Privacy Policy

1. Scope

This Privacy Policy applies to the Trails AMS platform available at trails.aero and related subdomains (including ams.trails.aero and api.trails.aero) and any related mobile applications (collectively, the “Platform”).

This Policy explains what information we collect, why we collect it, how we use it, and the choices available to you.

2. Business and Private Operator Use

The Platform is provided for aircraft operators, maintenance providers, engineers, pilots, aviation personnel, businesses, organisations, and private aircraft owners. Where an organisation uses the Platform, that organisation is responsible for ensuring its users (employees, contractors, and authorised personnel) understand and comply with internal policies and applicable privacy obligations when using the Platform. Private owners are responsible for their own use of the Platform and for ensuring they have the necessary rights and permissions for any information they enter or upload.

3. Information We Collect

We collect information you provide directly, information generated through your use of the Platform, and limited technical information needed to run and secure the service.

Mobile app capture: Adding a photo or video to a defect report is optional; you can submit a defect report without any media. If you choose to capture media in the Trails AMS app, it uses your device camera for photos or video and its microphone for audio recorded with video. You may also choose existing media where that option is available. Media you submit is uploaded to the Platform and linked to the relevant aircraft defect report. Your phone's native app settings control camera and microphone permissions.

4. How We Use Information

We use information to:

• Provide, operate, and maintain the Platform;
• Authenticate users and enforce access controls;
• Process subscriptions and payments (where applicable);
• Provide customer support and respond to requests;
• Secure the Platform, detect abuse, and prevent fraud;
• Monitor performance, reliability, and improve the service;
• Operate public repository and reference features, including technical library content and public maintenance builder content;
• Record and make aircraft defect reports and any attached photo, video, or video audio available to authenticated users associated with the relevant aircraft for defect assessment, maintenance coordination, and operational records;
• Make public repository content available to other users where it is uploaded to a public area or made public by default;
• Comply with applicable laws and lawful requests.

5. Sharing of Information

5.1 We Do Not Sell Data

We do not sell your personal information, your organisation’s data, or your private operator data.

5.2 No Third-Party Marketing Sharing

We do not share your information with third parties for their direct marketing purposes.

5.3 Service Providers (Operational Only)

To operate the Platform, we may use trusted service providers (for example, infrastructure hosting, email delivery, and payment processing). These providers may process limited information on our behalf solely to provide services to us, and they are not permitted to use it for their own purposes.

5.4 Legal Requirements

We may disclose information where required by law, court order, or lawful government request, or where necessary to protect the rights, safety, and security of Trails AMS, our users, or the public.

5.5 Public Visibility Features

If you choose to make certain information publicly visible (for example, sharing selected records or reference content), that information will be accessible according to the sharing settings you apply. You are responsible for what you publish or make public.

Trails AMS includes public repository and reference features. Documents uploaded to public areas such as the technical library may be made publicly available for all users to reference unless you select a private option or upload the document to your private personal library where that option is available. Maintenance programs added into the maintenance builder are made public by default.

User roles such as engineers, pilots, and maintenance providers may choose whether their accounts are publicly visible to other users via account settings and during account registration. You are responsible for reviewing and updating your visibility settings.

5.6 Aircraft Defect Evidence

Defect photos and videos, including any audio recorded in a video, are shared within the Platform only with authenticated users who have access associated with the relevant aircraft. This may include other authorised operator, pilot, engineer, or maintenance provider users according to their aircraft association and permissions. Defect evidence is not published in the public technical library or other public reference areas. Access may change when an aircraft association or a user's permissions change.

6. Cookies & Session Data

We use cookies and similar technologies primarily for:

• Session management (keeping you logged in);
• Security protections (including CSRF protection);
• Preferences and basic service functionality.

You can usually control cookies via your browser settings. Disabling cookies may affect Platform functionality.

7. Data Storage & Security

We take reasonable technical and organisational measures to protect information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Security measures may include (as applicable): access controls, encryption in transit, monitoring, logging, and secure hosting practices.

Defect evidence uploaded through the mobile app or Platform is stored on servers used by Trails AMS for later access as part of the aircraft's defect record. Viewing that media requires authentication and an appropriate association with the aircraft.

8. Data Retention

We retain information for as long as necessary to provide the Platform, meet business and legal obligations, resolve disputes, and enforce our agreements.

Upon account termination, data export is available (see Section 9). After termination, we may retain or delete data within a reasonable period consistent with operational needs and legal obligations.

Uploaded defect photos and videos, including any recorded video audio, may be retained with aircraft defect and maintenance records for the periods needed for operational, audit, and legal purposes. They are not processed only temporarily or deleted immediately after upload. Contact us using Section 12 to request access, correction, or removal; we will assess requests against applicable recordkeeping and other obligations.

8.1 User Account Deactivation and Historical Records

Trails AMS maintains aircraft maintenance and operational records where historical integrity, traceability, and auditability are important. User accounts, once created, may be deactivated so that access to the Platform is removed or restricted, but user account records may not be fully deleted where deletion would compromise historical aircraft maintenance records, audit trails, or records of actions taken by pilots, engineers, operators, maintenance providers, or other authorised users.

Where an account is deactivated, we may preserve the minimum historical identity, role, and audit information reasonably required to maintain the integrity of aircraft maintenance, operational, compliance, and audit records, while restricting active access to the account.

9. Data Export, Access & Correction

You may request export of your organisation’s data or your private operator data upon termination within a reasonable timeframe, subject to verification of identity, authority, and reasonable technical constraints.

You may also request access to, or correction of, personal information we hold about you (where applicable). We may require verification of identity/authority before fulfilling requests.

Requests to delete a user account may be handled by deactivating the account and preserving limited historical identity and audit information where required for aircraft maintenance record integrity, legal obligations, dispute resolution, security, or audit purposes.

10. International Access

The Platform may be accessed from outside New Zealand. Where information is processed or stored using service providers, it may be hosted in jurisdictions outside New Zealand depending on infrastructure configuration and provider locations.

We will take reasonable steps to ensure information is protected consistently with this Policy and applicable laws.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page, and the “Last Updated” date will be revised.

Continued use of the Platform after a change takes effect indicates acceptance of the updated Policy.

12. Contact

For privacy questions or requests, contact XFIELD TRADING LIMITED trading as Trails AMS via https://trails.aero/contact or by email at info@trails.aero.