Flight Management App — Privacy Policy

Version: 1.0 - Effective 26 August 2026

Flight Management App ("FMA", "we", "us", "our") respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how FMA collects, uses, stores, discloses and protects personal information when customers, users, passengers, staff, agents, contractors and website visitors access or use FMA.

By accessing or using FMA, you acknowledge that your personal information may be collected, used and disclosed in accordance with this Privacy Policy.

1. Scope

This Privacy Policy applies to:

  1. 1.1 FMA software and applications;
  2. 1.2 FMA websites;
  3. 1.3 customer portals;
  4. 1.4 booking portals;
  5. 1.5 support services;
  6. 1.6 communications with FMA; and
  7. 1.7 related services provided by FMA.

This Privacy Policy does not apply to third-party websites, services or applications that may be linked from FMA.

2. Information We Collect

The information collected depends on how FMA is used. Below are examples of information we may collect.

2.1 Customer Account Information

We may collect:

  1. 2.1.1 name;
  2. 2.1.2 business name;
  3. 2.1.3 email address;
  4. 2.1.4 telephone number;
  5. 2.1.5 billing details;
  6. 2.1.6 subscription information;
  7. 2.1.7 domain information;
  8. 2.1.8 account preferences; and
  9. 2.1.9 communications with us.

2.2 Passenger Information

Customers may enter passenger information into FMA, including:

  1. 2.2.1 name;
  2. 2.2.2 contact details;
  3. 2.2.3 booking information;
  4. 2.2.4 flight information;
  5. 2.2.5 accommodation details;
  6. 2.2.6 transfer details;
  7. 2.2.7 passenger weights;
  8. 2.2.8 baggage weights;
  9. 2.2.9 manifests;
  10. 2.2.10 travel records; and
  11. 2.2.11 operational notes.

2.3 Staff and Pilot Information

Customers may store:

  1. 2.3.1 employee names;
  2. 2.3.2 contact information;
  3. 2.3.3 positions and roles;
  4. 2.3.4 pilot licence numbers;
  5. 2.3.5 licence expiry dates;
  6. 2.3.6 medical expiry dates;
  7. 2.3.7 qualifications;
  8. 2.3.8 training records;
  9. 2.3.9 compliance records;
  10. 2.3.10 scheduling information; and
  11. 2.3.11 operational responsibilities.

2.4 Agent and Business Partner Information

Customers may store information relating to:

  1. 2.4.1 travel agents;
  2. 2.4.2 lodges;
  3. 2.4.3 charter operators;
  4. 2.4.4 suppliers;
  5. 2.4.5 contractors; and
  6. 2.4.6 other business partners.

2.5 Payment Information

FMA may record payment-related information including:

  1. 2.5.1 transaction references;
  2. 2.5.2 payment status;
  3. 2.5.3 invoice details;
  4. 2.5.4 billing information; and
  5. 2.5.5 payment provider identifiers.

FMA does not store full payment card numbers.

2.6 Technical and Usage Information

We may automatically collect:

  1. 2.6.1 IP addresses;
  2. 2.6.2 browser information;
  3. 2.6.3 device information;
  4. 2.6.4 operating system information;
  5. 2.6.5 login timestamps;
  6. 2.6.6 access logs;
  7. 2.6.7 audit logs;
  8. 2.6.8 usage metrics;
  9. 2.6.9 security logs;
  10. 2.6.10 error reports;
  11. 2.6.11 activity records; and
  12. 2.6.12 interactions with FMA.

2.7 Support Information

Where you contact support, we may collect:

  1. 2.7.1 support requests;
  2. 2.7.2 screenshots;
  3. 2.7.3 attachments;
  4. 2.7.4 communications;
  5. 2.7.5 diagnostic information; and
  6. 2.7.6 troubleshooting information.

3. How We Collect Information

We may collect information:

  1. 3.1 directly from users;
  2. 3.2 directly from customers;
  3. 3.3 through online forms;
  4. 3.4 through bookings;
  5. 3.5 through user accounts;
  6. 3.6 through support requests;
  7. 3.7 through system logs;
  8. 3.8 through integrations;
  9. 3.9 through APIs;
  10. 3.10 from third-party service providers; and
  11. 3.11 from authorised representatives.

4. Why We Collect Information

We collect information for purposes including:

  1. 4.1 providing FMA services;
  2. 4.2 managing subscriptions;
  3. 4.3 processing payments;
  4. 4.4 maintaining customer accounts;
  5. 4.5 providing support;
  6. 4.6 generating manifests and reports;
  7. 4.7 enabling scheduling functionality;
  8. 4.8 enabling operational workflows;
  9. 4.9 maintaining audit trails;
  10. 4.10 protecting system security;
  11. 4.11 detecting fraud;
  12. 4.12 troubleshooting issues;
  13. 4.13 communicating with users;
  14. 4.14 improving FMA;
  15. 4.15 complying with legal obligations; and
  16. 4.16 enforcing our Terms and Conditions.

5. Legal Basis for Processing

Where applicable privacy laws require a legal basis, FMA may process personal information because:

  1. 5.1 the processing is necessary to provide requested services;
  2. 5.2 the processing is necessary to perform contractual obligations;
  3. 5.3 the individual has consented;
  4. 5.4 the processing is required by law; or
  5. 5.5 FMA has a legitimate business interest in operating and improving its services.

6. Data Ownership

As between FMA and the customer:

  1. 6.1 customers retain ownership of Customer Data entered into FMA;
  2. 6.2 FMA does not claim ownership of Customer Data;
  3. 6.3 FMA receives limited rights to process Customer Data for the purposes described in this Privacy Policy and the Terms and Conditions.

