look is advice on photo clarity and framing, or whether a new layout might be supported later. We do not use the photo to train AI models, and it is not a review of your flights. |
| Extracted flight data | Until you delete the project or your account | Export anytime in CSV or JSON |
| Payment records | Up to 7 years | Required for tax and accounting; anonymized after account deletion where possible |
| Security and rate-limit logs | About 90 days | Abuse investigation only |
| Error monitoring events | About 90 days (when Sentry is enabled) | Bug diagnosis |
9. Your Rights, Choices, and Control
You control your data. You can:
- Access — request a copy of personal data we hold about you
- Export — download flight records (CSV, JSON) from projects, or a full account export (ZIP with structured JSON metadata) from Account Settings
- Correct — update your email address in account settings
- Delete granularly — remove individual uploaded images or entire projects from your dashboard at any time
- Delete your account — Account Settings → Delete Account → type DELETE → confirm via the email link we send. This removes your profile, projects, images, and extracted flight data. Anonymized payment records may be retained where tax or accounting law requires.
- Limit a use — ask us to limit a use of your information where the law allows
Self-service export and deletion are available in your account without waiting for support. For requests we cannot fulfill in the product (for example, questions about anonymized payment records), email support@flightlogconverter.com. We respond within 30 days unless law permits a longer period.
10. Cookies and Local Storage
Our site uses minimal client-side storage:
- Session token in local storage — keeps you signed in between visits; contains only an access token and expiry metadata
- Theme and UI preferences — optional display settings stored locally
- First-party visit identifiers — anonymous visitor and session IDs used only for our own traffic metrics (pageviews, bounce rate, approximate country, region, and city)
- Third-party analytics cookies — used only to monitor and improve site performance. We do not sell or share the data they collect, and we do not use it for advertising.
We do not sell or share your data. Analytics exists only to monitor and improve site performance.
11. Security Measures
We apply commercially reasonable safeguards, including:
- TLS encryption for data in transit
- bcrypt password hashing (cost factor 12)
- Role-restricted database access and request rate limiting
- Encrypted infrastructure hosting with access controls
No online service can guarantee absolute security. If we learn of a breach affecting your personal data, we will notify you and regulators as required by applicable law.
12. International Processing
Our primary infrastructure is located in the United States. If you access the service from another country, your data may be transferred to and processed in the US. We work with providers that maintain appropriate contractual and organizational safeguards for cross-border transfers.
13. Health and Medical Information
Flight Log Converter is built for flight-time records, not medical records. We are not a HIPAA-covered entity. Do not upload medical certificate details, health conditions, medications, or other protected health information. If you accidentally include such content, delete the upload promptly and notify us so we can assist with removal.
14. Minors, Policy Changes, and Contact
The service is intended for adults 18 and older. We do not knowingly collect data from minors.
We may revise this policy. Material changes will be announced on the site and, when appropriate, by email before they take effect. Continued use after the effective date means you accept the updated policy.
Questions or data requests: support@flightlogconverter.com