Privacy policy

This policy describes information handled by the Flying 12 Club website and its member features.

Google sign-in and membership

When you choose Google sign-in, Google supplies an identity token that may contain your name, email address, profile picture URL, and Google account identifier. The website verifies the token and uses your verified email and account identifier to check the club’s configured membership list. It uses the name in that list to personalize member pages. The website does not receive your Google password or request permission to read your Gmail, Drive files, or Calendar through this sign-in.

Cookies

The website uses a secure, HTTP-only sign-in cookie that expires within one hour, and a temporary security cookie that expires within ten minutes. Signing out clears the sign-in cookie. These cookies support authentication and protection against forged sign-in requests.

Member flight log

Flight entries store the submitting member’s name, email address and Google account identifier, flight date, flight path, Engine Hours and Total Hours readings, any starting-reading override reason, squawk description, a required post-flight Engine page photo and its integrity fingerprint, optional problem photo, and submission time. Members can browse their own flight history; administrators can review all flight records and billing summaries. These records and attached photos require member sign-in. They remain stored until an administrator handles a correction or removal request. Unsaved form text is temporarily kept in the browser tab’s session storage to recover after a reload and is cleared after a successful save or website sign-out. Photo attachments must be re-selected after a reload.

Optional meter-photo text recognition runs locally in your browser using software served by this website. Confirm all recognized readings against the Engine page before saving them. The Engine page photo and any squawk photo are uploaded with the flight entry and are separate from the public gallery. Engine photos are stored as submitted and may retain embedded metadata.

Photo contributions

Member photo submissions are stored with the supplied credit, date, description, and the uploader’s Google account identifier. Submitted photographs are publicly accessible. Credit, date, and description may also be available through the public gallery feed, even when not displayed as captions. Uploaded files may retain embedded metadata; remove any location or other private metadata before submitting. Contributions remain stored until removed by an administrator.

Hosting and external services

The website is hosted through OpenAI Sites and Cloudflare infrastructure. Hosting providers process requests and may retain technical logs, such as IP addresses, timestamps, and error information, under their own policies. Google provides authentication. Embedded YouTube videos and Google Calendar, and links to Google Drive, connect to those services and are subject to their privacy policies and access controls.

Member resources

The aircraft schedule, club documents, logbooks, maintenance links, and pilot resources require current-member sign-in. Google Drive and Calendar permissions are managed separately by their owners. Website access does not grant permission to private Google files.

Questions and requests

For questions about this website, correction of membership details, or removal of a submitted photograph, contact hanweiwangpersonal@gmail.com. Please identify the relevant account or photograph. The administrator can review removal requests for website-managed data; separately managed club records and Google services may require a separate request.

Flight email receipts

When an administrator connects the club Gmail account, new flight submissions generate a receipt sent to the submitting pilot’s roster email. Receipts contain the flight date, route, meter readings and recorded hours. Google processes these messages. The website stores delivery status and an encrypted sending authorization, which is excluded from downloadable record backups. Administrators can disconnect sending in the admin page.

Spreadsheet history and sync

Historical flight entries are imported from the club spreadsheet with their source row and original notes. When Google Sheets sync is connected, new website flights and administrator corrections are written back to that club spreadsheet, including pilot name, date, route, meter readings, review status, and notes. Engine page photos remain on the website. Google Sheets access remains controlled by its owner.

Monthly administration

Administrators can review monthly Engine Hours used, billing rates, dues, adjustments, invoice references, and comments. This website does not collect payments or send invoices. Original submissions and Engine page photos are retained with submission times and an integrity fingerprint. Administrator corrections, reasons, and review times are recorded separately for traceability; photo recognition runs locally in your browser.

Membership applications

Applications collect your name, email, pilot certificate type, flight hours, introduction, intended club contribution, and safety approach. They are stored in the website database and are visible only to club administrators. The server uses a daily hashed network identifier and submission timing to limit abuse. We do not request certificate numbers, medical records, or payments. Contact the administrator above for corrections or removal requests.

Backup copies

After record changes, the website attempts a private dated snapshot of structured records in its cloud object storage. Administrators may download archives containing private flight records, billing settings, applications, and uploaded photos for safekeeping. Credentials and runtime roster secrets are excluded. These archives should be stored in restricted club-owned locations. Retained flight originals, audit records, and backup snapshots are not automatically deleted when an active flight is deleted. No system guarantees permanent availability or zero data loss.