Last updated: 30 October 2026

1. Who is responsible for your data

PilotinQ (pilotinq.com) is operated by CIRCULESVOACANTE UNIPESSOAL LDA, Rua das Margaridas M143, 2950-580 Quinta do Anjo, Portugal (company registration and VAT number: to be added). This company is the controller for the personal data processed through PilotinQ. In this policy we call it we, us or our.

You can reach us about your data at info@pilotinq.com or by post at the address above.

We have not appointed a data protection officer, because the law does not require it for our activities.

UK representative:

We operate other websites as well. Your PilotinQ account is separate from accounts on those websites. We do not combine your PilotinQ account with an account on another website of ours.

2. Summary

• We collect what you give us (account, profile, questions, practice results, payments, messages) and what we measure about how you use the website.
• We use it to provide the service, to take payments, to send you the emails that belong to your account, to improve PilotinQ and to prevent misuse.
• We do not sell your data.
• We use a small number of service providers, listed in section 6. Some of them are in the United States.
• You can ask us at any time to see, correct, export or delete your data, and you can object to our measurement.

3. What data we collect and why

3.1 Your account

When you create an account: your email address, password (stored only as an irreversible hash), first name, last name and, if you enter it, your age or age range. We also record the country you register from (derived from your IP address, see 3.8), the date of registration, and how you found us (the referring website, campaign details in the link such as utm parameters and ad click identifiers, and the first page you visited).

Purpose: to create and run your account and to understand which channels bring new users. Legal basis: performance of the contract with you (GDPR art. 6(1)(b)) for the account itself; our legitimate interest (art. 6(1)(f)) for the channel and campaign data.

3.2 Your profile and study goals

If you fill them in: your career stage, target airlines, assessment date, training goal, education level, flying experience, aircraft type and self-assessment.

Purpose: to personalise your practice and study plan. Legal basis: performance of the contract (art. 6(1)(b)).

3.3 Practice, tests and progress

Your answers, scores, time per question, practice history, weak areas, study plans, and the results of aptitude tests, personality questionnaires and interview practice.

Purpose: to show you your progress and to give you feedback and explanations. Legal basis: performance of the contract (art. 6(1)(b)).

Interview practice and AI analysis of your attempts: the text of your answers and the relevant results are sent to our AI provider to create feedback (see section 5). For spoken questions, the question text is sent to a text-to-speech provider. We do not use these results to assess you for a real selection.

Leaderboard: if you take part in practice that has a leaderboard, we show your first name and the first letter of your last name, or your nickname, with your score.

3.4 Questions you ask and AI answers

The questions and follow-up questions you ask, the answers we show and any feedback you give on an answer.

Purpose: to show the answer, to improve the knowledge base and our answers, and to publish useful answers as public pages without your name. Legal basis: performance of the contract (art. 6(1)(b)) for showing the answer; our legitimate interest in improving the service (art. 6(1)(f)) for improvement and publication.

Do not put personal data or confidential information in a question. If a question contains personal data, we remove it before we publish an answer as a public page.

3.5 Payments

When you buy a Pass: the Pass you bought, the price, currency, discount code, the payment method type, whether and when you paid, refunds, and your country. Card and bank details are processed by Stripe; we do not see or store them.

Purpose: to process your payment, activate your Pass, send your receipt and keep our accounts. Legal basis: performance of the contract (art. 6(1)(b)) and our legal obligation to keep accounting records (art. 6(1)(c)).

3.6 Emails we send you

We send emails that belong to your account: confirmation and login codes, password resets, receipts, reminders before your Pass ends and service messages. With your account we may also send you emails about features and offers of PilotinQ. You can stop those at any time with the link or setting in the email, or by replying "stop".

In the emails we send, we measure whether the email was opened and which links you click. Links in our emails pass through our email provider before you arrive on pilotinq.com.

Legal basis: performance of the contract for service emails; for marketing emails to existing customers our legitimate interest under the rules for similar products (ePrivacy Directive art. 13(2)), and for other users your consent.

3.7 Contact, inquiries and reviews

When you contact us: your name, email address, phone number if you give it, the reason and your message. When you send an inquiry to a school: your name, email address, phone number if you give it, your message and your preferences, which we forward to the schools you choose or agree to. When you write a review: your review text and your first name.

Purpose: to answer you, to forward your inquiry to the schools you choose, and to publish your review. Legal basis: performance of a contract or steps at your request (art. 6(1)(b)) for contact and inquiries; for the forwarding of inquiries to more than the school you chose, your choice in the form.

Our staff can see your messages and inquiries to provide customer service.

3.8 Security, misuse prevention and location

We use your IP address at the moment of your visit to limit misuse, to recognise automated visitors (bots) and to apply rate limits. At registration and when we determine your region, we look up the country of your IP address with an IP location service. We use the country to show prices in the right currency and the schools in your region.

Purpose: security and correct prices and content for your region. Legal basis: our legitimate interest (art. 6(1)(f)).

