My Aero Docs

PRIVACY POLICY (My Aero Docs)

MYAERODOCS PRIVACY POLICYVersion 2.0. Effective 17 September 2026. Replaces version 1.1 of 23 May 2026.This notice explains what data the MyAeroDocs iOS app handles, where it goes, how long it is kept, and what you can do about it. It is written to meet the Personal Data Protection Act 2010 of Malaysia (PDPA) and Apple's App Store requirements. A Bahasa Malaysia version follows the English text.01. WHO WE AREMyAeroDocs is published by AppVenture AI, Malaysia. Under the PDPA, AppVenture AI is the "data controller", meaning the party responsible for how your data is handled.Email: [email protected]
Website: https://myaerodocs.appventureai.com02. WHAT THIS APP ISMyAeroDocs is an unofficial reference app for pilots in Malaysia. It is not made, endorsed, approved or operated by the Civil Aviation Authority of Malaysia (CAAM) and has no connection to CAAM.The app does three things:
• It lists CAAM publications and opens them on the official CAAM website (www.caam.gov.my) inside the app. The app does not download, copy or store these documents on your phone. Our server keeps a searchable copy of the text of public CAAM documents so that Search and the AI Co-Pilot can find the right passage.
• It offers a free Search over CAAM text. Your search words are sent to our server and to OpenAI to find matching passages (see section 3).
• It offers a paid AI Co-Pilot that answers questions about CAAM regulations, including a guided Flight Duty Period (FDP) calculation. The AI Co-Pilot uses AI services in the United States (see section 5).Always check the official CAAM source before you act on anything the app shows.03. DATA WE COLLECT AND WHYThere is no account and no sign-up. We do not know who you are unless you email us. Nothing the app sends to our servers carries your name, email address, phone number, Apple ID or device identifier. Personal data reaches us in three ways: the text you type, your location when you use a location feature, and any email you send us. Your IP address travels with every internet connection, as it does for any app.Source of the data: everything comes from you, through your device or by email. We do not obtain data about you from anyone else.What leaves your device:
• Your location (latitude and longitude). Sent only when you ask the AI Co-Pilot a question that contains a location phrase such as "near me", "nearest", "closest", "around me", "in my area", "nearby", "close by" or "locate", including the "Find aviation medical examiners near me" Hot Topic. It goes to our server, which uses it once to rank CAAM Designated Medical Examiners by distance. Your coordinates are not saved in our database and not written to our logs. Only each examiner's distance from you in kilometres is passed to the AI model, never your coordinates. See section 4.
• AI Co-Pilot question text, plus the last 10 messages of the current conversation. Sent each time you send a question, tap a Hot Topic, or tap "Ask AI what changed". It goes to our server, then to OpenAI (to find matching CAAM text) and Anthropic (to write the answer). We keep a quality record of the question, the CAAM passages used, the first 500 characters of the answer and the time, deleted automatically after 90 days. Anthropic and OpenAI normally delete what they receive within 30 days. See sections 5 and 10.
• Search query. Sent each time you run a search in the Search tab. It goes to our server, then to OpenAI to find matching CAAM passages. Not stored by us. OpenAI normally deletes it within 30 days.
• FDP details. Report time, sectors, acclimatisation, preceding rest, crew configuration, rest facility, in-flight rest and standby details, when you give them to the AI Co-Pilot's FDP wizard. They are part of your question text and are handled as above. The report time includes your device's time zone offset.
• IP address and standard connection headers. Sent every time the app contacts our server. This includes an automatic configuration check when the app starts (on the welcome screen, before you accept anything), returns to the foreground, opens the AI tab, or when you tap the configuration check in Settings. iOS itself attaches a standard "User-Agent" header naming the app build and iOS version, and your preferred language. Our code does not read, store or use any of this. Our hosting provider keeps standard request logs (IP address, time, request path, response code) for a short period, currently 1 day. We do not use IP addresses to identify or locate you.
• Feedback email. If you tap "Send Feedback", your mail app opens a message pre-filled with your iOS version, device type, app version and build number. Nothing is sent unless you send that email yourself. We keep it in our mailbox while we handle your request and delete it on request.What stays on your device and is never sent by the app: your conversation history, notes and annotated photos, bookmarks, app settings, the "onboarding accepted" and "FDP disclaimer accepted" flags, cached Hot Topics and bulletin, the ID of the last bulletin you dismissed, and a yes/no flag recording whether your paid subscription is active. See sections 6 and 7.Is it voluntary? Yes. Everything above is voluntary. Without location, "near me" questions are answered without nearby examiners, and the AI Co-Pilot otherwise works fully. Without a question, the AI Co-Pilot and Search cannot answer. The publication index, notes and bookmarks work without sending any personal data.Why we are allowed to do this: because you agree to it. You agree by using each feature after reading its notice in the app, and by allowing location when iOS asks. For the paid AI Co-Pilot we also need the data to deliver what you paid for.04. LOCATIONWhat the app asks for:
• "While Using the App" permission only. Never "Always". No background or continuous location.
