Privacy Policy

Last updated 2 September 2026

1. Who we are

AFE Cloud Pro (afecloudpro.online) is operated by Hikoki Publications Limited, a company registered in England and Wales. This notice explains how personal data is handled on this website.

AFE Cloud Pro is used by flying schools to run their operations. For the records a school keeps about its members — bookings, training records, invoices and the like — the school is the data controller and we process that data on its instructions under our agreement with it. Please see your school's own privacy notice for how it uses your data. We are the controller for the limited data we hold in our own right, such as account sign-in and security records, and for our correspondence with you.

2. The data handled here

• Account details — your name, email address and password (stored only as a one-way hash), and where a school records them, your phone number, postal address and next of kin.
• Operational records — bookings, training records, flight and aircraft technical log entries, licence, rating and medical expiry dates, and any photographs, documents or signatures uploaded.
• Payments — where you pay through the website, card details go directly to our payment processors. We never see or store card numbers; we keep a reference to the transaction and its status.
• Communications — messages sent through the website, support requests, and a record of the emails the system sends you.
• Technical data — your IP address, browser type and a log of sign-in activity, kept for security.

3. How it is used, and on what basis

• To provide the service your school has contracted for — performance of a contract, or our and the school's legitimate interests in running it.
• To keep the website secure — detecting fraud, abuse and unauthorised access; our legitimate interest.
• To meet legal obligations — including aviation record-keeping and accounting requirements.
• To send service emails — account activation, password resets, booking confirmations, reminders and receipts. Optional emails can be switched off using the preferences link at the foot of every message.
• AI-assisted features — where a feature uses automated document or handwriting recognition, the content submitted for it is processed by our AI provider, Anthropic, solely to provide that feature.

4. Who it is shared with

• Your flying school — the school whose account you belong to sees the records it needs to run its operations. Schools cannot see one another's data.
• Service providers acting on our instructions — Stripe and Rapyd (payments), Postmark (email delivery), Anthropic (AI features), DigitalOcean (hosting and file storage) and Cloudflare (protecting public forms from automated abuse).
• Authorities — where the law requires it.

We do not sell personal data, and we do not share it with advertisers.

5. International transfers

Some of these providers process data outside the United Kingdom. Where they do, transfers are made under UK-recognised safeguards such as the International Data Transfer Agreement or an adequacy decision.

6. How long it is kept

Operational records are kept for as long as the school needs them to meet its own legal and regulatory obligations, and in line with our agreement with the school. Sign-in and security logs are kept for a limited period. When an account is closed we delete or anonymise personal data, except where it must be retained by law — for example, financial records.

7. Security

Data is encrypted in transit, passwords are stored only as salted hashes, access is limited to those who need it, and each flying school's data is isolated from every other school's. No system is perfectly secure; if we become aware of a breach affecting you we will act promptly and, where required, notify the school and the ICO.

8. Your rights

You have the right to ask for a copy of your personal data, to have inaccuracies corrected, to have data erased, to restrict or object to certain processing, and to receive your data in a portable format. Where we rely on consent you may withdraw it at any time. Because your school is the controller of its own records, please address requests about those records to your school in the first instance; if you contact us at system@afecloudpro.online we will pass the request on and assist the school in answering it. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

9. Cookies

This website uses only the cookies it needs to work: a session cookie to keep you signed in and a security token that protects forms from forgery. Our bot-protection provider may set a cookie on public forms. We do not use advertising or tracking cookies.

10. Children

Accounts are created by, or at the direction of, a flying school. Schools are responsible for obtaining appropriate consent for any student under 18. If you believe data about a child is held without proper authority, please contact us and we will act promptly.

11. Changes to this notice

We will update this page when our practices change and show the date at the top.

12. Contact

Questions about this notice: system@afecloudpro.online, or write to us at the address above.