Scope and responsible parties
This proposed supplement covers personal and business information received in aircraft ownership and management relationships. It supplements the general privacy policy. The relevant owning entity, management entity, contracting parties, and authorized representatives should be identified in the applicable engagement.
An aircraft-owning entity, individual co-owner, independently engaged pilot, operating carrier, insurer, and maintenance provider may have responsibilities separate from Phoenix’s. Their role depends on the agreement and activity, not merely their access to a scheduling tool.
Information involved
Depending on the engagement, records may include owner and authorized-representative names, business contacts, ownership interests and authority, aircraft and registration details, agreements, schedules and travel preferences, aircraft utilization, maintenance coordination, invoices, expense allocations, and insurance communications.
Pilot sourcing and coordination may involve contact details, availability, relevant qualifications, and engagement records. This notice does not authorize collection of unnecessary medical, government-identification, or background information. If those records are required for a particular purpose, appropriate collection channels and notices must be provided.
Purposes and access
Phoenix uses relevant records to administer the agreed management engagement, coordinate authorized aircraft use, communicate with owners and pilots, maintain management and cost records, and respond to service questions or legal obligations. Access should be limited to the parties who need the information for the applicable purpose.
Other owners may need access to scheduling, costs, votes, or records under their agreement. That does not imply unrestricted access to another owner’s private travel details or communications. The group should define visibility rules and the authority of representatives before shared access is granted.
Sharing with service participants
Information may be disclosed as needed to engaged pilots, maintenance and support providers, insurers, professional advisers, and relevant authorities, subject to the engagement and applicable law. Digital providers described in the data-use notice may support record storage or communications.
Sensitive ownership agreements, identity documents, or pilot records should not be sent through open chat. Using Alex for a question does not automatically authorize unrestricted AI analysis of an ownership group’s confidential documents.
Retention, transitions, and requests
Aircraft and business records may need to remain available after a management engagement or individual ownership interest ends. The agreements should address custody, access, handover, retention, and the treatment of confidential records when an owner exits or a manager changes. Deleting a personal account does not necessarily delete the ownership group’s records.
To ask about your information or correct a record, contact Phoenix using the privacy-request process and identify the relevant ownership or management relationship. We may verify your authority before disclosing shared records or making changes that affect other parties.
Before adoption
- Confirm data actually collected, owner visibility rules, pilot employment/contractor status, vendor disclosures, and custody obligations in signed agreements.
- Establish record retention and handover procedures for management termination, aircraft sale, and owner exits.
A subsidiary of Phoenix Aviation Solutions, LLC
299 Ellsworth CtClarksville, TN 37043
(629) 206-5011 · Ask for privacy or policy assistance.
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