The factual sections below are accurate: they describe what the platform actually stores, where, and for how long, taken from the running system. The legal framing is not — lawful basis, controller/processor roles, transfer mechanisms and data-subject rights all need review by a lawyer against the law that applies to the Operator. Everything marked LEGAL needs a real answer before this page is shown to a customer.
AuroraCrew is a crew scheduling platform used by an airline (the “Operator”) to roster its crew. This policy explains what personal data the platform holds about crew members and staff, why, and who can see it.
The Operator is the controller of crew personal data — it decides what is recorded and who may see it. AuroraCrew is the processor, acting on the Operator's instructions to run the platform. Requests about your own data should normally go to your employer first. LEGAL: confirm controller/processor split and the required processing agreement
| Category | What exactly | Why |
|---|---|---|
| Identity & employment | Name, employee number, work email, role (captain, first officer, flight attendant), home base, fleet-type qualification, in-charge status, special-airport authorisation. | To build legal rosters and know who may operate which flight. |
| Crew documents | Licence number and expiry, medical certificate expiry, passport number and expiry, visa status, type ratings, recurrent training and check dates. Uploaded document files (PDF/JPEG/PNG) where that feature is enabled for the Operator. | To prevent assigning crew whose documents have lapsed, and to warn before they do. |
| Roster & duty | Flight assignments, positioning (deadhead) rides, standby shifts, leave and other blocks, hotel/rest records, duty sign-ins (time, on-time or late, whether from mobile, web, or entered manually by a scheduler), flown block hours logged after each flight. | To operate the schedule and to check duty-time and rest limits. |
| Requests & messages | Day-off and shift-swap requests with any note written, and notifications sent to you, including whether each was read and acknowledged. | To process what you ask for, and to show whether a roster change reached you. |
| Account & security | Sign-in attempts with date, time, IP address, approximate location, device and browser, and a risk assessment; approved and blocked devices; whether two-step verification is enabled; push notification subscriptions for the devices you enable them on. | To keep crew and roster data from being accessed by anyone else, and to detect account takeover. |
| Change history | An append-only record of who changed which crew document field, from what value to what value, and when. | Accountability: document changes affect who may legally fly. |
The platform does not hold bank details, payroll data, national identity numbers beyond passport details, health information beyond a medical certificate expiry date, or any advertising or cross-site tracking identifiers. There are no third-party analytics or advertising scripts in the application.
Data is held in Amazon Web Services in the US East (Ohio) region, in a database and file store dedicated to the Operator. Sign-in and account security are handled by Amazon Cognito. Traffic to and from the application is encrypted in transit, and stored files are encrypted at rest. LEGAL: international transfer mechanism, given data originates outside the US
Depending on the law that applies to you, you may have the right to see the data held about you, have it corrected, object to certain processing, or have it deleted where there is no longer a legal or operational reason to keep it. Some data cannot be deleted while it is needed for aviation record-keeping. Ask your employer first; we support the Operator in responding. LEGAL: applicable rights, response deadline, complaint route to the supervisory authority
Rosters are built by a rule-based algorithm, not by artificial intelligence. It applies the duty, rest, qualification and fairness rules configured for the Operator in a fixed, repeatable way. There is no machine-learning model involved, it is not trained on your data, and any assignment it produces can be traced back to the specific rules that led to it. Every roster is reviewed by crew scheduling before it is published.
Your data is not sent to any AI service. No crew record, roster, document or message is transmitted to a generative-AI or third-party machine-learning provider. The application communicates only with the Operator's own platform services.
There is one automated assessment of you personally: when you sign in, Amazon Cognito evaluates the attempt for risk — using its own detection models, based on signals such as the device, location and whether the credentials appear in known breach data — and an attempt judged high-risk is blocked automatically. This protects roster and document data from someone using your account. It does not assess your work or affect your employment. If you are locked out, contact your scheduling department.
The platform makes no disciplinary, performance or employment decisions, automated or otherwise. LEGAL: confirm the automated-decision disclosure duties that apply, given the sign-in risk assessment above
The application stores a small amount of data on your device to keep you signed in, remember a device so it does not have to be re-approved on every sign-in, and hold a limited offline copy of your own schedule so it is readable without a connection. No advertising or tracking cookies are used.
Material changes increment the acceptance version, and you will be asked to accept the updated documents when you next sign in.
Data protection contact: support@auroracrew.app. LEGAL: named contact / DPO if one is required