Who can see my logbook?
Your personal logbook is yours. Here's exactly who else can see what, including in a flying club.
Your logbook is your record, and by default nobody else can see it. Other people only see your flights when you join a shared workspace such as a flying club, or when you deliberately share something. This page explains each case. Our full privacy policy has the formal version.
Your personal logbook
Every account has a personal workspace, and only you can see it. There's nothing to set up: no other user can open your entries, notes or documents.
In a flying club
When you join a club's workspace, the club can see some of your flying. That's the purpose of joining, so it's worth knowing the boundaries:
- Other members can't see your logbook. An ordinary member can read and export only their own entries.
- Club admins and instructors can. People who run the club or sign off training can read members' entries, because instruction, sign-off and compliance need it.
- Club reports use totals and club records (bookings, aircraft use) rather than your personal entries.
- Other members can't look you up. An ordinary member doesn't see the club's member list or other members' profiles. On the booking sheet they can see that a slot is taken, but not your hours, landings or charges.
- The club decides what its staff see of your account balance, membership records (such as medical and flight review dates), documents and the notes it keeps about you. Each group in the club is given those permissions separately.
Your personal logbook stays separate from the club's workspace. If the club tracks your training as a student, you're asked whether its instructors may see your training record: your totals, entries and licence progress, without your remarks, notes or crew names. You can say no, and stop sharing at any time, in your profile settings under Instructors. That page also lists every time your record was opened. See Flying clubs for how club workspaces work.
When you share something
Some features send data somewhere because you asked them to:
- Export links. On Export you can create a link to one of your exports, for example for a recruiter. You choose how long it lasts (7, 30 or 90 days), you can see whether it's been opened, and you can revoke it at any time. You can only share exports of your own flights.
- Cloud backup copies your logbook to your own Dropbox or Google Drive when you connect one. This is a Pro feature.
- Calendar sync creates a private subscription link so your flights show in your own calendar app. Anyone with that link can read the calendar, so treat it like a password. It can also import flights from a calendar you give it a link to: Pilot Lab stores that link encrypted, turns only the events you choose into planned flights, and keeps nothing else from that calendar. This is a Pro feature.
- Messages to support. When you write to us from Help ▸ Contact Us, your message, the page you were on and your browser details go to the Pilot Lab team. The conversation is kept in your inbox under Messages.
- The assistant. When you ask the assistant a question, your question and the page you're on are sent to our AI provider to produce an answer. The assistant won't change your logbook unless you confirm the change.
Instructors and examiners on your flights
When you record who flew with you, or an instructor signs something off, their name is saved on that entry as it was at the time. That's what makes a signed record trustworthy, so it doesn't change later even if they rename their account.
Where your data is kept
Pilot Lab is hosted on Amazon Web Services in Sydney, Australia. Data is encrypted in transit. Some of the services we use to run Pilot Lab (email delivery, for example) handle data in other countries. They are listed on our sub-processors page. We don't sell your data.
Taking your data with you, or deleting it
You can export your whole logbook at any time from Logbook ▸ Export. To close your account, see How do I delete my account and data?.