Terms of Service

By creating an account, accepting an invitation, purchasing a subscription, or accessing the service, you agree to these Terms, the Privacy Policy, the Acceptable Use Policy, and any order form or supplemental terms presented to you. If you do not agree, do not use AeroOps.

In these Terms, “AeroOps,” “we,” “us,” and “our” mean the operator of the AeroOps service. “Customer” means the person or organization that obtains a workspace or subscription. “User” means anyone who accesses the service. If an order form conflicts with these Terms, the order form controls only for that Customer and only to the extent of the conflict.

You must be legally capable of entering this agreement. A minor may use an organization-managed student account only with the authorization and supervision required by applicable law and the organization. If you use AeroOps for an organization, you represent that you are authorized to bind it and administer its users, records, and settings.

You must provide accurate information, keep credentials and recovery methods secure, use multi-factor authentication when available, and promptly report suspected compromise. You are responsible for activity performed through your account unless caused solely by AeroOps’s breach of a non-waivable legal duty.

AeroOps provides software for recordkeeping, scheduling, training administration, operations support, weather visualization, flight tracking, licensing workflows, logbooks, financial administration, and related functions. Features vary by plan, module, platform, jurisdiction, and configuration.

AeroOps is not an air operator, flight training unit, flight instructor, dispatcher, maintenance organization, accounting firm, law firm, insurer, aviation authority, or government agency. Use of AeroOps does not transfer any operational, supervisory, regulatory, professional, or fiduciary responsibility to AeroOps.

AeroOps is an administrative and decision-support tool only. It is not an approved source of weather, NOTAMs, aeronautical information, navigation data, aircraft performance data, weight and balance data, flight following, maintenance status, duty or recency status, operational control, dispatch release, airworthiness approval, or emergency information unless AeroOps expressly identifies a specific feature as approved by the applicable authority in a written agreement.

Information may be delayed, incomplete, unavailable, mistranscribed, incorrectly interpreted, or affected by third-party outages. Maps, alerts, forecasts, calculations, OCR results, recommendations, runway adjustments, and automated risk indicators must never be used as the sole basis for an aviation decision.

The pilot-in-command, operator, certificate holder, authorized person, instructor, maintainer, dispatcher, examiner, and other regulated persons remain solely responsible for obtaining current authoritative information, applying approved manuals and limitations, exercising professional judgment, and complying with law. Always consult applicable government publications, approved aircraft documents, operational manuals, and official reporting channels.

Templates, forms, letters, invoices, tax estimates, financial statements, licensing checks, recommendations, OCR extractions, analytics, and AI-assisted or automated outputs are drafts for review. They are not legal, tax, accounting, medical, regulatory, or other professional advice and do not guarantee acceptance by any authority or third party.

You must review every generated or pre-filled record for accuracy, completeness, required signatures, current form version, eligibility, and regulatory compliance before issuing, filing, signing, or relying on it. AeroOps is not responsible for a rejected filing, missed deadline, incorrect tax treatment, invalid recommendation, inaccurate record, or decision made from unverified output.

Customers and Users retain ownership of information they submit. They grant AeroOps a worldwide, non-exclusive licence to host, reproduce, process, transmit, back up, transform, and display that information only as reasonably required to provide, secure, support, and improve the service or comply with law.

The Customer determines who may access its workspace and is responsible for lawful collection, notices, consent, permissions, retention instructions, exports, and deletion of Customer Data. Customers must have authority to process information about students, employees, crew, passengers, instructors, aircraft, safety reporters, and other individuals. Customers must not instruct AeroOps to process information unlawfully.

AeroOps does not verify that Customer Data is accurate, complete, legally obtained, or suitable for a particular purpose. Users must maintain any independent records, backups, originals, signatures, or government filings required by law or prudent practice.

