MOBILE APP

Privacy Policy

In short: The App is a work tool for Flightpath crew and staff. It is used to manage company-card expenses, reimbursements and receipts. We collect only what is needed to run it. We do not sell your information, show ads, track you across other apps or websites, or collect your location. If you allow it, receipt images are read by an automated text-extraction service (Microsoft Azure AI Document Intelligence) so the App can pre-fill your expense. This is optional and off until you agree. You can delete your account from inside the App.

Version 1.0 · Effective 30 November 2026 · Applies to the Flightpath Crew app for iOS and Android (the “App”)

1. Who We Are

The App is provided by Flightpath Charter Airways Inc., 260 Holiday Inn Drive, Unit 34, Cambridge, Ontario N3C 4E8, Canada (“Flightpath”, “we”, “us”). If you work for or with an affiliated Flightpath company, such as Flightpath Aviation USA Inc., that company is also responsible for your information, together with us. This policy covers the App only. Our public website has its own privacy policy.

The App is for current employees, contractors and other people Flightpath has authorized, including holders of Flightpath corporate cards (“you”).

2. Information We Collect

Category	What	Where it comes from
Account and identity	Full name, work email address, company and role (for example pilot, approver or administrator), a password (stored only as a one-way cryptographic hash, never in readable form), sign-in session records.	You at sign-up, or Flightpath when we invite you.
Corporate card information	Cardholder name, email and mobile number held by our card provider. Card nickname, last four digits, status and spending limits. Card transactions, including merchant name, merchant category, amount, currency, date and settlement status. At sign-up the App shows you the address your card provider holds, so you can confirm it is you. We do not store that address.	Our corporate card provider, Airwallex.
Expenses and reimbursements	Amounts, dates, vendors, categories, tax codes, notes and comments, the trip or aircraft an expense relates to, per diems, approvals and their status.	You, your approvers and Flightpath finance staff.
Receipts	Photos, images and PDF files of receipts and invoices you capture or choose. The text read from them: merchant, date, totals, taxes and line items.	You, or Flightpath finance staff on your behalf. If you allow it, the text is read automatically (see section 4).
Trip and schedule information	Trips, flight legs, aircraft and crew assignments, used to suggest which trip an expense belongs to.	Flightpath's flight operations system, JetInsight.
Mobile number and text-message preferences	Your mobile number, whether you opted in to text reminders, and when. Opt-outs (for example replying STOP).	You, or our card provider's records.
Device and technical	A push-notification token for your device, your reminder settings, and server records of requests to our systems (including IP address, time and the action requested).	Automatically, from the App and our servers.
Activity record (audit trail)	Who created, changed, approved or posted an expense, reimbursement or card assignment, when, and what changed.	Automatically, when you or others act in the App.

What We Do Not Collect

The App does not collect your location, contacts, microphone audio, browsing history, health information or advertising identifiers. It does not record your screen or keystrokes, and it does not read other apps or files on your device. It contains no advertising, analytics or crash-reporting software from third parties.

Device Permissions

The App asks for these permissions only when you use the related feature. Each one is optional, and you can change it at any time in your device’s Settings.

Permission	Why	If you decline
Camera	To photograph a receipt.	Choose an existing image or PDF, or enter the expense without a receipt.
Photos (choose)	To attach a receipt image you already have. Only the images you pick are shared with the App.	Use the camera or a PDF instead.
Photos (save)	To save a copy of a scanned receipt to your photo library, if you ask it to.	Receipts are still saved to your expense.
Face ID / Touch ID	To sign back in quickly. The check happens entirely on your device. We never receive your face or fingerprint data.	Sign in with your password.
Notifications	To remind you about expenses that need a receipt or details.	The App works normally. Reminders appear inside it.

3. How We Use Your Information

We use your information to:

Create your account, sign you in, and confirm that you are authorized and which company or companies you belong to;
Show your corporate card transactions and let you add receipts, details and trips to them;
Process reimbursements and per diems;
Suggest trips, categories and vendors for an expense, using rules based on your trip schedule and past coding. Suggestions are always shown for you or Flightpath staff to confirm or change;
Let approvers and finance staff review expenses and record them in Flightpath’s accounting system;
Send you sign-in codes, password-reset emails and, if you choose, push and text reminders;
Keep the App and our systems secure, investigate misuse, and keep an accurate record of financial changes;
Meet our legal, tax, audit and aviation-industry record-keeping duties; and
Fix problems and improve the App.

We do not sell or rent your personal information. We do not use it for advertising, and we do not share it with data brokers. We do not use it to track you across apps or websites owned by other companies. We do not make decisions about your employment based only on automated processing.

4. Automated Receipt Reading (AI)

Automated receipt reading is optional and off until you agree to it. The first time you add a receipt, the App asks whether AI may read your receipts, with equal choices to allow or not. If you allow it, the App sends each receipt image or PDF to Microsoft Azure AI Document Intelligence, a third-party AI service. This Microsoft service uses machine learning to read the merchant, date, amounts, taxes and line items. Microsoft acts as our service provider under its data processing terms for Azure services. It processes the file in Canada only to return that text to us, and our servers ask Microsoft to delete the file and its results right after each read. The extracted text is used only to pre-fill your expense, and you can edit it.

Your choice also applies to receipts Flightpath finance staff add for you. On a shared company card, a receipt is read only if both the cardholder and the person adding it have allowed it. If you say no, or have not answered yet, nothing is sent to Microsoft and you type the details yourself. You can change your choice at any time in the App under Account → Read receipts with AI. A change applies to receipts added from then on. To have details already extracted from your receipts deleted, email privacy@flightpathair.com. No other AI service receives your information.

