Gendec — Privacy policy · Airspeed Services

Gendec keeps everything you enter on your own device. It has no account and no server of its own, and collects nothing about you.

Who publishes this app

Gendec is published by Grégory Mélan under the name Airspeed Services. For any question about this policy or about the data held in the app, write to gm@airspeed-services.com.

What the app stores

Gendec prepares General Declaration documents required by Annex 9 to the Convention on International Civil Aviation. To do so it stores, on the device only, the information you type in:

aircraft registrations, and each operator’s name and, if you enter them, its address, VAT number, telephone and e-mail address;
for each aerodrome or landing site: its code if it has one, its name, town, country and time zone and, if you record one, its position;
for each crew member and passenger: surname, given names, date and place of birth, sex, nationality, travel document type, number, issuing country and expiry date;
for each animal declared on board: species, name, pet passport number, microchip number and the validity of its rabies vaccination;
for each crew member, if you enter them, the licence details described under Crew licences below;
the crews you save as teams;
for each aerodrome or landing site, the contacts you record for it — the name, role, e-mail address and telephone number of the people you deal with there;
any notes you write on a site;
the signature set in Settings — title, name, telephone and e-mail address — used on handling requests, on the note a declaration is sent under, and to fill in the preparer’s contact details on a flight file wherever none have been typed;
the flight files and handling requests you prepare, each kept until you delete it, with the remarks you add to a request;
for each flight file, the contact details of the person preparing it, and the name and, if you draw one, the handwritten signature printed on the declaration;
for each flight file, the declaration of health: Nothing to report, or what there is — illness on board, any other condition that may spread disease, any disinsecting or sanitary treatment.

What you write in the declaration of health can name a person who is ill. It is printed on the declaration and on the flight brief. It is never put into a handling request, and it is not carried over when a flight is duplicated.

What the app does not do

It creates no user account and asks for no sign-in.
It has no server of its own, and sends nothing to us or to anyone else. The one exception is the small map Apple draws when you look at the position recorded for a site: those tiles come from Apple, under Apple’s own privacy policy, and the requests for them carry the area you are looking at and, like any request on the internet, your device’s IP address — nothing else the app holds.
It contains no analytics, no advertising and no third-party software development kit.
It does not track you across apps or websites.

The camera, and copies you import

Gendec can photograph a passport to read the two lines of code printed along the bottom of the page, so that the name, document number, nationality and dates need not be typed. The photograph is read on the device itself, by iOS’s own text recognition. It is held in memory only for as long as that takes: it is never written to your photo library, never saved by the app, and never sent anywhere. The app asks for camera access the first time you use this, and works exactly as before if you refuse — every field can still be typed by hand.

The same reading can be done from a copy you already hold — a PDF from a scanner, a photograph sent to you — chosen through the system’s file picker. Gendec sees only the one file you choose, and no other; it needs no access to your photo library or to your documents to do it. That file is read where it sits, in memory, and is never copied into the app, saved, or sent anywhere.

Handling requests

Gendec can write the e-mail you send to a handling agent, an FBO or a hotel. It composes the text — which, as these requests have always done, names the crew, and the passengers of each visit, with their dates and places of birth, nationalities and travel document numbers, and any animal on board with its passport and chip numbers — and hands it to whichever mail app your device uses, with the recipients and the subject filled in. The app never sends anything itself: the message opens as a draft and you press send. Once sent, it travels and is stored under the terms of your mail provider and the recipient’s, like any other e-mail.

A long request cannot be carried in the link a mail app is handed, so its text is placed on the device’s clipboard instead, and you paste it into the draft. The text is also placed there when you tap Copy request, and when no mail app accepts the request. It stays on this device only — it is not offered to your other devices through Universal Clipboard — and the clipboard lets it go after fifteen minutes, or sooner if something else is copied.

When a request has been handed to your mail app, Gendec keeps on the device the message exactly as it left — recipients, subject and text, with everything it named about the people and animals on board — so that you can see later what it said. That copy does not change when the records it came from are corrected or deleted. Handing the request to your mail app again replaces it with the new message. The keeping period you can set for issued declarations, described below, does not apply to it. The copy is erased when you delete the request, when you swipe the request and choose Not sent, or by Delete all local data. The text of a request, and that copy, can also leave the app through the iOS share sheet or the clipboard, at your own action.

No payment card details are ever stored. The payment field holds a label only — Visa card, Fuel card — and never a number, an expiry date or a security code.

Where the data is held

The data sits in the app’s private storage on your device, encrypted at rest by iOS. It is included in your device backups if you have those switched on, under the protection of whichever backup you use. We never receive a copy.