We store the IP address of your registration and of your most recent login with your account, to detect account misuse.

4. How we measure the use of PilotinQ

We measure how PilotinQ is used with our own measurement system on our own servers. We do this for every visitor, also if you are not logged in, and we do not use a consent banner for it. Below you can read exactly what we record, why and for how long.

What we record:

• A random visitor id stored in your browser (local storage and a first-party cookie of pilotinq.com), and a session id that expires after 30 minutes of inactivity.
• The pages you visit, the time, how long a page was visible and how far you scroll.
• Where you came from: the referring website, campaign details in the link (utm parameters and ad click identifiers) and your first page of a visit.
• Technical characteristics: type of device, browser, operating system, language setting, screen size, time zone and the country you visit from.
• What you do on PilotinQ, such as asking a question, searching, starting a practice set, registering, logging in, starting or completing a payment, or sending an inquiry.

Parts of a web address that must stay secret, such as the code in a login link or password link, are not recorded.

Linking to your account: as soon as you log in or register, we link the visitor id to your account. What you did anonymously before on the same device then also belongs to your account.

Purpose: to make PilotinQ better (which answers help, where people drop off), to understand which channels and campaigns work so that PilotinQ can grow, and to prevent misuse. We do not sell this data.

Legal basis: our legitimate interest in improving and securing the service (art. 6(1)(f)).

Google Tag Manager: we also use Google Tag Manager on PilotinQ. Through it, a limited number of events (such as registration, login, practice set and payment) can be sent to Google Analytics 4. Google then also processes that data, including in the United States.

Retention: raw measurement data (individual page visits and actions) is kept for 13 months. After that we only keep aggregated figures, such as numbers per day, that can no longer be traced back to you.

Objection, access and deletion: you can object to this measurement and ask to see or delete the data we have about your use. Contact us at info@pilotinq.com. You can also delete the visitor id yourself by clearing the site data of pilotinq.com in your browser.

4.1 Cookies and local storage

We use a small number of first-party cookies and local storage items. We do not use advertising cookies of other companies on PilotinQ.

Fonts:

5. AI features

We use AI to answer questions, to explain practice questions, to give feedback on interview practice and attempts, and to help write summaries.

• Our AI provider is Google (Gemini models, through the Google API). What you type in a question or an interview answer, and the context needed to answer it (such as your practice results for feedback), is sent to Google to generate the answer. Under our agreement with Google, data sent through the paid API is not used to train Google's general models.
• For spoken questions in interview practice we use ElevenLabs for text to speech. We send the question text, not your voice.
• AI answers are general information and not regulatory advice. See the Terms of Service.
• We do not take decisions with legal or similarly significant effects about you based solely on automated processing (GDPR art. 22). A licence photo for role verification is read by an AI system, but a member of staff always takes the decision.

6. Who receives your data

We do not sell your data. We share data only with:

6.1 Service providers (processors)

They process data only on our instructions and for the purpose below.

6.2 Others

• Schools you send an inquiry to receive your inquiry details. They are independent controllers for what they do with it.
• Authorities, if the law requires it.
• A buyer or successor of PilotinQ, if the service is transferred, under the same protection.

7. Transfers outside the European Economic Area

Some providers process data in the United States or other countries outside the EEA. We rely on the EU-US Data Privacy Framework where the provider is certified, and otherwise on the standard contractual clauses of the European Commission, with additional measures where needed. You can ask us for a copy of the relevant safeguards.

8. How long we keep your data

9. Your rights

You have the right to:

• access the personal data we hold about you;
• have incorrect data corrected;
• have your data erased;
• restrict the processing of your data;
• object to processing based on our legitimate interest, including our measurement and direct marketing;
• receive your data in a structured, commonly used and machine-readable format (data portability);
• withdraw your consent at any time, where we rely on consent, without affecting processing before the withdrawal.

To use your rights, email info@pilotinq.com. We may ask you to confirm your identity. We respond within one month.

You also have the right to lodge a complaint with a supervisory authority. Our lead authority is the Portuguese Comissão Nacional de Proteção de Dados (CNPD), www.cnpd.pt. You can also complain to the authority in the country where you live or work. In the United Kingdom this is the Information Commissioner's Office (ICO), ico.org.uk.

9.1 Users in the United States

10. Children

PilotinQ is not intended for children under 16. If you believe a child has created an account without the required consent, contact us and we will delete the account.

11. Security

We protect your data with technical and organisational measures, such as encrypted connections (HTTPS), hashed passwords, access only for staff who need it, and monitoring for misuse. If a data breach occurs that is likely to result in a risk to you, we inform the supervisory authority and, where required, you.

12. Changes to this policy

We may change this policy. We announce material changes by email or with a notice on PilotinQ before they take effect. The date at the top shows the latest version.

13. Contact

CIRCULESVOACANTE UNIPESSOAL LDA Rua das Margaridas M143, 2950-580 Quinta do Anjo, Portugal info@pilotinq.com