Privacy Policy
Draft — not legal advice — pending review by a lawyer. This page describes how the product works today; the reviewed text will replace it before the service is sold.
We process your voice to recognise each call, and the text of each call to check it, but we store neither: we keep the result of each check so your debrief and progress work. You can download everything we keep, or delete your account, yourself, at any time.
On this page
Who is responsible
The controller of your personal data is Readback Labs SRL, [registered address to be confirmed]. Privacy questions and requests: hello@freqwise.com, or the contact form with the topic “Privacy”.
If you train through a flight school or another organisation, that organisation is the controller of the training data it sees about you, and we process it on its behalf under a data processing agreement (see the template).
Your voice and what you say
- Voice audio is processed, never stored. While you hold the transmit key, your microphone audio is streamed to our realtime training service, held in memory for that one transmission (at most 60 seconds), sent to our speech-recognition provider (AssemblyAI, EU endpoint) to be turned into text, and then discarded. No recording is written to a database, a file or a storage bucket, and replays of a session are re-simulated, not recordings.
- Transcripts are processed, never stored. The recognised text of a call exists in memory while the call is checked and is shown to you during the session. It is not written to our database, and our service logs are built to drop it (fields that could hold text are redacted). When the deployment enables it, the text of a call is also sent to Google Gemini (Vertex AI, EU endpoint) to help understand unusual phrasing; it is not stored there by us either.
- What is kept is the result of each check: which element of a readback was correct, missing or wrong, the value the check decided (for example “runway 27”), the exercise and its settings, and timing and counting data. That is what your debrief, progress and (if you train with a school) your instructor's view are built from.
- We do not create voiceprints, identify speakers from their voice, or infer emotion.
- We do not use your voice or your calls to train AI models, and we do not sell them.
Whether each AI provider keeps what it receives, and for how long, is being confirmed in our agreements with them; the sub-processor list will state it.
Everything else we process
| Data | What exactly | Where it is stored |
|---|---|---|
| Account | E-mail address and password (stored hashed by the sign-in service), sign-in sessions, onboarding answers (goal, experience) | Supabase (authentication) |
| Profile and preferences | Display name (optional), weekly goal and its history, support level, time zone, callsign choice (and a registration and aircraft type if you set your own), radio sound settings | Supabase (database) |
| Training record | Sessions, the check results and decided values described above, drills and your answers, progress (XP, ranks, personal bests) | Supabase (database) |
| Technical records | Content-free diagnostics per transmission (timings, outcome categories, word counts), provider usage counts (audio milliseconds, characters, tokens) and costs per session | Supabase (database) |
| Organisation data | Your memberships and roles, instructor assignments, lessons assigned to you and an instructor's note on them | Supabase (database) |
| Billing | Your subscription status, plan and renewal date (a mirror). Card details, billing address and VAT id stay with Stripe. | Supabase (mirror); Stripe (payment data and invoices) |
| Security records | An immutable audit log of account, organisation and session changes, identified by a random account id (and, for organisation changes, the display names involved) | Supabase (database) |
| Server logs | Request errors and service events with account or session ids and categories; never audio, transcripts, e-mail addresses or passwords | Our hosting provider's log storage |
| Messages to us | Topic, name, e-mail, organisation (optional), message, your account if signed in | Supabase (database) |
Why we use it (legal bases)
| Purpose | Legal basis (draft, for review) |
|---|---|
| Providing your account, sessions, checks, debriefs and progress; voice recognition during a session | Performance of our contract with you (GDPR Art. 6(1)(b)) |
| Billing, invoices and tax records | Contract, and our legal obligations under tax and accounting law (Art. 6(1)(b) and (c)) |
| Security logs, abuse prevention, rate limits, keeping costs in check, fixing faults | Our legitimate interest in a secure, reliable and affordable service (Art. 6(1)(f)) |
| Answering your messages | Your request, and our legitimate interest in answering it (Art. 6(1)(b) or (f)) |
| Training data seen by your flight school | Processed on the school's behalf; the school is controller and chooses its basis |
We do not sell your data and do not use it for advertising. Website analytics are off; if they are ever switched on, they will be cookie-free and aggregate only (no personal data, no tracking across sites) and listed here first.
Scoring is automated: fixed rules check each readback. It has no legal or similarly significant effect on you (it is practice feedback, not an assessment for any licence), and an instructor or you can always look at the evidence behind a result.
