Privacy Policy

1. Scope

This Policy applies to the DFC Accounting Service and its integrations. It does not replace the privacy policies of Flight Schedule Pro, Intuit QuickBooks Online, Google Drive, financial institutions, payment platforms, or other third-party services.

2. Information we collect

Identity and access information

We may collect your name, email address, account identifiers, access group, permissions, login times, and authentication status. Authentication credentials and one-time codes submitted for Flight Schedule Pro or payment services are used to establish the requested session and are not stored by DFC Accounting.

Aircraft, flight, and accounting information

We may process aircraft details, tail numbers, owner names and contact details, authorized non-paying pilots, flight activity, Hobbs and tach times, maintenance classifications, rental and insurance rates, fuel costs, instructor information, payouts, merchant reports, leaseback statements, invoices, transaction details, setup values, and related audit history.

QuickBooks information

When an administrator connects QuickBooks Online, we receive the QuickBooks company identifier (the realmId), company name, OAuth access token, refresh token, token expiration information, and accounting information requested through enabled features. Access tokens are held in server memory. The latest refresh token is encrypted before it is stored and is replaced when Intuit rotates it.

Google Drive and document information

When Google Drive is enabled, we may process folder identifiers and URLs, file names, metadata, folder structure, and document contents needed to browse, download, upload, or save aircraft and leaseback documents.

Technical and audit information

We may collect timestamps, application events, synchronization results, errors, browser-session activity used for supported integrations, and records of administrative changes. We use this information to operate, secure, audit, and troubleshoot the Service.

3. How we use information

We use information to:

• authenticate users and enforce permissions;
• manage aircraft, owners, instructors, rates, and system settings;
• retrieve, reconcile, calculate, review, generate, and store accounting and operational records;
• connect to services authorized by an administrator and maintain those connections;
• detect errors, prevent misuse, protect accounts, and maintain audit history and backups;
• respond to support, access, correction, or privacy requests; and
• comply with legal, tax, accounting, insurance, and recordkeeping obligations.

4. How we disclose information

We may disclose information:

• to authorized DFC officers, administrators, personnel, instructors, aircraft owners, and service users according to their assigned roles;
• to connected providers such as Flight Schedule Pro, Intuit, Google, payment services, and hosting or infrastructure providers when necessary to provide a requested feature;
• to professional advisers, auditors, insurers, or authorities when reasonably necessary to comply with law or protect DFC, its members, aircraft owners, or others; or
• in connection with an organizational restructuring, subject to appropriate safeguards.

DFC Accounting does not sell personal information or share it for cross-context behavioral advertising.

5. Data retention

We retain information for as long as reasonably necessary for the purposes described above, including DFC’s accounting, tax, operational, insurance, dispute-resolution, audit, security, and backup requirements. Inline audit records may retain prior versions of business records. QuickBooks connection credentials are retained until an administrator disconnects the company, the authorization is revoked or expires, or the connection is otherwise removed. Backup copies may remain until their normal backup lifecycle ends.

6. Security

We use administrative, technical, and physical safeguards designed to protect information. These include role-based access, encrypted HTTPS transport, restricted server configuration, encryption of stored QuickBooks refresh tokens, short-lived access tokens and sessions, and database and system backups. No security method is perfect, and we cannot guarantee absolute security.

7. Your choices and requests

Subject to applicable law and DFC’s recordkeeping obligations, you may ask to access, correct, or delete personal information associated with you. You may also ask questions about how it is used. An administrator can disconnect QuickBooks Online and remove the refresh token stored by DFC Accounting. Disconnecting within this Service does not necessarily delete information already included in accounting records, reports, audit history, or backups.

We may need to verify your identity and authority before completing a request. Some information may be retained where required or permitted by law.

8. Children’s privacy

The Service is an administrative business tool and is not directed to children under 13. We do not knowingly collect personal information from children under 13 through the Service.

9. Changes to this Policy

We may update this Policy as the Service or legal requirements change. We will publish the updated version here and revise the effective date.

10. Contact us

Contact DFC with privacy questions or requests: