FlightHired Privacy Policy
FlightHired LLC (“FlightHired,” “we,” “our,” or “us”) values your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website and services (the “Platform”). Where we rely on your consent, for example to send you marketing emails, we ask for it separately, and you can withdraw it at any time.
1. Information We Collect
We collect the following categories of information. Most profile fields are optional; the ones the Platform requires are marked on the form. The more you complete, the better Eligibility Match and the Crew Directory work for you.
Account Information. Your name, email address, phone number, password (stored only in hashed form), and the profile details you provide when you register.
Candidate Profile Information. Your resume and CV files, photo, headline, links you add (for example LinkedIn), flight hours (total and by category), certificates and ratings, type ratings, medical certificate class and expiry date, visa or work authorization, nationality or country of residence, work history, education, availability, salary expectations, job preferences, and job alert settings. We do not ask for medical records, examination results, or images of your certificates. An employer may ask you for these in its own hiring process; if you attach them to an application or a message on the Platform, we store them as part of that application or message.
Employer Information. Company name, logo, description, type of operation, contact details, job postings, screening requirements, and the people authorized to use the employer account.
Payment Information. Your billing name, billing address and country, and the last four digits and brand of your payment card. Full card details are collected and stored by our payment processor, Stripe, never by FlightHired. Paid subscriptions are sold and billed by “Sold through Link, LLC”, the Stripe entity that acts as merchant of record (“Link”). Stripe and Link handle your payment details under their own privacy policies (stripe.com/privacy and link.com/privacy). FlightHired receives your name, email address, billing country and state, and the status of each transaction, which we need to manage your subscription.
Technical Data. Your IP address, browser type, device information, the pages you view, and usage data collected through cookies and similar technologies.
Resume Help Requests. If you ask us to rewrite or rebuild your resume, the resume, notes, and contact details you send us for that purpose, and the draft we return to you.
Communication Data. Messages between candidates and employers, job applications (including the CV and intro note sent with them), reports of job listings or companies, company submissions, contact-form messages, newsletter sign-ups, and other inquiries you submit through the Platform. Contact-form messages and newsletter sign-ups are delivered to our mailbox. Newsletter addresses are added to our mailing list, which is held by our email marketing provider (currently ActiveCampaign), are used only to send you FlightHired updates, and every update carries an unsubscribe link.
2. How We Use Your Information
We use your information to:
We process personal information on the basis of your consent, our need to perform our services for you, our legitimate business interests, and our legal obligations.
2.1 Automated Matching and Screening
Eligibility Match compares the hours, certificates, and preferences on your profile with the requirements on each listing and shows you a label. It is informational and changes nothing about your account.
Smart Screening lets an employer set minimum requirements for a listing, such as total time or a certificate. When your profile does not meet one, the Platform tells you which requirement it is and does not submit the application; you can update your profile and apply once the requirement is met. The requirements are set by the employer, and the employer makes every hiring decision. Neither Eligibility Match nor Smart Screening guarantees an interview, a job offer, or any response from an employer. If you believe a screening requirement is wrong, or that you meet it on another basis, you can ask for a human review: email contact@flighthired.com with the listing link. We pass your request to the employer, who decides, and we tell you the outcome; if the employer does not respond within 14 days, we tell you that too. If the block was caused by an error on the Platform, we correct it and let you apply.
Beyond matching, job alerts, the aggregated statistics described above, and fraud and abuse detection, we do not profile you.
2.2 How We Use Artificial Intelligence
FlightHired uses artificial intelligence (AI) in four ways. Each one is described here so you know what happens to your information.
Resume and job parsing. When you upload a resume, or paste a job description, an AI model reads it and fills in the form for you. This model runs on server capacity that FlightHired rents for the purpose (hosted by RunPod). Your resume and job text are processed on that server, are not sent to a public AI service, and are not used to train any model. The result is shown to you for review and correction before anything is saved.