• The app asks iOS for a rough fix (about 100 m), but iOS normally returns your exact position, and that is what is sent. If you turn off Precise Location for MyAeroDocs in iOS Settings, iOS gives the app a position accurate to a few kilometres instead. The app still works.
• You can deny or revoke location at any time in Settings > Privacy & Security > Location Services > MyAeroDocs.When location is sent:
• Only with an AI Co-Pilot question containing a location phrase (section 3). Asking such a question can trigger the iOS location prompt. If location is unavailable, the question is sent without it. If you ask for nearby medical examiners and no location is available, the app does not send the question at all and shows a message instead.What happens on our server:
• Your coordinates are used once to rank examiners by distance. They are not saved in our database, not part of the quality record in section 5, and not written to our logs.
• The AI model receives the matching examiner entries (as published by CAAM) and each one's distance from you in kilometres. It never receives your coordinates.On your device:
• The most recent reading is kept in memory while the app is running and may be reused for a later "near me" question in the same session. It is never written to storage on the device.The examiner directory:
• The examiner list reproduces CAAM's published list of Designated Medical Examiners (Aeronautical Information 17/2025), which CAAM publishes so that pilots can contact them. We store the entries as published (name, DME number, authorisation scope, clinic name, address and contact details) plus map coordinates that we derived by sending each clinic address, and no user data, to the OpenStreetMap Nominatim geocoding service. If you are a listed examiner and want your entry corrected or removed from the app, email us.05. AI CO-PILOT QUESTIONSWhat is sent. Each time you send a question, the app sends to our server: the full text of your question (up to 1,000 characters); the last 10 messages of the current conversation (your earlier questions and the AI's earlier answers), so the AI can follow the thread; and your coordinates, only for location phrases (section 4). Tapping a Hot Topic or "Ask AI what changed" sends that pre-written prompt as your question. FDP details you type are part of the question text.What our server does:
1. It sends the question text to OpenAI's embeddings service to turn it into a search vector. For any follow-up that does not name a specific CAAM document, your previous question is sent together with the new one. When you ask an FDP question, the name of the CAAM flight-time document is added in front of your question.
2. It finds matching passages from public CAAM documents in our database.
3. It sends to Anthropic's Claude model: our instructions, the last 10 messages, the matching CAAM passages, your question, and, where relevant, the nearby examiner list with distances or the FDP calculation result.
4. It streams the answer back to your device.Many guided FDP wizard steps are answered by our own code without contacting OpenAI or Anthropic and without a quality record.We do not send your name, an account ID, a device ID, your IP address or any other identifier to Anthropic or OpenAI. They receive only the text described above.Who the AI providers are:
• Anthropic, PBC (United States) writes the answer.
• OpenAI OpCo, LLC (United States) converts text into search vectors. OpenAI does not write or see the answer.Both handle your data on our behalf under their business terms and data processing addenda. We have reviewed those terms and confirm that they protect your data at least as well as this notice promises and as Apple's App Store Review Guidelines require. As at 17 September 2026, according to their published terms:
• Anthropic does not use what we send it to train its models (it may do so only if a customer explicitly submits feedback, which we never do). It deletes what it receives within 30 days, unless the law requires longer or its automatic safety checks flag the content as breaking its usage policy. Flagged content can be kept for up to 2 years, and the safety scores for up to 7 years.
