Effective Date: December 16, 2025
Last Updated: December 16, 2025

Overview

Vectors Aviation, LLC (“Vectors,” “we,” “us,” or “our”) operates an aviation maintenance and operations intelligence service accessible via SMS, RCS, iMessage, WhatsApp, X, and web interfaces (collectively, the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

By using Vectors, you agree to the collection and use of information in accordance with this policy.

Information We Collect

1. Information You Provide Directly

Account Information:

  • Phone number (required for SMS-based authentication)
  • First and last name
  • Email address (optional but recommended)
  • Timezone and location preferences
  • Language preference

Aircraft & Equipment Data:

  • Aircraft tail numbers, serial numbers, and registration information
  • Manufacturer details, model information, and specifications
  • Flight logs, including location and flight time
  • Home and current airport locations
  • Equipment details and maintenance schedules

Maintenance Records:

  • Maintenance logs and squawk reports
  • Inspection records and compliance data
  • Document uploads (POH manuals, logbooks, ADs, etc.)
  • Mechanic and repair station information
  • Parts and component data

Flight Operations:

  • Flight plans and routes
  • Weather briefings and airport information
  • Fuel calculations and performance data
  • Currency and qualification tracking

Communications:

  • SMS messages sent to and from our Service
  • Conversation history and context
  • Voice call redirects (we do not record voice calls)

2. Information Collected Automatically

Usage Data:

  • Message timestamps and frequency
  • Features used and tools accessed
  • Response times and performance metrics
  • Error logs and debugging information

Device & Network Information:

  • Phone carrier and network type (via Twilio metadata)
  • Geographic region (state/country inferred from phone number)
  • SMS delivery status

AI Interaction Data:

  • Queries and responses
  • AI model usage statistics
  • Documents accessed during searches
  • Feature usage patterns

3. Information from Third Parties

Twilio (SMS Provider):

  • Phone number metadata (carrier, region, type)
  • Message delivery status
  • Phone number lookup data

Stripe (Payment Processor):

  • Billing information (processed by Stripe, not stored by us)
  • Subscription status and payment history
  • Customer ID (linked to your account)

Aviation Data Sources:

  • FAA aircraft registration data (public records)
  • Weather and NOTAM information
  • Airport and facility data
  • Airworthiness Directive (AD) information

How We Use Your Information

We use your information to:

Provide and Improve the Service

  • Authenticate your identity via phone number
  • Process and respond to your SMS messages
  • Track aircraft maintenance schedules and compliance
  • Generate flight readiness reports
  • Search and retrieve relevant documents and data
  • Monitor maintenance due dates and send reminders
  • Calculate flight hours, fuel requirements, and performance data

Personalize Your Experience

  • Remember your aircraft and equipment
  • Maintain conversation context across messages
  • Provide timezone-appropriate responses
  • Suggest relevant maintenance actions based on your aircraft

Communication & Support

  • Send service notifications and alerts
  • Respond to support inquiries
  • Notify you of maintenance items requiring attention
  • Provide verification codes and security notifications

Compliance & Safety

  • Maintain audit trails of maintenance actions
  • Track regulatory compliance (ADs, inspections, certifications)
  • Generate compliance reports
  • Support airworthiness documentation

Analytics & Development

  • Analyze usage patterns to improve AI responses
  • Monitor system performance and reliability
  • Train and refine machine learning models
  • Develop new features and capabilities

Legal & Security

  • Prevent fraud and abuse
  • Enforce our Terms of Service
  • Comply with legal obligations
  • Protect rights and safety of users

Data Sharing and Disclosure

We Share Your Information With:

Service Providers:

  • Twilio: SMS delivery and phone verification
  • Stripe: Payment processing and billing
  • AI Service Providers: Language model processing (OpenAI, Google Gemini)
  • Cloud Hosting Providers: Secure hosting, storage, and database services

These providers are contractually obligated to protect your data and use it only for specified purposes.

Team Members: If you’re part of a team (e.g., flight school, maintenance shop, aircraft partnership):

  • Team administrators can view aircraft and maintenance data they have permission to access
  • Team members can view shared aircraft information based on assigned roles
  • Permissions are managed through fine-grained authorization controls

Emergency Contacts (Premium Feature):

  • If you configure family notifications, designated contacts receive flight status updates you authorize

Third-Party Integrations:

  • Weather services for flight planning
  • Airport and facility databases
  • Repair station directories (when you search for maintenance providers)

We Do NOT:

  • Sell your personal information to third parties
  • Share your data with advertisers
  • Provide your information to data brokers
  • Use your data to train AI models for other companies