Protection on the device

Gendec can require Face ID, Touch ID or your device passcode when it opens, and again when it comes back after more than a minute in another app. This is on by default and can be changed in Settings inside the app. If the device itself has no passcode, iOS cannot enforce this and the app says so plainly rather than pretending to be locked.

PDF documents you produce

Gendec writes two documents as PDF files on the device: the declaration itself, and the one-page flight brief for the crew. Each leaves the app only at your own action, by one of three routes — the iOS share sheet, which is also how a copy is saved to Files; the Mail compose sheet, when you send the declaration to the station’s own contacts and Mail has an account on the device; or AirPrint. From that moment the destination you chose handles the file under its own terms, not ours.

When Mail has no account, the addresses of the station contacts you chose are placed on the clipboard for you to paste into the draft. Copy addresses and note places the whole message there, signed with the signature set in Settings. Either stays on the clipboard like the text of a handling request, described above.

These files are working copies, not the record. The app deletes each of them once it is twenty-four hours old, the next time the app comes to the foreground, and deletes all of them at once with Delete all local data. What is kept of a declaration is described below.

Declarations already issued

Creating the declaration’s PDF keeps a copy of that declaration on the device, exactly as it was printed. It therefore holds the passport numbers, dates of birth, places of birth and declaration of health that appeared on it. It goes on holding them after the records they came from have been corrected or deleted — that is the point of it: a document handed to a border authority has to be answerable for as it stood.

The copies are kept on the device. A PDF can be produced again from any of them, and shared or printed like any other. Export all data, described below, carries them all. They are listed under Issued declarations on the GENDEC screen, and are erased one at a time, all at once from that same screen, or with Delete all local data.

They can also be given a keeping period — Settings › Keep them for — of ninety days, six months or a year, after which the app erases each one itself when it next opens. It is set to keep everything until you choose otherwise, so that installing a new version never quietly erases a history you were relying on; choosing a period tells you how many declarations it removes before it removes them. Keep no more of them than the operation needs.

Backup, and moving to another device

Settings › Export all data writes a single file holding every record on the device, including the teams and the operators’ full details, which no CSV carries. It is how a replaced device comes back, and how a second one is set up without retyping. It contains passport numbers, so send it the way you would send a passport. It goes out through the iOS share sheet, to a destination you choose, and never to us. A file is brought back either in full or as reference data only, which deliberately leaves out the flight files, the handling requests, the issued declarations and the signature set in Settings.

The lists of aircraft, sites, crew and passengers also export as CSV, by the same share sheet and with the same caution: the people files carry travel document numbers, the crew file also carries the licence details described below, and the sites file carries the contacts recorded for each site. The app deletes the backup and CSV files it writes for sharing once they are twenty-four hours old, as it does the PDF files.

Crew licences

A crew record can hold a licence number and the expiry dates of the licence, the medical certificate, the operator proficiency check, each type rating and each language proficiency. They are optional, they are held on the device like everything else, and they are used for two things only. The Flight screen and the crew list tell you when one has run out or is about to, and an aircraft’s own screen lists the crew rated on its type. They are never printed on the declaration or the flight brief, and the app never sends them anywhere. Apart from your device backups, they leave the device only when you export the crew CSV or use Export all data.

Deleting your data

Settings › Delete all local data erases every aircraft, site, operator, crew member, passenger, team, flight file, handling request and issued declaration, together with the signature set in Settings and any PDF files not yet cleared away, immediately and permanently. Two settings are left as they were: the keeping period for issued declarations, and Require Face ID, Touch ID or passcode. A newer aerodrome directory brought in with Update from a file, under Settings › Aerodromes & sites, is kept as well; sites you imported from a CSV are erased with the others.

Delete all local data also erases the last CSV file and the last file written by Export all data. Any device backup made before the deletion still holds the data as it then stood, under that backup’s own rules. Removing the app from the device removes everything it holds there, as iOS does for any app.

Children

Gendec is a professional tool for flight operations staff. It is not directed at children, and as the app sends us nothing, we receive no data about anyone who uses it, children included.

Your rights

Because the data in the app never reaches us, we hold none of it to give you access to, correct or erase; you control all of it directly in the app. If you write to us, what becomes of your message is set out on the site’s legal notice and privacy page. Where Gendec is used to process personal data of crew and passengers, the operator running the app is the controller of that data under the GDPR and equivalent laws, and is responsible for informing the people concerned.

Changes to this policy

If this policy changes, the new version is published at this address with a new date at the top.