5. Your Consent

The first time you sign in, the App asks you to review and accept this policy and the Terms of Use. Automated receipt reading (section 4) and text-message reminders are separate, optional choices, and the App works without them. You can withdraw consent at any time:

As an employer, we may also collect, use and disclose employee information where the law allows us to do so to establish, manage or end the employment relationship.

6. Who We Share It With

Inside Flightpath

Only people who need it for their role can see your information: your approvers, finance and accounting staff, and App administrators. If a company card is shared, the other people assigned to it can see that card’s expenses.

Service Providers

We use the following service providers. Each one may use your information only to provide its service to us. We require each one, by contract and through its published commitments, to protect your information to a standard at least equal to this policy.

Provider	What it does for us	Where
Microsoft Azure	Hosts the App's servers, database and receipt files. Provides automated receipt reading (section 4).	Canada (Canada Central region)
Airwallex	Issues and runs Flightpath corporate cards. Provides cardholder and transaction data.	Canada, United States and other countries where Airwallex operates
Intuit QuickBooks Online	Flightpath's accounting system. Approved expenses and receipts are recorded there, and so is your name, as a vendor, for reimbursements.	United States and Canada
JetInsight	Flightpath's flight operations system. We read trip and crew schedules from it.	United States
Twilio	Sends text-message reminders, if you opt in.	United States
Resend	Sends sign-up codes, password-reset emails and notices.	United States
Expo and Apple / Google	Deliver push notifications to your device.	United States

Others

7. Where Your Information Is Stored

The App’s database and receipt files are stored in Canada. Some service providers listed in section 6 process information in the United States or other countries. While it is there, courts, law enforcement and national security authorities of those countries may be able to access it under their laws.

8. How Long We Keep It

Information	How long
Expenses, reimbursements, receipts, card transactions and the activity record	These are financial records. We keep them for 7 years after the end of the fiscal year they relate to, as tax and audit law requires. Canadian tax law requires at least 6 years.
Your account profile (name, email, password hash, role)	While you have access, then up to 90 days after your access ends. After that we delete it, except your name and email where they appear in retained financial records.
Push-notification token	Until you sign out, turn off notifications, or delete your account.
Mobile number and text-message consent records	While you have access. We keep a record of consent and opt-outs for 4 years, to show we respected your choice.
Server request records	Up to 90 days, unless needed for a security investigation.
Sign-up and password-reset codes	They expire after 10 minutes and are not kept after that.

We may keep information longer if we need it for a legal claim, an investigation or a legal hold, and only for as long as that requires.

9. Deleting Your Account

You can delete your account from inside the App: Account → Delete account. To confirm it is really you, we send a 6-digit code to the email address or mobile number on your account, whichever you choose. The code expires after 10 minutes. You can also email privacy@flightpathair.com. Deletion happens as soon as you enter the code. We then email you a confirmation, and we tell the Finance managers and administrators of your company, and Flightpath’s system administrators, so they can follow up on anything still open, such as missing receipts or a card that needs a new holder. When you delete your account:

You are signed out on every device straight away, and you can no longer sign in;
We immediately delete your password, push token, mobile number, text-message settings and reminder settings, and remove your email address from your profile. Copies in our database backups, which are stored in Canada, are overwritten within 14 days. This replaces the 90-day profile period in section 8;
Your expenses, receipts, reimbursements, comments, approvals and the card assignments that list your name are Flightpath’s financial records, so we keep them, with your name, for the periods in section 8. We also keep the activity record of changes, which includes your email address and the dates of any text-message consent or opt-out. These are kept for tax and audit purposes;
Deleting your App account does not end your employment or engagement, and it does not cancel a corporate card. Your manager or HR handles those. Charges on your card still go to Finance, and they may contact you about receipts.

If you sign up again, you get a new account. Your old account and its records are not restored or moved to it. If you sign up with the same corporate card, we reconnect that card to your new account. Charges on your card that weren’t recorded yet will appear there. Shared company cards are reassigned by Finance.

If you are a system administrator, you can delete your account as long as another system administrator remains. Your administrator access is removed at the same time. The last remaining system administrator is asked to add another one first, so that the App can still be managed.

10. How We Protect It

We use safeguards suited to financial information:

Encryption in transit (TLS) and at rest;
Passwords stored only as strong one-way hashes;
Sign-in tokens kept in your device’s secure keychain;
Role-based access, so people see only what their role needs;
Sign-in rate limits and expiring codes; and
An activity record that cannot be edited or deleted.

No system is completely secure. If a breach of security safeguards creates a real risk of significant harm to you, we will notify you and the regulators the law requires us to notify. Report suspected security incidents to crewapp@flightpathair.com.

11. Your Rights

Depending on where you live and work, the law gives you rights over your personal information. These laws include Canada’s Personal Information Protection and Electronic Documents Act, the private-sector privacy laws of Alberta, British Columbia and Québec, and applicable U.S. state laws. You can ask us to:

Give you access to your personal information;
Correct it;
Delete it, or stop using it, where the law allows; and
Tell you how it has been used and to whom it has been disclosed.

Contact our Privacy Officer (section 13). We will reply within 30 days, or sooner if the law requires. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or to the privacy commissioner in your province.

12. Children, And Changes To This Policy

The App is only for adults who work for or with Flightpath. We do not knowingly collect information from anyone under 18.

We will tell you in the App before a material change to this policy takes effect, and we will ask you to accept the updated version. The version and effective date at the top of this page always show the current policy.

13. Contact Us

Privacy Officer, Flightpath Charter Airways Inc.
260 Holiday Inn Drive, Unit 34, Cambridge, Ontario N3C 4E8, Canada
Email: privacy@flightpathair.com · Phone: 1-866-640-9712

For help using the App, tap Account → Help & support in the App, or email crewapp@flightpathair.com.