Terms of Service (User Agreement)
Version: 2026-09-23
Last updated: June 4, 2026
Effective date: June 4, 2026
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Provider: Aerial Flight Management System LLC, an Illinois LLC (“Company,” “we,” “us,” or “our”)
Product: Aerial Flight Management System (the “Service”)
Contact: contact@flyaerial.app
Address: 730 N Milwaukee Ave, Chicago, IL 60642
By creating an account, creating or joining an organization, clicking “I agree,” or using the Service, you agree to these Terms of Service (the “Terms”) and our Privacy Policy. If you do not agree, do not use the Service.
If you accept on behalf of a flight school, club, or other entity, you represent that you have authority to bind that entity. In that case, “you” means the entity and its Authorized Users.
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1. The Service
1.1 Description
The Service is a cloud software platform for flight training operations. Depending on your plan and permissions, it may include:
- Organization and membership management (roles, invitations, locations)
- Flight scheduling, requests, availability, and related workflows
- Digital logbook and training records, including dual signatures where enabled
- Training programs, enrollments, lesson progress, and grading
- Aircraft / fleet and maintenance-related records
- Analytics and reporting
- Billing features, which may include school subscription billing, student invoicing, payment plans, and payment collection via third-party processors (e.g., Stripe, including Stripe Connect where enabled)
- Document storage and profile / compliance-related fields (e.g., certificates, medical information you choose to enter)
We may add, change, or remove features. Material reductions to paid features will be handled under Section 10 (Changes) and Section 8 (Fees).
1.2 What the Service is not
The Service is operations software, not:
- Flight instruction, dispatch, or air traffic services
- A substitute for a certificated instructor, chief instructor, or school’s Part 61 / Part 141 (or equivalent) obligations
- Legal, tax, accounting, insurance, or aviation-regulatory advice
- A guarantee of checkride readiness, certificate issuance, or regulatory compliance
- An electronic flight bag, flight planning, weather, or aircraft airworthiness determination system
You remain solely responsible for safe flight operations, training quality, instructor qualifications, aircraft airworthiness, recordkeeping required by applicable aviation authorities, and decisions made with or without using the Service.
1.3 Beta / early access
If we label features as beta, preview, or early access, they are provided as is, may be unstable, and may change or end without notice. Do not rely on beta features for sole copies of required training records.
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2. Eligibility and accounts
2.1 Eligibility
You must have reached the age of majority in your jurisdiction to create an account. If local law requires a higher age for contracts or for processing of certain personal data, that higher age applies.
The Service is directed to flight schools, instructors, students, and related staff. You may not use the Service if you are barred under applicable law or if we have previously suspended or terminated your access.
2.2 Account registration
You agree to:
- Provide accurate, current registration information
- Keep credentials confidential and not share login access (except through features we provide, such as organization invitations)
- Promptly update information that becomes inaccurate
- Notify us promptly of unauthorized access at contact@flyaerial.app
- Accept responsibility for activity under your account
We may require email verification and additional identity or payment verification for billing or Connect onboarding.
2.3 Account types
Individual users create personal accounts. An account may belong to one or more Organizations (flight schools or independent operations) with one or more roles (e.g., school owner, admin, instructor, student, scheduler, maintenance, billing). Permissions follow our role-based access controls as configured by Organization administrators and by us.
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3. Organizations, invitations, and administrator duties
3.1 Creating an Organization
When you create an Organization, you (or the entity you represent) become responsible for that Organization’s use of the Service, including:
- Configuring roles, permissions, locations, and settings
- Inviting, removing, and managing members
- Content and data uploaded or entered for the Organization
- Compliance with aviation, employment, student-privacy, and consumer laws applicable to your school
- Payment of Fees for paid plans and for student billing you enable
3.2 Authorized Users
“Authorized Users” are individuals you invite or add to your Organization. You must ensure they:
- Are people you are authorized to enroll
- Agree to these Terms (or are bound through your policies as your personnel/students)
- Use the Service only for legitimate training-organization purposes
You are responsible for Authorized Users’ acts and omissions as if they were your own, to the extent permitted by law.
3.3 Invitations and membership notices
Invitations may grant access to Organization data, including schedules, training progress, and (subject to permissions) personal or aviation profile fields. Send invitations only to intended recipients. Misdirected invitations can expose personal data; you bear that risk for invitations you send.