Who processes it for us
These providers process data on our behalf, each only for its part of the service. The same list, with the status of each agreement, is on the sub-processor page.
| Provider | What for | What it receives | Where |
|---|---|---|---|
| Supabase | Database and sign-in (authentication) | Your account (e-mail address, hashed password), profile, preferences, organisation memberships, training record, billing status mirror, security audit entries | Hosting region to be confirmed before launch (an EU region is intended) |
| Railway | Hosting the website and the realtime training service | Web requests, your voice audio in transit while you transmit, short-lived server logs (no audio, no transcripts) | Region to be confirmed before launch |
| AssemblyAI | Speech recognition | The audio of each transmission (at most 60 seconds) and a list of expected aviation words for the exercise; no name or e-mail | EU endpoint (sync.eu.assemblyai.com) - the only endpoint the adapter uses; the provider's retention of that audio is to be confirmed in the DPA |
| Cartesia | The controller's synthetic voice | The controller's words only - which include your aircraft callsign (for example a registration you chose); never your audio or what you said | Region and retention to be confirmed in the DPA |
| Google Cloud (Vertex AI, Gemini) (when enabled) | Understanding unusual phrasing of your calls, where the deployment enables it | The recognised text of a call, your callsign, and the exercise context (expected phrases, stations); no audio, no name or e-mail | EU multi-region endpoint (aiplatform.eu.rep.googleapis.com) when configured with location "eu" |
| Stripe (when enabled) | Payments, subscriptions, invoices and VAT calculation | Your e-mail, name and billing address, VAT or tax id if given, payment details (entered on Stripe's page, never seen by us), and the plan you buy | Stripe's EU entity for EU customers; transfers under Stripe's own safeguards (to be confirmed) |
Several of these providers are established outside the European Economic Area or have parent companies there. The safeguards for any transfer (for example the EU Standard Contractual Clauses or the EU-US Data Privacy Framework) are being confirmed in our agreements and will be named here before launch.
How long we keep it
| Data | Kept for |
|---|---|
| Voice audio | Not kept: memory only, for one transmission |
| Transcripts of your calls | Not kept: memory only, for one call |
| Account, profile, preferences, training record, technical records | While your account exists; deleted when you delete it (see below) |
| Operational detail of diagnostics (timings, recognition settings) | 30 days, then cleared (the outcome categories stay with the session); the daily clean-up job is switched on at launch |
| Security audit log | Proposed 12 months; kept after account deletion under a random id, without your e-mail or name |
| Billing records and invoices | As long as tax and accounting law requires (period to be confirmed for the company's country) |
| Messages to us | Deleted with your account; otherwise proposed 24 months |
| Record of processed payment notifications | 90 days (event ids only) |
| Server logs | Proposed 30 days, subject to the hosting provider's settings |
| Backups | Rolling, per the database plan chosen for launch (to be confirmed); a deleted account is not restored from a backup |
Your rights, and how to use them
- Download your data at any time from Account → “Download my data”: a JSON file with your account, preferences, sessions, check results, progress and drills.
- Delete your account at any time from Account → Delete my account. It cancels any subscription immediately, deletes your training record, preferences, drills, progress and messages, ends your organisation memberships, and removes your e-mail address and sign-in. What is kept afterwards is listed above (security log under a random id; invoices as the law requires).
- You can also ask us to correct, restrict or stop processing your data, or object to it, through hello@freqwise.com or the contact form. We answer within one month.
- You can complain to a data protection authority, in particular where you live or work (the lead authority for the company will be named here).
If you train through an organisation
Instructors your organisation assigns to you can see your session results and debriefs for that organisation, and its admins see lessons assigned to you. Your own practice outside the organisation is not shown to them. The organisation may have its own privacy notice for that relationship.
How we protect it
- Connections are encrypted in transit.
- Database access rules limit every learner to their own records, and organisation data to that organisation; this is tested.
- Provider and payment keys stay on our servers and are never sent to your browser.
- Our services run with the least database access they need; the payment webhook is verified by signature.
Age
The service is meant for pilots and student pilots. If you are under 16, use it only with a parent's or guardian's agreement or through your flight school. (The exact age threshold for your country is to be confirmed in legal review.)
Cookies and browser storage
Only what the service needs to keep you signed in and to remember your choices on this device. The cookie notice lists every item.
Changes to this policy
Freqwise will change as it grows and so will this policy. Each version will be published here with its date, and account holders will be told about material changes before they take effect.