Job description drafting. FlightHired staff, and employers creating a listing, can use an AI writing tool to draft a job description. The job details entered for that listing (title, aircraft, requirements, and anything else typed into the tool) are sent to OpenAI’s API to produce a draft, which is reviewed and edited before publishing. FlightHired never supplies candidate resumes, profiles, applications, or messages to this tool, and our Terms prohibit users from entering candidate information into it. Under OpenAI’s API terms, data sent through the API is not used to train OpenAI’s models; OpenAI may keep API inputs for a limited period (currently up to 30 days) to monitor for abuse, and we keep the API data-sharing options switched off.
Resume writing help. When you ask us to rewrite or rebuild your resume, whether free or for a fee, we use AI writing tools from providers such as OpenAI (ChatGPT) and Anthropic (Claude); the tools we use may change over time. The resume text and notes you send us are entered into those providers’ services to produce a draft, which our staff review before we return it to you. Those providers handle what we enter under their own terms of service and privacy policies, not ours. Depending on the service and its settings, a provider may keep the material for a period and may use it to improve its models. We do not control this and cannot promise that it will not happen. Before you ask for resume help, please read those providers’ privacy policies (we will tell you which tools we are using if you ask), and leave out anything you do not want shared with them, such as your home address, date of birth, passport or licence numbers, and your references’ contact details. By sending us your resume for a rewrite, you agree to this processing; where the law of your country requires a separate consent, we will ask for it before we start. We send only the material you give us for the rewrite, never your account data, applications, or messages. We keep your request, the material you sent, and the draft for up to 12 months after delivery so that we can answer questions about it, then delete them; you can ask us to delete them sooner at any time.
Drafting and checking our messages. When you write to us through the contact form, by email, or on social media, and when we reply or send you a message, our staff may use AI writing tools from providers such as OpenAI (ChatGPT) and Anthropic (Claude) to draft, correct, or review the text before it is sent. This means the content of your message to us, and of our reply, may be entered into those providers’ services, which handle it under their own terms and privacy policies, as described above. A member of our staff always reads and approves what we send you. Please do not include passwords, payment card numbers, or government identification numbers in messages to us; we never ask for them by message.
2.3 Automated Security Monitoring
FlightHired uses automated systems to detect suspicious activity, unauthorized access, fraud, spam, and misuse of the Platform, and to protect our data and our users. These systems use technical and account activity information (for example, request rates, IP addresses, and access patterns) to flag unusual behavior and may temporarily restrict access to certain features or accounts. As part of this, the Black Book contains a small number of fictitious company entries placed to detect copying; they contain no real person’s information. Automated restrictions may occasionally affect legitimate users. If you believe your access was restricted in error, email contact@flighthired.com and a member of our staff will review it.
3. U.S. Operations and International Users
FlightHired operates from the State of Arizona, United States. The Platform is available worldwide and lists job opportunities in the United States and in other countries. Your information is transferred to, processed, and stored in the United States and is subject to U.S. law, which may differ from the law of your country. By using the Platform you agree to this transfer. Where the law of your country requires an additional safeguard for the transfer, we will put one in place or ask for your separate consent.
If you apply for or pursue an opportunity outside the United States, you are responsible for understanding and complying with the laws and requirements of the country where the opportunity is located.
Where the law of your country gives you rights to access, correct, delete, restrict, or object to the processing of your personal information, or to data portability, you can exercise them by contacting us as described in Section 8. We honor these rights for all users, wherever they live.
4. How We Share Your Information
We do not sell your personal data. We share your information only as follows.
Employers and recruiters. When you apply for a job, the employer receives your application, the CV you chose, your intro note, and your profile. Your candidate profile is shown to employers with Crew Directory access, who can view it and contact you through the Platform. Once an employer has received your information, its use is governed by that employer’s own privacy practices, and you should contact the employer directly with any request about that copy.
AI services. As described in Section 2.2, the resume and job text you upload is processed by our own parser on rented server capacity (RunPod); job details entered into the job description tool go to OpenAI; and material you send us for resume help, and the content of messages we exchange with you, may be entered into AI writing tools from providers such as OpenAI and Anthropic.