7. Disclosure of Information

We may disclose information to:

Service Providers
Including:

  1. 7.1 cloud hosting providers;
  2. 7.2 infrastructure providers;
  3. 7.3 email delivery providers;
  4. 7.4 payment providers;
  5. 7.5 domain service providers;
  6. 7.6 customer support providers;
  7. 7.7 security providers; and
  8. 7.8 backup providers.

Legal and Regulatory Authorities
Where required by law, court order, subpoena, regulatory request, law enforcement request or legal process.

Business Transactions
If FMA undergoes:

  1. 7.9 merger;
  2. 7.10 acquisition;
  3. 7.11 restructuring;
  4. 7.12 sale of assets; or
  5. 7.13 corporate reorganisation.

With Customer Instructions
Where a customer directs us to provide information to a third party.

8. International Data Transfers

FMA customers may operate in multiple countries.
Personal information may be processed or stored in:

  1. 8.1 Australia;
  2. 8.2 the country in which the customer operates;
  3. 8.3 jurisdictions where FMA service providers operate; or
  4. 8.4 jurisdictions where backup and cloud services are located.

Where reasonably required, FMA will take steps intended to protect personal information during international transfers.

9. Data Security

FMA implements reasonable technical and organisational security measures, including:

  1. 9.1 password protection;
  2. 9.2 encrypted network communications;
  3. 9.3 role-based permissions;
  4. 9.4 account access controls;
  5. 9.5 audit logging;
  6. 9.6 security monitoring;
  7. 9.7 database isolation between customers;
  8. 9.8 automated backups; and
  9. 9.9 access restrictions.

No internet-connected system can be guaranteed to be completely secure.
Users are responsible for:

  1. 9.10 maintaining secure passwords;
  2. 9.11 protecting account credentials;
  3. 9.12 controlling user access; and
  4. 9.13 promptly notifying FMA of suspected security incidents.

10. Data Retention

FMA retains information for as long as reasonably necessary to:

  1. 10.1 provide services;
  2. 10.2 maintain operational records;
  3. 10.3 satisfy legal obligations;
  4. 10.4 resolve disputes;
  5. 10.5 enforce agreements; and
  6. 10.6 maintain backups and security records.

Retention periods may vary depending on:

  1. 10.7 the nature of the information;
  2. 10.8 customer instructions;
  3. 10.9 legal requirements; and
  4. 10.10 operational requirements.

11. Customer Data Deletion

Customers may request deletion of Customer Data, subject to:

  1. 11.1 legal obligations;
  2. 11.2 regulatory requirements;
  3. 11.3 fraud prevention requirements;
  4. 11.4 dispute resolution requirements; and
  5. 11.5 backup and disaster recovery processes.

Certain information may remain in backups for a reasonable period before permanent deletion occurs.

12. Data Following Account Cancellation

Following cancellation or termination of an FMA subscription:

  1. 12.1 customers may request export of Customer Data;
  2. 12.2 FMA may retain information where required by law;
  3. 12.3 FMA may retain backup copies for reasonable operational purposes; and
  4. 12.4 FMA may permanently delete Customer Data after applicable retention periods expire.

13. Cookies and Similar Technologies

FMA websites may use:

  1. 13.1 cookies;
  2. 13.2 session identifiers;
  3. 13.3 authentication tokens;
  4. 13.4 analytics technologies; and
  5. 13.5 similar technologies.

These technologies may be used for:

  1. 13.6 authentication;
  2. 13.7 security;
  3. 13.8 performance monitoring;
  4. 13.9 functionality;
  5. 13.10 remembering preferences; and
  6. 13.11 improving services.

14. Marketing Communications

We may send:

  1. 14.1 service notifications;
  2. 14.2 operational updates;
  3. 14.3 billing notifications;
  4. 14.4 security notices; and
  5. 14.5 product announcements.

Where required by law, marketing communications will only be sent with appropriate consent or other lawful basis.
Users may unsubscribe from marketing communications at any time.

15. Children's Privacy

FMA is designed for use by consumers, businesses and organisations.
Passenger information relating to minors may be entered into FMA by customers where required for operational purposes.
Customers are responsible for ensuring they have appropriate legal authority to provide information relating to minors.

16. Your Privacy Rights

Subject to applicable law, individuals may have rights to:

  1. 16.1 request access to their personal information;
  2. 16.2 request correction of inaccurate information;
  3. 16.3 request deletion of certain information;
  4. 16.4 request restriction of processing;
  5. 16.5 object to certain processing activities;
  6. 16.6 withdraw consent where consent applies; and
  7. 16.7 lodge a complaint with an applicable privacy regulator.

17. Privacy Complaints

If you believe FMA has mishandled your personal information, please contact us in writing. We will investigate privacy complaints and respond within a reasonable period. If you are not satisfied with our response, you may contact the relevant privacy regulator in your jurisdiction. For Australian privacy matters, this may include the Office of the Australian Information Commissioner (OAIC).

18. Changes to This Privacy Policy

FMA may update this Privacy Policy from time to time.
Where reasonably practicable, material changes will be notified through:

  1. 18.1 the FMA platform;
  2. 18.2 email notifications; or
  3. 18.3 publication on the FMA website.

The updated version will become effective on the date specified in the revised Privacy Policy.

MDI Pty Limited owns Flight Management App

ABN: 33 616 028 409

Email: [email protected]

Website: fmaport.com

Version: 1.0 - Effective 26 August 2026

© Flight Management App 2026


Design & Development © 2026, Flight Management App (FMA).