• OpenAI does not use what we send it to train its models unless the customer opts in. We have not opted in. OpenAI keeps what it receives for up to 30 days to check for misuse, unless the law requires longer or OpenAI reasonably needs it to protect its services.What we keep on our server. For each question answered by the AI model, we store a quality and safety record with four fields: the question text, the IDs of the CAAM passages used, the first 500 characters of the answer, and the time it was created. Nothing else. It holds no name, device ID, IP address or location. We strip all identifiers before storing it and never try to work out who wrote it. We use it to spot wrong or unsafe answers and retrieval failures, and to show how answers were grounded in CAAM text if a regulator ever asks. Records are deleted automatically 90 days after creation. You can ask us to delete yours earlier (section 11).Please do not type personal data. The AI Co-Pilot is for questions about regulations. Do not enter your name, licence number, passport or identity card number, or anyone else's personal data. Do not enter health, religious, political or other sensitive information about yourself or anyone else. If your question includes information about your health or medical certificate, you agree that it is sent to the providers above and kept as described here.Your consent. Each time you open the app and go to the AI Co-Pilot, it shows a short notice, which names these providers, that you must accept before you can type. Nothing is sent to Anthropic or OpenAI until you send a question. You can withdraw consent at any time by not using the AI Co-Pilot, by using "Reset onboarding consent" in Settings, or by emailing us (section 11). On receipt we will stop any further processing and delete quality records you identify. Content already sent to the providers cannot be recalled. They normally delete it within 30 days, with the exceptions above.On your device. Every conversation is saved as a file in the app's private storage, including your questions, the answers and the citations. Nothing is uploaded from these files. Delete a single conversation by swiping it, or all of them with "Clear all conversations". These files are included in your iPhone backup (iCloud or computer) if you have backup turned on.06. SUBSCRIPTIONSThe AI Co-Pilot requires a paid subscription (monthly or yearly) bought through Apple. Apple handles the purchase, free trial, offer codes, renewal, restore and refunds through the App Store, under Apple's privacy policy.What we see: nothing about you. The app checks with Apple's StoreKit on your device whether your subscription is active and stores a yes/no flag on your device. We do not receive your name, payment details, Apple ID, receipt, transaction ID or purchase history. We run no subscription server and use no third-party purchase service.To manage or cancel: iOS Settings > your name > Subscriptions, or the "Manage subscription" link in the app.07. NOTES AND PHOTOSThe Notes feature lets you pick a photo or screenshot from your photo library, or start with a blank canvas, and draw on it.
• The app uses Apple's system photo picker. It receives only the image you pick, never your whole library, and needs no photo library permission.
• The app does not use the camera.
• Saved notes are stored as images in the app's private storage on your device, with a title, date and an optional CAAM link.
• Notes are never uploaded, shared or sent anywhere by the app.
• Delete a note in the Notes tab, or delete the app. Notes are included in your device backup if backup is on.08. DATA WE DO NOT COLLECTThe app is built with Apple's frameworks only and contains no third-party software development kits. The app does not:
• have accounts, sign-in, passwords or a mailing list;
• use advertising, ad networks or the advertising identifier;
• track you across other apps or websites, or share data with data brokers;
• use any analytics, crash-reporting or telemetry service. Apple may collect crash data under your own iOS "Share iPhone Analytics" setting and, if you also enabled "Share With App Developers", may pass anonymised crash reports to us through Apple's developer tools. That is Apple's collection under Apple's privacy policy;
• read or send your contacts, calendar, health, motion, microphone or camera data;
• add any device information to its requests beyond the standard headers iOS attaches to every connection (section 3);
• use background or continuous location;
• send push notifications;
• sync any data to iCloud or any cloud service of its own. Device backups are controlled by you in iOS;
• download or cache CAAM documents on your phone. They are opened live from www.caam.gov.my;
• record which documents you open, or your bookmarks, notes or settings;
• set cookies or run web trackers.09. DATA SHARING AND WHERE YOUR DATA GOESWe share data only with these companies:
• Supabase Pte. Ltd (Singapore), which hosts our server code, database and logs in Singapore, and its hosting sub-processors (Amazon Web Services, Cloudflare, Google, Fly.io). It receives everything the app sends to our server (sections 3 to 5) and connection details such as your IP address.
• Anthropic, PBC (United States). It receives your AI question, the last 10 messages, matching CAAM text, and where relevant examiner entries with distances or FDP results. It writes the AI answers.
• OpenAI OpCo, LLC (United States). It receives AI question text (sometimes with your previous question) and Search queries. It converts text into search vectors.
• Apple Inc. It handles subscription purchases, restores and refunds, and the App Store rating prompt, under Apple's privacy policy.
• Civil Aviation Authority of Malaysia (www.caam.gov.my). When you open a document, CAAM's website sees your IP address and may set cookies inside the in-app view. CAAM's privacy policy applies to that visit.

Your data leaves Malaysia. Our server runs in Singapore, and AI questions and Search queries are also processed in the United States by Anthropic and OpenAI. Malaysian law allows this because you agree to it by using these features, because it is needed to deliver the service you asked for, and because our contracts with these companies require them to protect your data.We do not sell personal data. We do not share it for advertising. We may disclose data where Malaysian law, a regulator or a court requires it.Opening documents and links:
• CAAM documents open in Apple's in-app Safari view. It keeps its own cookies and site data for this app only and does not share them with the Safari app. Our app cannot see what you do in that view.
