Officer Portal Privacy Policy
1 Information we collect
Account and profile information includes your sign-in identifier, name, email, phone number, home or mailing address, portal role, organization, assigned point of contact, availability and law enforcement background. Travel information may include passport and driver’s license documents, loyalty program details and Known Traveler Numbers when provided. We also receive uploaded credentials, qualifications, firearm information when applicable, company forms, assignment and travel details, flight responses, trip sheets, receipts, expense amounts and descriptions.
Business communications may include email recipients, subjects, messages, attachments, message status and permitted inbox or calendar information retrieved through connected accounts. Activity records include actions such as uploads, document downloads, assignment changes, expense submissions, permissions changes and integration events, along with relevant identifiers and timestamps. Hosting and sign-in providers may process technical information such as network, device, browser and session information under their own notices.
2 How we use information
We use information to administer portal access; collect and review credentials; coordinate officer availability, referrals, assignments and travel; manage receipts and expenses; communicate with officers and clients; maintain business records; investigate problems; and protect portal access. Authorized Company personnel use QuickBooks invoice details and sync records to attach the correct receipts to the correct invoice. The portal does not provide automated approval of an officer’s qualifications or suitability.
3 Who can access portal records
Access depends on portal roles, assigned groups or points of contact and any specific privacy restrictions. Officers can access their own permitted records and assigned flight information. Robert Smith, Stacy Homa and authorized points of contact may access records within their permissions. Some accounts have view-only or limited administrative access, and some record types have additional restrictions. Financial totals and Company QuickBooks controls have narrower access. Other contractors do not receive general access to your private documents merely because they have portal accounts.
4 Sharing for referrals and operations
We may share relevant information with aircraft operators, client representatives and other authorized participants for requested referrals, credential review, travel, flight coordination and administration. Robert Smith and Stacy Homa can select and email credential files to a client using the referral feature. These are actual document copies; an email recipient does not receive portal access through that action. Contact us before providing a document if you need to discuss restrictions on its proposed use or disclosure.
5 Service providers and connected accounts
The portal uses ChatGPT Sites and Cloudflare services for hosting, sign-in, structured records and file storage. Authorized email and calendar features may use connected Google services. Opening the driving-route lookup sends your saved origin address and entered destination to Google Maps. These services process information needed to provide their features under their own terms and privacy notices.
If the Company authorizes QuickBooks Online, the integration processes the connected company identifier, invoice number and identifier, customer name and identifier, invoice date, currency and amount, selected flight links, receipt files, attachment identifiers and sync results. Intuit issues authorization tokens so the portal can perform authorized requests. App credentials and tokens are stored encrypted by the integration. The receipt feature copies receipts to the Company’s QuickBooks account; it does not use that connection to send officer credentials or initiate payments. Disconnecting does not erase existing copies or history.
6 Other disclosures and data sharing
We may disclose relevant information to respond to legal process, protect people or records, address suspected misuse or carry out authorized business operations. We do not sell portal personal information or use it for targeted advertising. Third-party recipients and services handle their copies under their own responsibilities and notices.
7 Security and retention
Portal controls include authenticated access, role-based restrictions and activity records. No internet service can guarantee complete security. Keep your sign-in account secure and report suspected unauthorized access to Robert Smith. Sensitive identification and qualification documents should be uploaded only when needed for Company business. The portal is not intended to store bank account details, Social Security numbers or completed tax forms.
Routine portal records are retained for 60 days after the related assignment closes, a document is replaced, or an account closes, as applicable. Current profiles and credentials remain available while needed for active services. Receipts and related accounting records are retained for seven years after the related tax return is filed. Records subject to an unresolved dispute, legal hold or a longer legal requirement are retained until that need ends. Robert Smith administers retention and deletion requests. The portal currently has no automatic deletion schedule; records and exported backups require retention review and authorized deletion. Deleting a portal record does not automatically delete copies already sent to a client, an email provider or QuickBooks. Those copies are subject to the recipient’s retention practices.
8 Choices and requests
You can update available profile fields and use permitted download, replacement and deletion controls. To request access, correction, a copy of information, deletion or a change to sharing, contact Robert Smith at ramapo86@gmail.com. We may need to verify your identity and consider records that must be retained or that we cannot control. A request to us does not automatically remove copies held by a client, email provider or QuickBooks. Privacy rights and available choices may also depend on applicable law. We will review requests accordingly.
9 Policy updates
The portal is intended for authorized business users and is not directed to children. We may revise this Policy as the portal or Company practices change. The published page will show its effective or updated date. Material changes to data use or sharing should be communicated before being put into practice.