Payment partner. “Sold through Link, LLC”, the Stripe entity that acts as merchant of record (“Link”), sells and bills paid subscriptions and processes your payment details under its own privacy policy (link.com/privacy).
Service providers. Third parties that support our operations under contracts that limit their use of your data. They currently include Stripe (payment processing), DigitalOcean (hosting and file storage), RunPod (server capacity for our resume and job parser), OpenAI and Anthropic (resume drafts when you ask for resume help, and help drafting or checking our messages; OpenAI also drafts job descriptions from employer-entered job details), other AI writing tools we may use for the same purposes from time to time, and our email marketing provider (currently ActiveCampaign) for our newsletter and marketing emails. Some pages also load content directly from companies that are not our processors: web fonts from Google, and map images from OpenFreeMap (openfreemap.org) on the Black Book page. Those companies receive your IP address and standard browser information when the content loads, under their own privacy policies. We plan to use Google Analytics for usage statistics; when it is switched on, we will update this policy and list it here.
Legal authorities. When required to comply with applicable laws, regulations, or legal process, or to protect our rights, our users, or the public.
Business transfers. If FlightHired is involved in a merger, acquisition, or sale of assets, your information may be transferred to the successor, who must honor this Privacy Policy.
When you contact an employer or recruiter directly using information shown on the Platform, such as an email address, anything you share is governed by that third party’s practices and not by FlightHired.
5. Profile Visibility and the Crew Directory
When you create a candidate profile, it is shown to employers who use the Crew Directory so that they can find and contact you. This is a core part of the service, and profiles cannot be hidden individually. Only employers who have created an employer account, accepted our Terms & Conditions (which prohibit copying or harvesting profiles), and hold a package with Crew Directory access can view the directory. Employers see your public profile: your name, photo, headline, city and country, any links you add (for example LinkedIn), your flight hours range, certificates, the month you joined, your “About” text, education, work history, highlights, and aircraft experience (time in type and training). If you have uploaded a CV, employers can view and download it from your profile, and it contains whatever you put in it, which may include your email address, phone number, home address, and other personal details. Your email address and phone number are not shown as profile fields; outside your CV, an employer reaches you through the Platform’s messaging, and sees your contact details when you apply to that employer or reply to it. Think about what you include in the CV you upload, since every employer with Crew Directory access can download it. Employers view profiles one at a time through the Platform; bulk download of the Crew Directory is not permitted under our Terms & Conditions. The Featured Candidate add-on shows your profile ahead of non-featured profiles in Crew Directory results. If you no longer want to be listed, you can close your account (Section 8) and your profile is removed from the directory and from future searches. Copies an employer has already received through an application or downloaded remain with that employer under its own privacy practices.
6. Business Information in the Black Book
The Black Book is a directory of aviation companies. It contains business information (company names, bases, fleets, operation types, careers links, and general contact details) compiled from public sources and from submissions by users. Where an entry includes the name of a contact person, that is business contact information published by the company. A company, or an individual named in an entry, may request a correction or removal by emailing contact@flighthired.com with the page link and the change requested. We aim to respond within 10 business days, and we may modify, restrict, or remove the information while we review the request, subject to applicable law.
7. Data Retention
We keep personal information for as long as we need it to provide our services and for the purposes described in this Privacy Policy. When an account is closed, the profile information is removed from the active Platform as described below. Certain records, including applications, messages, billing records, security logs, and records we must keep by law, are kept for the periods set out here. Information you have already shared with an employer or another user remains with that recipient under its own privacy practices, and our Terms & Conditions explain which licenses continue after an account is closed.
We may keep limited information longer for specific reasons: records needed to honor an unsubscribe or deletion request, records of fraud, abuse, or unauthorized copying needed to enforce our Terms & Conditions, records we must keep by law, and information involved in a legal claim. Deletion requests are subject to these retention periods and may not result in the immediate removal of all data.