• Phone numbers on examiner cards open your Phone app. Support links open your Mail app. Subscription links open the App Store. Our website link opens Safari.
• The app may ask you to rate it using Apple's standard rating prompt. Apple handles that prompt.10. HOW LONG WE KEEP DATA• Location: not kept. Used for one request, not saved in our database, not written to our logs.
• AI question quality record: deleted automatically 90 days after creation. Earlier on request.
• Search queries and FDP details: not kept by us beyond the quality record above.
• Server request logs (IP address, time, request path, response code): kept by our hosting provider for a short period, currently 1 day.
• Content sent to Anthropic: normally deleted by Anthropic within 30 days. Content flagged by its safety checks can be kept for up to 2 years (safety scores up to 7 years), and longer where the law requires.
• Content sent to OpenAI: normally deleted by OpenAI within 30 days, unless the law requires longer or OpenAI reasonably needs it to protect its services.
• Support emails: kept while we handle your request. Deleted on request.
• Conversations, notes, bookmarks and settings on your device: until you delete them or delete the app. Copies may exist in your own device backups.11. YOUR RIGHTS UNDER THE PDPAYou have the right to:
• Access: ask what personal data we hold about you.
• Correction: ask us to correct personal data that is inaccurate, incomplete, misleading or out of date.
• Withdraw consent: withdraw your consent at any time by written notice (an email is enough). Stopping use of a feature also stops any further processing.
• Limit processing: use the controls listed below.
• Data portability: ask us to send personal data we hold about you to another data controller, where technically feasible.
• Deletion: ask us to delete personal data we hold about you. We offer this in addition to your statutory rights.
• Complain: raise a complaint with us, and if you are not satisfied, with the Personal Data Protection Commissioner (Jabatan Perlindungan Data Peribadi), https://www.pdp.gov.my.How to exercise these rights: email [email protected] with "PDPA request" in the subject line. We will respond within 21 days, as the PDPA requires. We may ask for details to confirm your request.Because we hold no account or identifier for you, the only server-side data we can search for is the AI question records. To find and delete yours, tell us the approximate date and time and the wording of the questions. We have no identifier that could locate your content in Anthropic's or OpenAI's systems, so we cannot request deletion of specific content there. Their automatic deletion (normally within 30 days) applies.Controls in the app and in iOS:
• Deny or revoke location, or turn off Precise Location, in iOS Settings.
• Delete a conversation by swiping, or use "Clear all conversations".
• Delete notes and remove bookmarks in the app.
• Use "Reset onboarding consent" in the app's Settings.
• Manage or cancel your subscription through Apple.
• Delete the app to remove everything it stored on your device.Data breaches: if a personal data breach occurs, we will notify the Personal Data Protection Commissioner as soon as practicable and within 72 hours of becoming aware of it. If the breach causes or is likely to cause you significant harm, we will also notify you without unnecessary delay and no later than 7 days after notifying the Commissioner. Because we hold no contact details for users, we will do so through the app and our website.12. CHILDRENMyAeroDocs is intended for pilots and aviation professionals. It is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has sent us personal data, email us and we will delete it.13. SECURITY• All connections between the app and our server, Anthropic, OpenAI and Apple use HTTPS (TLS encryption).
• There are no user accounts, so there are no passwords for you to protect or for us to lose.
• The database tables that hold your content are not readable from the app directly (row-level security). Our quality records and logs contain no identifiers. Access to our database and provider accounts is limited to the developer and protected by secret keys kept only on the server.
• Supabase, Anthropic and OpenAI, who handle data for us, each promise security safeguards in their business contracts with us.
• On your device, data is stored in the app's private sandbox and protected by iOS's built-in data protection. The app does not add its own encryption layer. Whether that data is backed up, and how the backup is protected, is controlled by your iOS backup settings.
• No system is perfectly secure. If a breach affects you, we will notify you as described in section 11.14. CHANGES TO THIS NOTICEWe will update this notice when the app's data practices change, and update the version and effective date at the top. Before we use your data for a new purpose or share it with a new kind of recipient, we will tell you in the app first, as the PDPA requires. The current version is always available at https://myaerodocs.appventureai.com and inside the app under Settings > Privacy Policy.15. CONTACTAppVenture AI Malaysia
Email: [email protected]
Website: https://myaerodocs.appventureai.comThis notice is provided in English and in Bahasa Malaysia, as section 7(3) of the PDPA requires. If the two versions differ, the English version applies. Malaysian law applies to this notice.