Flightcase Help

Privacy Policy

This policy explains what Flightcase collects across the website and service, how it is used, and how operational messaging data is handled.

Scope

This Privacy Policy applies to the Flightcase website, public pages, customer workspaces, support tools, client-facing document portals, and operational communication features. It covers how information is collected, used, stored, and disclosed when you browse the site, create an account, submit information, use the service, or receive transactional communications from Flightcase.

Effective April 16, 2026 Applies to website + app + portals Transactional SMS included

Information we collect

Account and workspace information

We collect names, email addresses, company and workspace information, billing details, plan information, and account settings needed to provide the Flightcase service.

Operational and customer data

We collect event records, show data, inventory, venue data, crew data, documents, quotes, invoices, client approvals, support requests, communication records, uploaded files, and other workflow data that customers choose to store in Flightcase.

Usage, device, and security data

We may collect IP address, browser and device information, request logs, authentication events, session activity, error data, delivery status data, and other technical information used to secure and operate the platform.

Website forms and support submissions

If you use public forms such as support or contact flows, we collect the information you submit, such as your name, company, email address, and message content.

How we use information

Operate the service Support customers Process billing Secure accounts Send transactional notifications

We use information to deliver the product, run production and warehouse workflows, generate and deliver documents, support customer accounts, process payments and subscriptions, protect the service, investigate issues, and improve system reliability.

Legal bases for processing

Where GDPR or similar privacy laws apply, Flightcase processes personal information only when a legal basis applies. Depending on the context, this may include performing a contract, taking requested pre-contract steps, complying with legal obligations, pursuing legitimate interests such as security and service reliability, protecting vital interests in operational safety contexts, or relying on consent where consent is required.

Customers are responsible for making sure information they enter into a workspace is collected and used lawfully, including crew, client, vendor, and event contact data.

Cookies, sessions, and analytics-like data

Flightcase uses cookies, session identifiers, and similar technical mechanisms to keep users logged in, maintain workspace state, protect forms, and support core product functionality. We may also retain operational logs and request metadata for troubleshooting, fraud prevention, and service monitoring.

Optional analytics and marketing storage are disabled by default unless they are configured and allowed through the privacy choices panel.

Cookie & Storage Notice

SMS and mobile information

Important: Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

Flightcase may send transactional SMS messages related to scheduling, logistics, staffing, account activity, client approvals, invoices, document actions, and show operations. We store mobile numbers, consent status, message status, and related operational context only as needed to support those workflows.

SMS consent is not sold or shared for advertising. Recipients can opt out of SMS at any time by replying STOP. For help, reply HELP.

How we share information

We may share information with service providers that help us operate Flightcase, such as hosting, email, payment, support, mapping, file, and messaging vendors. Those providers may process information only to deliver the service or support Flightcase operations.

We may also disclose information if required by law, to enforce our terms, or to protect the rights, safety, and integrity of Flightcase, our customers, or the public.

We do not sell personal information or mobile opt-in data for marketing use.

Retention

We retain information for as long as needed to provide the service, maintain customer records, support production and financial audit trails, comply with legal obligations, resolve disputes, and enforce agreements. Retention may vary depending on the type of record and the operational purpose it serves.

Workspace admins can export matching subject records, anonymize direct identifiers for approved erasure requests, and clean up expired reset tokens, portal links, mobile API tokens, stale error events, and inactive security throttling records from the Privacy & Data admin area.

Security

We use reasonable administrative, technical, and organizational measures to protect information handled through Flightcase. No service is completely secure, and we cannot guarantee absolute security, but we work to reduce risk and improve reliability over time.

International transfers and vendors

Flightcase and its service providers may process information in the United States or other locations where infrastructure, support, payment, messaging, email, mapping, file, and operational vendors are located. When legally required, transfers should be supported by appropriate safeguards through the relevant service provider terms or data processing terms.

Subprocessors & Service Providers

Your privacy rights

Depending on where you live and how Flightcase handles the data, you may have rights to request access, correction, deletion, portability, restriction, objection, or withdrawal of consent. Some requests may be limited where records must be retained for legal, contractual, accounting, fraud-prevention, security, or operational safety reasons.

Use the privacy request form to start a request. We may ask for information needed to verify identity, workspace authority, and the records involved.

Make a Privacy Request