The service may interoperate with payment processors, authentication providers, databases, hosting services, maps, weather services, ADS-B and flight-data providers, email providers, calendar services, storage services, government websites, and other third parties. Their services and data are governed by their own terms, licences, availability, and privacy practices.

AeroOps does not control and is not responsible for third-party content, accuracy, delay, omission, security, suspension, pricing, geographic coverage, or continued availability. We may replace, restrict, cache, throttle, or discontinue an integration without liability. You are responsible for complying with third-party licence terms and may not extract or redistribute third-party data except as permitted.

SmartImport is AeroOps’s AI-assisted document extraction feature. It may be offered for Written Exams, Flight Test Records, logbook pages, and other supported documents. SmartImport offers Advanced Document Protection and Standard Protection. Advanced Document Protection uses a separately credentialed OpenAI project configured for no input/output sharing and an approved zero-data-retention control. Standard Protection uses the standard AeroOps OpenAI project and may permit OpenAI to retain and use inputs and outputs where that project’s data-sharing setting is enabled. Manual Import does not send the document to OpenAI.

Before SmartImport is used, you must confirm that you own the document or have lawful authority to process it and consent to the selected protection option. You must not use SmartImport to process another person’s document without authority.

SmartImport is optional and may be unavailable if required provider safeguards cannot be confirmed. Advanced Document Protection fails closed and will not automatically fall back to Standard Protection. All extracted fields, identities, file numbers, scores, exercises, deficiencies, and knowledge topics are unverified drafts and must be checked against the original document before saving or relying on them.

Document Extraction Credits are usage units, not currency. The number of credits required is displayed in the service and may differ by processing route, provider cost, document size, or plan. Unless AeroOps states otherwise, failed extraction attempts are returned after settlement; credits consumed by a completed processing request are non-refundable except where required by law.

Prices, billing intervals, usage thresholds, active-student charges, add-ons, trial periods, taxes, and included access are shown at purchase or in an applicable order form. Subscriptions renew automatically for the selected interval until cancelled. You authorize AeroOps and its payment processor to charge the payment method on file for recurring fees, applicable taxes, usage charges, and agreed adjustments.

You must keep billing information current. Access may be downgraded, restricted, or suspended after failed payment. Unless required by law or expressly stated in writing, fees are non-refundable and credits are not provided for partial periods, unused features, third-party outages, or Customer cancellation. Statutory cancellation and refund rights remain unaffected.

Trials and promotions may be changed or withdrawn and may convert to paid access as disclosed at enrollment. Eligibility-based tiers may change when recorded flight time, active-student count, usage, or another published threshold changes. Taxes, exchange rates, and third-party charges are the Customer’s responsibility unless expressly included.

AeroOps and its licensors own the service, software, designs, workflows, documentation, trademarks, and all related intellectual-property rights, excluding Customer Data. Subject to these Terms and payment of applicable fees, AeroOps grants you a limited, revocable, non-exclusive, non-transferable right to use the service for its intended internal or personal purpose.

You may not copy, sell, sublicense, reverse engineer, bypass, frame, scrape, or create derivative products from the service except where applicable law expressly permits it. If you provide feedback or feature ideas, you grant AeroOps a perpetual, irrevocable, worldwide, royalty-free right to use them without restriction or compensation.

The service is provided on an evolving basis. Maintenance, security events, network conditions, provider failures, legal requirements, and other circumstances may interrupt or change availability. No service level, backup frequency, recovery objective, data residency, or support response time applies unless stated in a signed agreement.

Beta, preview, free, experimental, and automated features may be incomplete, inaccurate, changed, or withdrawn at any time and are used at your own risk. AeroOps may impose reasonable usage, storage, API, or technical limits to protect the service and its providers.

AeroOps may investigate, rate-limit, suspend, or terminate access where reasonably necessary for non-payment, breach, suspected fraud, unsafe or unlawful activity, security risk, provider restriction, or legal compliance. Where appropriate, we will provide notice and an opportunity to remedy the issue.