3.4 Multi-organization and dual roles
A user may hold multiple roles in an Organization and may belong to multiple Organizations. You agree that role grants you assign (including dual roles such as owner + instructor) correctly reflect authority and qualifications. We do not independently verify FAA certificates, medicals, or employment status.
3.5 Customer as controller of Organization Data
For Organization-managed data, the Organization is typically the controller (or equivalent) of that data, and we act as a processor / service provider as described in the Privacy Policy and any Data Processing Addendum (“DPA”) we offer. Personal accounts and personal logbook data may have different ownership rules (Section 5).
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4. Acceptable use
You will not (and will not allow others to):
1. Violate law, aviation regulations, or third-party rights
2. Upload malware, scrape the Service except via documented APIs we authorize, or probe for vulnerabilities except under a coordinated disclosure program we publish
3. Bypass access controls, share accounts, or misrepresent identity or roles
4. Use the Service to harass, discriminate unlawfully, or collect personal data without a lawful basis and notice
5. Enter false training, logbook, medical, or certificate data, or alter signed/immutable records except through features we expressly provide
6. Interfere with other customers’ use or with Service infrastructure
7. Resell, white-label, or provide the Service to third parties except as expressly allowed in your plan
8. Use the Service to process payment card data outside of our designated payment provider flows (never paste full card numbers into free-text fields, notes, or support tickets)
9. Reverse engineer the Service except to the limited extent such restriction is prohibited by law
10. Use the Service in any high-risk manner where failure could lead to death, personal injury, or severe environmental damage as the sole or primary safety system (the Service is not a safety-critical avionics or dispatch system)
We may investigate and suspend or terminate accounts or Organizations for violations (Section 12).
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5. Customer Data, logbooks, and ownership
5.1 Definitions
- “Customer Data” means data you or your Authorized Users submit to the Service (profiles, schedules, fleet data, documents, messages, billing metadata, etc.).
- “Organization Data” means Customer Data managed primarily for an Organization (rosters, aircraft, school schedules, school invoices, school settings).
- “Personal Training Records” means an individual’s logbook entries, signed training records, and similar personal flight-training history stored in the Service.
5.2 Ownership
As between you and us:
- You (or your Organization, as applicable) retain ownership of Customer Data.
- We own the Service, software, branding, templates, aggregated/de-identified analytics, and all related IP (Section 9).
5.3 License to operate the Service
You grant us a worldwide, non-exclusive license to host, copy, process, transmit, display, and back up Customer Data only as needed to provide, secure, improve, and support the Service, to prevent abuse, and as otherwise described in the Privacy Policy or required by law.
5.4 Logbooks and training records
- Individuals generally retain ownership of their Personal Training Records.
- Once entries are signed or locked per Service rules, they may become immutable for integrity and FAA-oriented recordkeeping. You acknowledge that immutability may limit later edits or erasure.
- Organizations may need access to training records for instruction, safety, and regulatory purposes while the individual is a member and, where legally required, afterward.
- Export: We provide (or will provide) export mechanisms for Personal Training Records where technically feasible. You should maintain independent backups of records required by regulation.
- Leaving an Organization: Membership removal may limit school access to some profile fields; it does not automatically delete Personal Training Records that must be retained. See Privacy Policy and Section 12.3 (Retention).
5.5 Accuracy
You are responsible for the accuracy of data you enter, including Hobbs/tach times, dual/solo time, endorsements-related notes, medical dates, and certificate numbers. We do not certify FAA compliance of your records.
5.6 Third-party personal data
If you enter data about others (emergency contacts, next of kin, minors’ guardians, co-owners), you represent that you have a lawful basis and have provided any required notices. Emergency-contact data is third-party personal data; handle it carefully and delete it when no longer needed.
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6. Privacy and security
Our collection and use of personal information is described in the Privacy Policy. You agree to that policy.
We implement administrative, technical, and organizational measures appropriate to the nature of the Service (including organization isolation controls and access permissions). No method of transmission or storage is 100% secure. You must use strong authentication practices and limit admin privileges.
If we offer a DPA (including SCCs or equivalent for international transfers), Organization customers that require one should request it at contact@flyaerial.app.
Security issues: contact@flyaerial.app.
