Terms of Service

Last updated: April 04, 2026

These Terms of Service ("Terms") govern your access to and use of Aviation OJT Trace (the "Service"), a Software-as-a-Service platform designed to support On-the-Job Training (OJT) tracking, task management, qualification monitoring, and training workflows in the aviation industry. By creating an account or using the Service, you agree to be bound by these Terms.

1. Eligibility and Authorized Users

The Service is intended for use by aviation organizations and their authorized personnel. Eligible users include OJT Candidates, Mentors, Managers, and Company Administrators, each operating within the role and permissions assigned by their organization. You may only use the Service if you have been granted access by your organization's administrator and if you are capable of forming a binding contract under applicable law.

2. Account Registration and Responsibilities

Each user account is personal and non-transferable. You are responsible for maintaining the confidentiality of your login credentials and for all activities carried out under your account. You must notify your organization's administrator and our support team immediately of any unauthorized access or suspected security breach. Sharing credentials with other individuals is strictly prohibited.

3. Organizational Accounts and Multi-Company Access

Aviation OJT Trace operates as a multi-tenant SaaS platform. Each subscribing organization ("Company") has its own isolated workspace. Company Administrators are responsible for managing their organization's users, roles, and data within the platform. By subscribing to the Service on behalf of a company, the administrator represents that they have the authority to bind that company to these Terms.

4. Use of the Service

The Service is intended solely for legitimate OJT training management purposes within the aviation sector. This includes, but is not limited to: tracking OJT progress and task completion, managing Candidate-mentor assignments, generating training records and reports, and monitoring qualification validity. You agree to use the Service in compliance with all applicable laws, aviation regulations (including but not limited to EASA, FAA, and applicable national authority requirements), and your organization's internal policies.

5. Roles and Responsibilities

Users are assigned roles that determine their level of access and capabilities within the platform. The defined roles are as follows:

  • Candidate/Trainee: May access their own OJT records, tasks, and training progress.
  • Mentor/Instructor: May view and validate assigned Candidates' tasks and progress.
  • Manager/QA: May manage Candidate onboarding, monitor training compliance, and generate reports.
  • Company Administrator: Has full administrative access to the organization's workspace, including user management and configuration.

Users must only access data and functions appropriate to their assigned role. Any attempt to escalate privileges or access unauthorized data is a violation of these Terms.

6. Prohibited Activities

  • Attempting to gain unauthorized access to the Service, other tenants' data, or related infrastructure.
  • Reverse engineering, decompiling, or attempting to extract the source code of the Service.
  • Uploading malicious code, malware, or content that infringes third-party rights.
  • Falsifying, altering, or backdating OJT records, task validations, or training data.
  • Using the Service to harass, abuse, or harm other users.
  • Sharing access credentials or allowing unauthorized individuals to use your account.
  • Using automated tools, bots, or scripts to scrape or manipulate data within the Service.

7. Data Integrity and Training Records

Users must ensure the accuracy and completeness of any OJT data they enter or validate. Mentors/Trainers and Managers/QAs bear responsibility for the correctness of records they approve. Aviation OJT Trace provides tools to support training management but does not replace the regulatory responsibility of the organization and its qualified personnel.

8. Intellectual Property

All software, design, text, graphics, and other materials provided through the Service are owned or licensed by us and are protected by intellectual property laws. You are granted a limited, non-transferable, non-exclusive right to use the Service solely for your organization's internal aviation training and OJT management purposes.

Company logos and trademarks uploaded to the Service remain the exclusive property of the respective organization. Aviation OJT Trace claims no ownership, license, or any other rights over such logos or trademarks. Uploaded logos are used solely for the purpose of identifying the organization within the platform and personalizing generated reports and documents on their behalf. Logos will not be used for any other purpose, shared with third parties, or displayed outside the context of the subscribing organization's own workspace and reports.

9. Data Protection and Privacy

We process personal data in accordance with our Privacy Policy and Data Protection & GDPR Information. By using the Service, you acknowledge that your personal data and your organization's training data will be processed as described in those documents. Each Company is responsible for ensuring it has the appropriate legal basis for processing its employees' data through the Service.

10. Subscription, Billing, and Termination

Access to the Service is subject to an active subscription agreement between your organization and us. Failure to maintain a valid subscription may result in suspension or termination of access. Upon termination, your organization's data will be retained for a limited period as described in our Data Protection policy before being securely deleted.

11. Availability and Changes to the Service

We aim to provide a stable and secure Service, but we do not guarantee uninterrupted availability. We may modify, suspend, or discontinue parts of the Service at any time for maintenance, security, or other operational reasons. We will make reasonable efforts to notify organizations in advance of significant changes.

12. Limitation of Liability

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, consequential, or punitive damages, or for any loss of data, revenue, or regulatory compliance issues arising from or related to your use of the Service. Aviation OJT Trace is a training management tool and does not assume responsibility for regulatory compliance outcomes.

13. Changes to These Terms

We may update these Terms from time to time. When we do, we will revise the "Last updated" date at the top of this page and, where appropriate, notify Company Administrators via email. Continued use of the Service after such changes constitutes acceptance of the updated Terms.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of Italy, including applicable European Union regulations (including the GDPR). Any disputes arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the Court of Catania (Tribunale di Catania), without prejudice to any mandatory consumer protection rights that may apply under the laws of the user's country of residence.

15. Contact

If you have any questions regarding these Terms, please contact us at: support@example.com.

This document is provided for general informational purposes and does not constitute legal advice. We recommend that your organization's legal department or advisor reviews these Terms before formal adoption.