You may cancel as described in account or subscription settings. On termination, your right to use the service ends. Export records before access ends. AeroOps may delete or de-identify data after applicable retention periods, subject to legal, safety, billing, evidentiary, backup, and dispute-resolution requirements.

To the maximum extent permitted by law, AeroOps and all content, data, integrations, calculations, and outputs are provided “as is” and “as available.” AeroOps disclaims all express, implied, statutory, and collateral warranties, including merchantability, fitness for a particular purpose, accuracy, completeness, title, non-infringement, availability, security, regulatory compliance, and that the service will be uninterrupted or error-free.

No statement, demonstration, support response, roadmap, or marketing material creates a warranty unless included in a written agreement signed by AeroOps. Nothing in these Terms excludes a warranty or consumer right that applicable law does not permit the parties to exclude.

To the maximum extent permitted by law, AeroOps and its owners, officers, employees, contractors, affiliates, suppliers, and licensors will not be liable for any indirect, incidental, special, exemplary, punitive, aggravated, or consequential loss; loss of profit, revenue, business, opportunity, goodwill, or anticipated savings; loss, corruption, or reconstruction of data; personal injury or property damage arising from an operational decision; regulatory penalty; or third-party claim, even if advised that such loss was possible.

To the maximum extent permitted by law, the aggregate liability of AeroOps and the foregoing parties for all claims arising out of or relating to the service or these Terms will not exceed the greater of: (a) the fees actually paid to AeroOps for the affected service during the twelve months immediately preceding the event giving rise to the claim; and (b) CAD $100. This cap applies collectively, regardless of the number of events, claims, Users, or legal theories.

The exclusions and cap apply to contract, tort including negligence, statute, misrepresentation, restitution, and every other cause of action. They do not apply to liability that cannot lawfully be excluded or limited. The parties agree that these allocations of risk are essential to the pricing and availability of the service.

To the maximum extent permitted by law, each Customer and User will defend, indemnify, and hold harmless AeroOps and its owners, officers, employees, contractors, affiliates, suppliers, and licensors from third-party claims, losses, penalties, damages, and reasonable legal costs arising from Customer Data, unlawful or unsafe use, an operational decision, breach of these Terms, violation of another person’s rights, or failure to obtain required authority or consent.

This obligation does not apply to the extent a final court judgment determines that the claim was caused solely by AeroOps’s wilful misconduct or by liability that cannot legally be limited. AeroOps may control the defence of an indemnified claim, and you may not settle it in a manner that admits fault or imposes obligations on AeroOps without written consent.

These Terms are governed by the laws of Ontario and the federal laws of Canada applicable there, without regard to conflict-of-law rules. Subject to any mandatory consumer right, the courts located in Ontario have exclusive jurisdiction over disputes relating to these Terms or the service.

Before filing a claim, the parties will attempt in good faith for at least 30 days to resolve it through written notice to support@aeroops.ca. This requirement does not prevent urgent injunctive relief, collection of undisputed fees, or a complaint to a regulator. Claims must be brought within the period permitted by applicable law; no mandatory limitation period is shortened.

Neither party is liable for delay caused by events beyond its reasonable control, except payment obligations. You may not assign this agreement without AeroOps’s consent; AeroOps may assign it in connection with a financing, reorganization, merger, sale, or transfer of the service. If a provision is unenforceable, it will be limited to the minimum extent necessary and the remainder will continue.

AeroOps may update these Terms for legal, security, operational, or product reasons. Material changes will be communicated through the service, email, or another reasonable method and will take effect on the stated date. Continued use after that date constitutes acceptance where permitted by law; where fresh consent is required, AeroOps will request it.

These Terms, the incorporated policies, and applicable order forms are the entire agreement concerning the service. Failure to enforce a term is not a waiver. Sections intended by their nature to survive termination, including ownership, payment, disclaimers, liability limits, indemnity, and dispute provisions, survive.