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7. Third-party services
The Service integrates with third parties, including without limitation:
- Authentication / database / storage providers (e.g., Supabase)
- Payment processors (e.g., Stripe, Stripe Connect)
- Email / notification providers
- Hosting providers (e.g., Vercel, cloud runtimes)
Third-party services are governed by their own terms and privacy policies. We are not responsible for third-party outages, changes, or acts beyond our reasonable control. Payment card data is handled by the payment processor; we do not intend to store full PAN/CVC on our servers.
If you enable Stripe Connect (or similar), you must complete the processor’s onboarding, identity verification, and connected-account terms. Payout timing, reserves, disputes, and chargebacks are determined by the processor and card networks.
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8. Fees, subscriptions, and student billing
8.1 Plans and Fees
Paid features require payment of fees described at checkout or in an order form (“Fees”). Fees may include:
- Organization subscription or seat-based charges
- Usage-based charges (if applicable)
- Payment processing fees passed through or disclosed at payment time
- Taxes, duties, and similar governmental charges
Unless stated otherwise, Fees are in USD, non-cancelable for the then-current term, and non-refundable except as required by law or expressly stated by us in writing.
8.2 Billing account
Organization owners/admins designated for billing authorize us and our processors to charge the payment method on file for Fees when due. You must keep payment information current.
8.3 Trials
Trials convert to paid plans unless canceled before the trial ends, as disclosed at signup.
8.4 Student invoicing and school-collected payments
If the Service allows an Organization to invoice students or charge cards on file:
- The Organization is the merchant of record for student charges unless we expressly state otherwise in writing.
- The Organization sets prices, refunds, credits, payment plans, and collection practices, subject to law and processor rules.
- Students authorize charges they approve through the Service.
- Disputes between students and schools about training fees are between those parties; we may assist with transaction records but are not the arbitrator of training-fee disputes except where required as platform operator under processor rules.
- Refunds you issue may be subject to processor fees that are not returned.
8.5 Failed payments and suspension
We may retry charges, downgrade, restrict features, or suspend the Organization or billing features for past-due amounts. You remain responsible for amounts owed.
8.6 Changes to Fees
We may change Fees with notice as required by law or your contract. Continued use after the effective date constitutes acceptance unless you cancel as permitted.
8.7 Taxes
Fees are exclusive of taxes unless stated. You are responsible for applicable taxes except taxes based on our net income. Where we are required to collect tax, we will.
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9. Intellectual property and feedback
The Service, documentation, UI, software, and logos are owned by us and our licensors. These Terms do not transfer ownership to you. You receive a limited, non-exclusive, non-transferable right to access the Service for your internal flight-training operations during the subscription term, subject to these Terms.
If you provide feedback or suggestions, you grant us a perpetual, royalty-free license to use them without restriction or obligation to you.
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10. Changes to the Service or Terms
We may update these Terms. We will post the updated version and update the “Last updated” date. For material changes, we will provide additional notice (e.g., email or in-product) where required by law or where practicable.
Continued use after the effective date constitutes acceptance. If you do not agree, stop using the Service and cancel as provided in Section 12.
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11. Disclaimers
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS; THAT DATA WILL NEVER BE LOST; OR THAT THE SERVICE WILL MEET YOUR AVIATION-REGULATORY, INSURANCE, OR BUSINESS REQUIREMENTS.
AVIATION IS INHERENTLY RISKY. YOU ASSUME ALL RISK ARISING FROM FLIGHT OPERATIONS AND TRAINING DECISIONS. THE SERVICE DOES NOT REPLACE HUMAN JUDGMENT, REGULATORY OBLIGATIONS, OR SAFETY MANAGEMENT SYSTEMS.
Some jurisdictions do not allow certain disclaimers; in those jurisdictions, disclaimers apply to the fullest extent permitted.
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12. Suspension, termination, and data retention
12.1 By you
You may stop using the Service at any time. Organization owners may request closure of an Organization subject to settling outstanding Fees. Instructions: contact@flyaerial.app.
12.2 By us
We may suspend or terminate access immediately if: (a) you breach these Terms; (b) Fees are unpaid; (c) we must do so for security, legal, or fraud reasons; (d) your use creates risk for us or others; or (e) we discontinue the Service with notice where practicable.
12.3 Effect of termination; retention
Upon termination:
- Your license to access the Service ends
- We may delete or de-identify Customer Data after a reasonable wind-down period, except where we must retain data for legal, security, dispute, accounting, or aviation-recordkeeping reasons, or where deletion would break integrity of signed training records
- Personal Training Records and audit logs may be retained as described in the Privacy Policy
- Provisions that by nature should survive (including Sections 5–9, 11–15) survive termination
We recommend exporting critical records before cancellation.
