Privacy Policy
- Effective:
- October 30, 2026
- Last updated:
- October 30, 2026
- Applies to:
- Worldwide
How Kármán Ops collects, uses, stores and protects information in the Kármán Ops app for iPhone and iPad (the “App”) and at karmanops.com, including the web console (the “Site”).
1. Who we are
Kármán Ops is operations software for business aviation flight departments, provided by Karman Logs LLC (“we”, “us”), a limited liability company based in Florida, United States. You can reach us at privacy@karmanops.com or by mail at 9701 NE 2nd Ave #2174, Miami Shores, FL 33138, United States.
Your company and us. Kármán Ops is used by companies (“your company”) for their crews and staff. Your company decides who joins, what is recorded about its crew, passengers, aircraft and flights, and who in the company can see it. For that operational information your company is the controller and we process it on its behalf, following its instructions. For your account, the Site, support requests and the security of the service, we are the controller. If you have a question about a record your company keeps about you, you can ask your company or us.
2. Information we collect
We collect what is needed to run the service your company uses, and nothing for advertising.
| Category | What it includes | Why |
|---|---|---|
| Account | Your name, email address, role, company, admin status, sign-in records, and the public key of any passkey you create. | To create and secure your account and link it to your company and crew profile. |
| Crew records | Name, contact details, photo, date of birth, nationality, passports and visas (numbers, dates, scans), pilot certificates, medical certificate class and dates, training and currency events, emergency contacts, aircraft assignments. | So your company can schedule, dispatch and keep its crew current and legal. |
| Passenger records | Names, dates of birth, nationality, passports and visas (numbers, dates, scans) and the legs they fly. | For trip manifests and border and customs requirements. |
| Flights and trips | Trips, legs, airports, times (OUT, OFF, ON, IN), crew seats, services, Flight Log sheets with signatures, duty periods, schedules, time off and per diem. | The core of the service: planning, recording and closing out flights. |
| Aircraft | Aircraft, engines, hours and cycles, MEL deferrals, maintenance, inspection and document records, and the aircraft’s live position and status when your company connects a tracking provider. | Airworthiness and dispatch readiness. |
| Expenses | Receipts and invoices (images and PDFs), vendors, amounts, the last four digits of a card, fuel tickets and bills, and card statements an admin imports. | Expense reporting, reimbursement and cost per flight for your company. |
| Device and notifications | Push notification tokens, Live Activity tokens, notification preferences, time zone and app version. | To send the notifications you choose and show live flight progress on your Lock Screen. |
| Support | What you send us when you write to us. | To answer you. |
What we don’t collect. The App has no advertising, no third-party analytics and no tracking across other companies’ apps or websites. It contains no analytics or crash-reporting SDK. Face ID and passkeys are handled by Apple on your device; we never receive your face data or your passkey’s private key.
Device permissions. The camera and photo library are used only for what you choose to scan or attach. Your location is used, only while you use the feature, to sort nearby VOR stations when you log a VOR check; it stays on the device and is not sent to us. Calendar access is used only to add flights to your calendar when you ask.
Sensitive information. Passports, visas, dates of birth and medical certificate details are sensitive. They are recorded because flight operations require them, are visible only to members of the company that recorded them, and are never used for any other purpose. Medical records hold the certificate class, dates, limitations and a copy of the certificate, not health history.
3. How we use information
- Provide the App and the console, and keep your company’s data in sync across devices.
- Authenticate you and keep accounts and data secure.
- Send the notifications and emails the service is built around: trip changes and reminders, signed Flight Log PDFs to the pilots on them, trip requests to the dispatcher address your company sets, and invitations from your admins.
- Read documents you scan, as described in Section 6.
- Answer support requests, fix problems, and comply with the law.
We do not sell personal information, we do not use it for advertising, and we do not build profiles of you.
4. Legal bases (EEA and UK)
- Contract: to provide the service to your company and your account.
- Legitimate interests: to keep the service secure, prevent misuse, and improve it.
- Legal obligation: where the law requires us to process or keep data.
- Consent: for sending a document to an AI service (Section 6) and for notifications; you can withdraw it at any time in the App or in iOS Settings.
For operational records your company is the controller and chooses its own legal basis, typically its contract with you and its legal obligations as an aircraft operator.