8. Your Privacy Rights
Anyone can ask us to do the following. The law guarantees some of these rights only in certain places, but we honor them for all users.
You can update most of your information yourself in My Profile and Settings, and unsubscribe from marketing emails using the link in each email. To close your account and have your data deleted, or for anything else, email contact@flighthired.com from the address on your account; an in-app delete option will be offered where available. We may need to verify your identity before acting on a request. We respond within 45 days, or sooner where your local law sets a shorter time (for example, one month under the GDPR), and we will tell you if the law allows us an extension and why.
8.1 California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA).
Your rights. Subject to certain limitations, California residents have the right to:
Categories of personal information collected. The categories we collect are described in Section 1 and include identifiers (such as name, email address, and IP address), professional or employment-related information (such as flight hours, certificates, and work history), commercial information (such as purchase records), internet or network activity (such as usage data), and communications and user-submitted content.
How we use and share information. We collect and use personal information as described in Section 2 and share it as described in Section 4.
No sale of personal information. FlightHired does not sell your personal information and does not share personal information for cross-context behavioral advertising.
Exercising your rights. To exercise your California privacy rights, contact us at contact@flighthired.com. We may need to verify your identity before processing your request. You may designate an authorized agent to make a request on your behalf.
Non-discrimination. We will not discriminate against you for exercising any of your privacy rights under California law.
9. Cookies and Tracking Technologies
FlightHired currently sets three cookies:
We do not currently run advertising cookies, analytics cookies, or tracking pixels. Payments happen on Stripe’s own checkout page, which sets its own cookies under Stripe’s privacy policy. Some pages load content from other companies (web fonts from Google, and map images from OpenFreeMap on the Black Book page); those companies receive your IP address and standard browser information when the content loads.
If we add analytics to the site in future (for example Google Analytics), or tracking of whether you open or click our emails, we will update this section, say what each one does, ask for your consent where the law requires it, and give you a way to opt out where it does not. You can control or disable cookies through your browser settings; signing in will not work without the sign-in cookie. We honor Global Privacy Control (GPC) signals as a request to opt out of the sale or sharing of personal information; because we do not sell or share personal information, no further action is needed. The Platform does not respond to the older “Do Not Track” signal.
10. Data Security
We use reasonable administrative, technical, and physical safeguards to protect your personal information, including encryption in transit, hashed passwords, secure servers, access controls, and monitoring for unauthorized access.
No method of transmission over the internet or of electronic storage is completely secure, and we cannot guarantee absolute security. If we learn of a security breach affecting your personal information, we will notify you and any regulators as required by applicable law.
11. Children’s Privacy (Under 18)
FlightHired is not intended for anyone under the age of 18, and individuals under 18 may not use the Platform. By using the Platform, you confirm that you are at least 18 years old.
We do not knowingly collect personal information from anyone under 18. This includes photos: your profile photo must show only you, and you may not upload a photo that shows a minor. If we learn that we have collected personal information from or about someone under 18, we will delete it promptly, subject to any record we are required by law to keep.
If you are a parent or legal guardian and believe that a minor has provided us with personal information, please contact us at contact@flighthired.com.
12. Third-Party Websites
The Platform contains links to third-party websites, including employer career pages and external application systems. Once you leave FlightHired, this Privacy Policy no longer applies. We are not responsible for the privacy practices, content, or security of third-party websites, and we encourage you to read their privacy policies before providing personal information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last Updated” date, and we will email account holders about material changes at least 14 days before they take effect. Your continued use of the Platform after changes are posted means the updated Privacy Policy describes how we handle your information from that date. Where a change involves a new use of your information that requires your consent, we will ask for that consent separately rather than rely on your continued use.
14. Contact Us
If you have any questions about this Privacy Policy or your data, please contact us at:
FlightHired LLC
16211 N. Scottsdale Rd, PMB 242, Scottsdale, AZ 85254
contact@flighthired.com