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13. Indemnification
To the maximum extent permitted by law, you will defend, indemnify, and hold harmless the Company and its officers, directors, employees, and agents from and against claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:
1. Your or your Authorized Users’ use of the Service
2. Customer Data, including alleged IP or privacy violations
3. Your flight operations, instruction, aircraft, or premises
4. Your billing of students or handling of payments/refunds
5. Your breach of these Terms or applicable law
6. Disputes between Organization members (e.g., school vs. student vs. instructor)
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14. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
A. CONSEQUENTIAL DAMAGES WAIVER. WE WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES; LOST PROFITS, REVENUE, GOODWILL, OR DATA; COST OF SUBSTITUTE SERVICES; BUSINESS INTERRUPTION; OR AVIATION INCIDENTS, ACCIDENTS, OR REGULATORY PENALTIES — EVEN IF ADVISED OF THE POSSIBILITY.
B. CAP. OUR TOTAL LIABILITY FOR ALL CLAIMS IN THE AGGREGATE WILL NOT EXCEED THE GREATER OF (i) AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY, OR (ii) ONE HUNDRED U.S. DOLLARS (US $100) IF YOU HAVE PAID NO FEES.
C. ESSENTIAL PURPOSE. THESE LIMITATIONS APPLY REGARDLESS OF THEORY OF LIABILITY AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
Some jurisdictions do not allow certain limitations; in those cases, our liability is limited to the maximum permitted by law.
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15. Dispute resolution; governing law
15.1 Governing law
These Terms are governed by the laws of the State of Illinois, USA, excluding conflict-of-law rules, unless mandatory consumer protections in your place of residence provide otherwise.
15.2 Venue
Exclusive venue for disputes lies in the state or federal courts located in Cook County, Illinois, except where prohibited. You consent to personal jurisdiction there.
15.3 Arbitration / class waiver
Any dispute arising out of these Terms will be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its rules. Class actions and jury trials are waived to the extent permitted by law. Either party may seek injunctive relief in court for IP or unauthorized access. Consumers may have additional rights that cannot be waived.
15.4 Informal resolution
Before filing a claim, you agree to try to resolve the dispute informally by emailing contact@flyaerial.app with a brief description and contact information. We will attempt in good faith to resolve within 30 days.
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16. Export, sanctions, and government use
You may not use the Service in violation of U.S. or other applicable export control or sanctions laws. You represent you are not a prohibited party under such laws.
If you are a U.S. government user, the Service is “commercial computer software” provided with only those rights as set forth in these Terms.
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17. Miscellaneous
- Entire agreement. These Terms, the Privacy Policy, any Order Form, and any DPA are the entire agreement regarding the Service and supersede prior agreements on the subject.
- Order of precedence. Order Form → DPA (for data processing terms) → these Terms → Privacy Policy, unless the documents say otherwise.
- Severability. If a provision is unenforceable, the remainder stays in effect.
- Assignment. You may not assign these Terms without our consent; we may assign to an affiliate or successor.
- No waiver. Failure to enforce a provision is not a waiver.
- Force majeure. We are not liable for delays due to events beyond reasonable control.
- Notices. We may notify you via email, in-product message, or posting to the Service. Legal notices to us: contact@flyaerial.app and 730 N Milwaukee Ave, Chicago, IL 60642.
- Relationship. The parties are independent contractors. These Terms do not create a partnership, joint venture, or employment relationship, and do not make us your instructor, dispatcher, or accountable manager.
- Headings. Headings are for convenience only.
- Language. English controls if we provide translations.
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18. Contact
| Topic | Contact |
| --- | --- |
| Legal | contact@flyaerial.app |
| Privacy | contact@flyaerial.app |
| Support | contact@flyaerial.app |
| Security | contact@flyaerial.app |
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Acknowledgement (for product UI)
Suggested checkbox copy for account and Organization creation:
I agree to the Terms of Service and Privacy Policy. I understand that Aerial Flight Management System is operations software and does not replace instructor judgment, aircraft airworthiness determinations, or my organization’s regulatory obligations. If I create an organization, I confirm I am authorized to bind it to these terms.
Store: timestamp, Terms version, Privacy version, user id, IP (if collected), and Organization id (if applicable) for audit.