Terms of service

In short. Your logbook belongs to you and you can export it at any time. You can try the service for free without a card, then pay once for access for as long as the service exists. If we ever had to close The Pilot Log, we would give you at least 90 days’ notice and make sure you get your complete logbook back. We may close accounts that misuse the service. You remain responsible for your official flight records.

1. Who we are (legal notice)

The Pilot Log (thepilotlog.com) is operated by The Pilot Log, tax ID The Pilot Log, Barcelona. Contact: info@thepilotlog.com or the contact form.

By creating an account you confirm that you have read and accept these terms and the privacy policy. We keep a record of the version you accepted and when.

2. The service

The Pilot Log is an online tool to record flight and simulator time in a layout based on the EASA pilot logbook, with automatic totals, night-time calculation, page signatures, statistics and exports.

• You are responsible for your records. Your logbook is a legal document under your licensing authority’s rules. You are responsible for the accuracy of every entry and for keeping your records in the form your authority requires (for example a printed and signed copy).
• Calculations are aids. Totals, night time, take-offs and landings, flight time limits and recency are calculated automatically from what you enter and from public data (sunrise and sunset, airport coordinates). Always check them; they do not replace your own judgement or official sources.
• The Pilot Log is independent and is not affiliated with EASA, any civil aviation authority, Jeppesen or any airline.

3. Your account

• One account is for one pilot. You must give a real name and an email address you can read.
• Keep your password secret, use two-step verification if you can, and tell us immediately if you suspect unauthorised use.
• You must be at least 16 years old, or have the consent of a parent or guardian.

4. Price, payment and right of withdrawal

• Access is sold as a single payment (currently €9.99, VAT included). There is no subscription: nothing renews and you are never charged again. Payments are processed by Stripe; we never see your card details.
• “Lifetime access” means access for as long as we operate the service (see section 9), not for the lifetime of a person.
• Price changes only apply to new purchases.
• Right of withdrawal (EU consumers). The Pilot Log is digital content supplied immediately. Before paying, you expressly ask for access to start at once and acknowledge that you lose your 14-day right of withdrawal once access has started (Directive 2011/83/EU, art. 16(m)). As a goodwill gesture, we nevertheless refund any purchase if you ask us within 14 days of paying.
• If a payment is refunded or reversed, paid access ends; your logbook stays readable and exportable.

Free trial

• When you create an account you can choose a free trial of 30 days instead of paying straight away. No payment card is asked for and nothing is ever charged automatically.
• During the trial you can use every feature on one logbook page (one page of lines in the logbook layout). It is meant to try the service, not to enter a complete logbook.
• When the trial ends, your logbook becomes read-only: you can still sign in, view, print and export everything you entered, but adding or changing flights requires lifetime access. Your data is never deleted because a trial ended.
• The trial can be used once per pilot. We may change or stop offering the trial for new accounts; trials already started keep their end date.

Promo codes

• From time to time we publish promo codes. Depending on the code, it adds free-trial days, lets you log without the one-page limit during the trial, or lowers the price of lifetime access. What a code gives, and any conditions (for example an end date, a maximum number of uses, or new accounts only), are shown when you enter it.
• Each code can be used once per account. Codes have no cash value, cannot be exchanged or combined with other discounts, and do not apply to purchases already made.
• We may end a promotion at any time. What a code already gave you is kept: trial days stay, and a discount applied to your account is honoured when you buy.

5. Your data stays yours

• You own the content of your logbook. We only use it to provide the service to you, as described in the privacy policy. We never sell it.
• You can export your complete logbook at any time, in open formats: PDF in the logbook layout, CSV (Excel) and a full JSON backup.
• If your paid access ends, your logbook is never deleted for that reason: it remains available to read and export.
• We recommend exporting a copy of your logbook from time to time and keeping your signed pages, as you would with any important document.

6. Acceptable use

You agree not to:

• use the service to falsify flight records or to deceive an authority, an employer or anyone else;
• try to access other pilots’ accounts or data, or test, probe, attack or overload the service (including scanning, scraping, automated sign-ups or denial-of-service);
• share, resell or rent your account, or use the service to offer a competing service;
• open several accounts to get more than one free trial or to use a promo code more than once, or otherwise get around the limits of the trial;
• upload malicious code or illegal, offensive or third-party content you have no right to use;
• abuse our support or contact channels, or harass other people.

7. Suspension and closure of accounts by us

We may suspend or close an account that breaks these terms or the law, or that puts the service or other pilots at risk.

• Except in serious cases (attacks on the service, fraud, illegal activity, or where the law requires immediate action), we will first warn you by email and give you a reasonable time to stop.
• When we close an account, we still give you the opportunity to obtain an export of your logbook, unless the law forbids it.
• An account closed for a serious or repeated breach is not entitled to a refund, to the extent permitted by law.
• You can contest any decision by writing to us; we will review it and answer.

8. Availability and changes to the service

We work hard to keep The Pilot Log available and your data safe: everything you write is encrypted, every change is kept in a history, and the whole system is backed up every day to separate, encrypted storage. Even so, as with any online service, interruptions can happen (maintenance, failures of our hosting or other providers, attacks, events outside our control). The service is provided “as is”, without a guarantee of uninterrupted availability. We may improve, change or remove features; we will not remove the ability to export your logbook.

9. If we have to stop the service

We intend to run The Pilot Log for many years. If one day we had to stop it, no pilot will be left without their flight hours. We commit to:

1. at least 90 days’ notice by email and in the app, with the closure date;
2. keep the service, or at least reading and exporting, available during the whole notice period;
3. send every pilot, before the closure date, an email with a link to download their complete logbook (PDF, CSV and full JSON backup);
4. after the closure date, keep an encrypted copy of each logbook for 12 more months, so we can send it to any pilot who asks, and then delete it securely;
5. where possible, offer a way to move your logbook to another service.

If the service stops less than 12 months after your purchase, we refund the part of the price corresponding to the remaining months of that first year. Beyond that, no refund is due when the service stops, without prejudice to your mandatory rights as a consumer.

If an event outside our control (for example the sudden failure of a provider) made it impossible to keep these deadlines, we will do everything reasonably possible — including restoring our off-site encrypted backups — to give every pilot their data back.

10. Liability

• We are not liable for decisions taken on the basis of the information in your logbook, for entries you made, or for the consequences of not keeping your official records as your authority requires.
• We are not liable for indirect or consequential losses (such as loss of income or opportunities).
• Otherwise, our total liability is limited to the amount you paid us in the 12 months before the event giving rise to the claim.
• Nothing in these terms limits liability for intent or gross negligence, for death or personal injury, or any other liability that cannot be limited by law, nor your mandatory rights as a consumer.

11. Intellectual property

The software, design, texts and brand of The Pilot Log belong to the operator. You receive a personal, non-transferable right to use the service. Your logbook content remains yours.

12. Changes to these terms

We may update these terms, for example to reflect new features or changes in the law. We will tell you at least 30 days before important changes take effect, and ask you to accept the new version when you next use the app. If you do not agree, you can export your data and close your account at any time.

13. Law and disputes

These terms are governed by Spanish law. If you are a consumer, you keep the protection of the mandatory rules of your country of residence and may go to the courts of your place of residence. Please write to us first: most issues can be solved quickly.

14. Contact

info@thepilotlog.com · Contact form