AI and Machine Learning

How We Use AI

Artificial Intelligence: We use AI language models to:

  • Understand and respond to your messages
  • Search your aircraft documents
  • Generate maintenance recommendations
  • Calculate compliance and due dates
  • Provide flight planning assistance

Data Sent to AI Providers: To provide responses, we send:

  • Your current message
  • Recent conversation history (context)
  • Relevant aircraft and equipment data
  • Document excerpts matching your query

Data Retention by AI Providers:

  • OpenAI and Google Gemini do not use your data to train their public models
  • Messages are processed in real-time and not permanently retained by AI providers
  • We maintain conversation history in our own secure database

Document Search:

  • Your uploaded documents are processed and stored in a secure database
  • Searches are performed on your data only (multi-tenant isolation)
  • Search results are sent to the AI model to provide accurate, context-aware responses

Data Security

We implement industry-standard security measures:

Encryption:

  • Data in transit encrypted via TLS/SSL
  • Database encryption at rest
  • Secure credential storage (never committed to code)

Access Control:

  • Role-based access for team members
  • Permission checks on every data access
  • Multi-tenant data isolation
  • Secure authentication and authorization

Audit Trails:

  • Comprehensive logs of all data changes
  • User attribution for all actions
  • Timestamp logging for compliance
  • Tamper-resistant audit records

Infrastructure:

  • Regular security updates
  • Automated backups
  • Intrusion detection
  • Rate limiting and abuse prevention

Authentication:

  • SMS-based phone verification
  • Optional email verification for premium features
  • Session management and timeout controls

Data Retention

Active Accounts:

  • Maintenance logs: Retained indefinitely (required for compliance)
  • Conversation history: Retained for 1 year, then archived
  • Aircraft data: Retained while aircraft is active in your account
  • Documents: Retained until you delete them

Inactive Accounts:

  • Conversations auto-archive after 1 year of inactivity
  • Accounts with no activity for 2+ years may be flagged for deletion
  • We will notify you before deleting inactive account data

Deleted Accounts:

  • Personal information deleted within 30 days
  • Maintenance logs anonymized (retained for audit/compliance)
  • Billing records retained per legal requirements (typically 7 years)

Your Rights and Choices

Access and Control

  • View your data: Request a copy of your data at any time
  • Update information: Correct your profile, aircraft, or equipment details
  • Delete data: Request deletion of your account and associated data
  • Export data: Download your maintenance logs, documents, and records

Communication Preferences

  • Opt-out of reminders: Disable maintenance alerts and notifications
  • Control message frequency: Set preferences for proactive notifications
  • Unsubscribe from marketing: We don’t send marketing messages unless you opt in

Account Management

  • Delete aircraft: Remove aircraft from your account
  • Leave teams: Exit team memberships
  • Close account: Delete your account entirely

To exercise these rights, send an SMS to our service number or email privacy@withvectors.com.

Children’s Privacy

vectors is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If we discover we have collected information from a child under 13, we will delete it immediately.

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights:

Right to Know: What personal information we collect, use, and share
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt out of sale of personal information (we don’t sell data)
Right to Non-Discrimination: Equal service regardless of privacy choices

To exercise these rights, contact us at privacy@withvectors.com or via SMS.

European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), UK, or Switzerland:

Legal Basis for Processing:

  • Consent: You provide explicit consent via account creation
  • Contract: Processing necessary to provide the Service
  • Legitimate Interest: Improve service, prevent fraud, ensure security

Your Rights:

  • Access, rectification, erasure, and data portability
  • Restrict or object to processing
  • Withdraw consent at any time
  • Lodge a complaint with your data protection authority

Data Transfers: We use standard contractual clauses for international data transfers.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes are effective when posted. We will notify you of material changes via SMS or email.

Last material change: Initial policy publication

Third-Party Services

Our Service integrates with third-party services (weather, airports, FAA data) that have their own privacy policies. We encourage you to review their policies.

Key Third Parties:

Contact Us

If you have questions about this Privacy Policy or our data practices:

Email: support@withvectors.com
SMS: +1(650)887-5829 Mail: Vectors Aviation, 1123 12TH AVE RD #352, NAMPA, IDAHO 83686-5738

For security issues: security@withvectors.com

Compliance Certifications

We are committed to meeting industry standards:

  • SOC 2 Type II (planned)
  • GDPR compliance
  • CCPA compliance
  • Industry-standard security practices

Summary: We collect information necessary to provide aviation maintenance intelligence via SMS. Your data is used to track aircraft maintenance, respond to queries, and ensure regulatory compliance. We use AI to understand messages and search documents. Data is secured with encryption and access controls. You can access, update, or delete your information at any time.