Privacy Policy

This Privacy Policy explains how [COMPANY LEGAL NAME — e.g. FlightClaim Ltd] ("FlightClaim", "we", "us", or "our") collects, uses, shares, and protects your personal data when you use the FlightClaim service (the "Service"), and the rights you have. We are the data controller for the personal data described here.

1. Who we are and how to contact us

Controller: [COMPANY LEGAL NAME — e.g. FlightClaim Ltd], [REGISTERED BUSINESS ADDRESS] (company no. [COMPANY REGISTRATION NUMBER]). For any privacy question or to exercise your rights, contact [PRIVACY CONTACT EMAIL — e.g. privacy@flightclaim.com]. Our representative for data protection purposes, where one is appointed, is [EU/UK REPRESENTATIVE — if required by GDPR Art. 27].

2. The data we collect

We collect the following categories of personal data:

• Account data — your email address and authentication credentials, which are managed through our authentication provider.
• Profile data — optional details you add, such as your full name, frequent-flyer / loyalty numbers, seat preferences, and notification preferences.
• Claim data — the information you provide about a flight disruption, including passenger name, contact email, booking reference, airline, flight number and date, departure and arrival airports, disruption type and reason, delay length, and (if you provide it) ticket price.
• Generated content — the eligibility assessment, strategy, claim letter, and related analysis produced for your claim, which we store so you can return to it.
• Technical and usage data — information generated when you use the Service, such as log data and basic device/connection information used to operate and secure the Service.

Please only submit personal data about other people (for example, another passenger) where you have a lawful basis to do so and, where required, their authorisation.

3. How and why we use your data (legal bases)

Under the UK/EU General Data Protection Regulation (GDPR) we rely on the following legal bases:

4. AI and automated processing

To assess eligibility and draft your letter, the flight and disruption details you provide are processed by automated systems and by a third-party large-language-model provider (see "Service providers" below). This processing supports the preparation of your letter; it does not by itself produce a legally binding decision about you, and the output is informational only. See our Disclaimer for the limitations of AI-generated content.

5. Service providers and sharing

We do not sell your personal data. We share it only with service providers ("processors") who help us run the Service, under contracts that require them to protect it, and where required by law. These include:

• Authentication and database hosting — to manage accounts and securely store your profile and claim data.
• Application hosting — to run the Service's backend and frontend.
• AI processing — to generate eligibility assessments and letters from the details you provide.
• Flight data — to look up and verify flight and route information.

A current list of our key sub-processors is available on request from [PRIVACY CONTACT EMAIL — e.g. privacy@flightclaim.com].

6. International transfers

Some of our providers are located outside the UK/EEA (for example, in the United States). Where personal data is transferred outside the UK/EEA, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum) or an adequacy decision. You can request more information about these safeguards using the contact details above.

7. How long we keep your data

We keep your account, profile, and claim data for as long as your account is active and as needed to provide the Service, and afterwards only as long as necessary for the purposes described here or as required by law. When you ask us to delete your data, or when it is no longer needed, we will delete or anonymise it, subject to any legal retention obligations.

8. Your rights

Subject to applicable law, you have the right to: access your personal data; correct inaccurate data; request erasure; restrict or object to certain processing; data portability; and, where processing is based on consent, to withdraw that consent at any time. You can exercise these rights by emailing [DATA REQUESTS EMAIL — may be same as privacy email]. We will respond within the time required by law.

If you are in the UK/EEA and believe we have not handled your data properly, you have the right to complain to your data protection supervisory authority, for example [SUPERVISORY AUTHORITY — e.g. the UK Information Commissioner's Office (ICO)]. We would appreciate the chance to address your concerns first.

9. Security

We use technical and organisational measures to protect your data, including encryption in transit and access controls that restrict each user's data to that user (row-level security) at the database layer. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Cookies and local storage

We use cookies and similar browser storage that are necessary to keep you signed in and to operate the Service securely. We do not use them to track you across other websites. If we introduce non-essential or analytics cookies in future, we will ask for your consent where required.

11. Children

The Service is not intended for anyone under 18, and we do not knowingly collect personal data from children. If you believe a child has provided us personal data, contact us and we will delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will change the "Last updated" date above and, for material changes, take reasonable steps to notify you.

13. Contact

For any privacy question, contact [PRIVACY CONTACT EMAIL — e.g. privacy@flightclaim.com] or write to [COMPANY LEGAL NAME — e.g. FlightClaim Ltd], [REGISTERED BUSINESS ADDRESS].

See also our Terms of Service and Disclaimer.