Privacy Policy

Top Roster is operated by Topnotch Technologies Ltd, a company registered in England and Wales (Company No. 17242921), registered office College House, 2nd Floor, 17 King Edwards Road, Ruislip, London HA4 7AE ("we", "us"). We are the controller of the personal data described here. Contact: A320sabet@gmail.com.

Top Roster is independent and is not affiliated with any airline, AIMS or eCrew.

• Account details: email address and password (stored securely by our authentication provider).
• Profile: name, staff number, airline, rank, fleet, home base and phone number.
• Roster data: the roster PDFs you upload and the duties we extract from them (dates, duty types, flight numbers, routes, report, debrief and block times).
• Swap activity: swap requests you send or receive and their status.
• Personal events you add (for example medical renewal or sim check dates) and your reminder settings.
• Technical data: notification subscriptions for your devices, your private calendar link token, and the date you accepted these terms.

We never ask for or store your eCrew or airline system password.

• To show your roster, calculate totals and convert times.
• To create your private calendar feed.
• To send reminders and notifications you turn on.
• To find swap matches with other registered pilots on the same airline, fleet, rank and base.
• To keep the app secure and fix problems.

We do not sell your data or use it for advertising.

• Contract: to provide the app features you sign up for.
• Legitimate interests: to keep the app secure and improve it.
• Consent: for notifications, which you can turn off at any time.

Other pilots never see your roster. When you appear as a swap match, they see only your name, rank, and the duties offered in that match. Once you send or accept a swap request, the other pilot sees the details of that request.

Uploaded roster PDFs are read by an AI service to extract your duties. The file is sent only for this purpose and is not used to train AI models. The file is processed under a zero data retention arrangement and is not kept by the AI provider after your roster is read.

We use trusted providers to run the app: Supabase (database, file storage and authentication, hosted in Ireland, EU), Lovable and Cloudflare (hosting), Google Gemini via the Lovable AI Gateway (roster reading), and Apple, Google and browser push services (notifications). They process data only on our instructions.

Your data may be processed outside your country, including outside the UK and UAE. Where this happens, we use appropriate safeguards such as standard contractual clauses.

We keep your data while your account is active. Old rosters are kept so you can view past months. When you delete your account, we permanently delete your profile, rosters, files, calendar link, events, swap history and login. Backups are cleared within 30 days.

You can access, correct, export or delete your data, object to or restrict processing, and withdraw consent. You can delete your account at any time from Profile. For anything else, email A320sabet@gmail.com. If you are in the UK, you can complain to the Information Commissioner's Office (ico.org.uk). If you are in the UAE or elsewhere, you may have rights under local data protection law.

Data is encrypted in transit, and each pilot can access only their own data. No system is perfectly secure, so please use a strong password.

Top Roster is for professional pilots aged 18 or over.

We will notify you in the app before any significant change to this policy.