5. Where data is stored and who processes it
Your company’s data is stored with Supabase in the United States (East US, Ohio). Each provider below receives only what it needs to do its job for us.
| Provider | Role | Data involved |
|---|---|---|
| Supabase | Database, sign-in, file storage and server functions. | All of the categories above. |
| Vercel | Hosts the Site and the web console. | Pages you request, your IP address and the sign-in cookie. |
| Anthropic | Reads scanned documents with Claude, only with your permission (Section 6). | The image or PDF being read and the fields returned. |
| Resend | Sends the service’s emails. | Recipient addresses and the email content, such as a signed Flight Log PDF. |
| Apple | Push notifications and Live Activities; passkeys in iCloud Keychain; on-device reading with Apple Intelligence; maps. | Device tokens and notification content; map areas shown. |
| Satcom Direct and FlightAware | Aircraft position and OUT / OFF / ON / IN times, when your company connects them. | Your company’s aircraft registrations. No crew or passenger data is sent. |
| ForeFlight | Flight time and fuel estimates, when your company connects it. | Aircraft registration, airports, departure time and altitude. |
| Currency rate and chart services | Exchange rates for foreign receipts; FAA chart tiles on the map. | Currency codes and dates; the map area shown. No personal data. |
6. Reading documents with AI
When you scan a passport, receipt, fuel ticket, card statement or maintenance report, the App first tries to read it on your device (with Apple Intelligence where available). When the device can’t, the App can send the image or PDF to Anthropic through the Claude API to read it. The App asks your permission before it sends anything, and you can change your answer at any time in Settings › Receipt Scanning › Read with Claude. With it off, nothing is sent and you fill in the fields yourself.
Anthropic processes the document as our service provider only to return the reading. Under Anthropic’s commercial API terms, inputs and outputs are not used to train its models and are kept only for limited operational and safety purposes. We keep the document itself in your company’s records, as you saved it.
7. Who in your company sees what
Data is shared only within the company that recorded it, according to the roles your company assigns. Admins manage people, settings and the company’s records. Crew see the trips, aircraft and records their work needs. Your calendar subscription link is private to you; anyone you give it to can see the flights in it, and you can reset it in the App.
8. International transfers
We are based in the United States and our providers process data in the United States and other countries. Where we transfer personal data from the EEA or UK, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (and the UK Addendum) or other lawful transfer mechanisms.
9. Retention and deletion
- Your account. You can delete it in the App: Settings › your name › Delete Account. This removes your sign-in, email address, passkeys and notification registrations, and clears the App’s data from that device.
- Your company’s records. Your crew profile, flight logs, legs, signatures and receipts are your company’s operating records and stay with your company after your account is deleted, because operators must keep them. To have them corrected or removed, ask your company, or write to privacy@karmanops.com and we will work with your company on your request.
- When a company leaves. We keep a company’s data while it uses Kármán Ops. When it stops, we delete or anonymize its data on its request, or after a reasonable period for it to take a copy, unless the law requires us to keep it longer.
- Deleted items in the App are first hidden and kept on our servers so they can be recovered if deleted by mistake.
10. Security
Data is encrypted in transit, stored with access rules that keep each company’s data to its own members, and protected by passkeys or passwords. Signed Flight Logs are locked against change. No system is perfectly secure, but we work to protect your data and to act quickly if something goes wrong.
11. Children
Kármán Ops is a professional tool for flight department staff. It is not directed to children, and accounts are not offered to anyone under 16. Passenger records of minors are entered by a company only for its trips.
12. Your rights
Depending on where you live, you may have the right to:
- Access the data held about you, and receive it in a portable format.
- Correct inaccurate data.
- Delete your data, subject to records your company must keep.
- Restrict or object to certain processing.
- Withdraw consent where we rely on it, such as reading documents with AI.
Write to privacy@karmanops.com. For records your company controls we may pass your request to your company. You will not be charged or treated differently for exercising your rights. In the EEA or UK you may also complain to your data protection authority.
13. California privacy rights
California residents may ask to know, access, correct and delete their personal information and may not be discriminated against for doing so. We do not sell personal information and do not share it for cross-context behavioral advertising. Requests go to privacy@karmanops.com; we may need to verify your identity.
14. Cookies
The Site and the console use only the cookies needed to keep you signed in. There are no analytics, advertising or tracking cookies.
15. Trader information
- Trader: Karman Logs LLC
- Address: 9701 NE 2nd Ave #2174, Miami Shores, FL 33138, United States
- Email: support@karmanops.com
- Phone: +1 (415) 471-0798
16. Changes to this policy
We will update this policy as the service changes. When a change is material we will update the dates above and, where appropriate, tell you in the App or by email.
17. Contact
- Email: privacy@karmanops.com
- Mail: Karman Logs LLC, 9701 NE 2nd Ave #2174, Miami Shores, FL 33138, United States