Your organization's data

This page is part of Organization. It covers the Data and privacy sections: the organization export and closing, the documents your organization has sent, and the outside services your records reach.

The export, the audit binder card and closing are under Data and privacy, then Export and closing; the documents your organization sent are under Recipients. How long positions, stored log files and records are kept is on the Retention page, and the activity log on the Audit page.

The organization export#

Export and closing opens with the export, and a line under its button says when the last export was taken and by whom. Your organization's data takes everything on your organization's record as one archive of JSON and CSV files another system can read:

aircraft, with each aircraft's origin and covered foreign UAS list record in aircraft_origin.json
flights, voided flights included, with their history and log files
maintenance, missions, types and bulletins, manuals, occurrences, jobs and authorizations
the safety register: every hazard with its score history, its mitigations with their state and every correction, and each acceptance with its band, the mitigations it rests on and whether it still applies or lapsed and why, with your risk policy in sms_risk_policy.json
your roles and who holds each one, groups, and sign-in, session and single sign-on settings (never a secret)
webhooks (never their secrets), the plan and add-ons, and retention settings
builds with every saved version
the list of audit packages handed out
every document issued with a verification code, with the record data it printed (issued_documents.json)
the photos and documents withdrawn from records whose files are kept or were deleted (withdrawn_files.json, with the date each file is kept until)
the independent timestamp proofs

To take it:

Leave Include attached documents and photographs ticked (the default) to carry every document attached to a record (authorizations, insurance certificates, license scans, sign-off sheets, release certificates) and your job and occurrence photos as files. Their index is in every export either way.
Tick Include raw flight log files if you want the stored log files in it too; the archive can then be very large.
Choose how the CSV files separate their cells: Comma-separated CSV or Semicolon-separated CSV (Excel in Europe). The archive's manifest.json records the choice under csv, and every CSV file starts with the UTF-8 byte-order mark.
Press Export organization data.

The manifest lists every file with its size and SHA-256, README.txt describes each file and its fields, and the archive carries a verification code you can check at https://rotorlab.app/verify, with HOW-TO-VERIFY.txt and verify_package.py inside to check it offline. See Verifying documents. In the CSV files a list reads a; b and a set of values reads as JSON. A stored log file that could not be read is named in the manifest under not_written rather than left out silently. Every export is a row in your organization's activity log and on its list of handed-out packages, naming who took it.

Audit binder#

The Audit binder and retention card points to the two places that own them. The audit binder is produced on Audit, in its binder step, with who asked for it and why (see Audit binder). Retention windows and legal holds are on Retention.

Documents sent#

Under Data and privacy, then Recipients, the Saved recipients card lists the people your organization sends documents to (an insurer, an examiner, a regulator, a client's office), and the Documents sent card lists every document your organization sent through a link, newest first, with whether the link was opened, the file downloaded, and whether it still works. Withdraw stops a live link at once. A document is sent only to someone on the recipients list or to a job's Report to. See Sending a document.

Close the organization#

The Close the organization card is the last card under Data and privacy, then Export and closing, for organization admins. It states the exit in your own dates: if you leave, your plan ends on the date you have paid through, then your organization is read-only for 90 days with Export open, to a date the card names; then your records are kept for 12 months with no access; then they are deleted. Take the export first: the card links to it. A line shows any legal hold that stops deletion, with a link to each on Retention, and you lift a hold there.

Press Ask RotorLab to close the organization, type the organization's name to confirm, and add a reason if you wish (it is optional). The request goes to RotorLab and every admin is answered by email; nothing is deleted before RotorLab has confirmed the request with you. Once sent, the card reads Requested with the date and who asked, and the button is gone. When your records are deleted, every organization admin receives a deletion certificate by email with a code that anyone can check at https://rotorlab.app/verify; see Verifying documents. If you only want to stop paying, Cancel at period end under Billing, then Plan does that without closing anything, and shows the same dates.

Outside services#

The Outside services card is under Data and privacy, then Outside services. It says what your organization's records send outside RotorLab, and holds the choices you decide. A line at the top counts them, for example "3 of 6 sharing choices on" with their names. Each switch saves as soon as you tick or untick it, and the note under it says where it stands. Below the three switches are the cards for Model annotations, and Members' own summaries.

Read this organization's encrypted DJI logs through DJI's keychain service. Current DJI flight records are encrypted, and reading one sends its key identifiers to DJI's keychain service (DJI is a company based in China). The switch is off by default: encrypted DJI logs are kept with their flights and are not read until you switch it on, and then they are read as they arrive. Older DJI logs, which are not encrypted, never need it.
Use outside map and lookup services for this organization's members. On by default. Off, your members' maps draw on the plain grid (or the service's own map, where it has one) instead of imagery and terrain from Esri, USGS, OpenStreetMap and AWS, and no forecast, weather observation, place lookup, elevation lookup or address autocomplete is made for them. Where no terrain can be loaded, the Mission Planner and the Airspace Viewer say so instead of drawing level ground.
Count this organization's members in usage analytics. On by default. Off, nothing about your members' visits (page views, the time zone, language and time on page their browser reports, and Google Analytics) is recorded or sent while they are signed in.

Under the switches, a line says whether precise positions, stored log files and live recordings, saved missions, area outlines and stored credentials are sealed at rest on this service. When the service runs in offline mode, the card says "This service is in offline mode: it makes no connection outside its own network." Nothing is then sent to DJI or any other outside service; single sign-on, email and webhooks reach only the hosts inside your network that your copy lists. Every outside service RotorLab can call is listed on the trust page at https://app.rotorlab.app/trust#outside.

Model annotations#

RotorLab can annotate your records with advisory scores, such as flights that look unusual against the airframe's own history and component life projections. Every score names the signals and the model that produced it, and nothing ever gates on one. On the RotorLab's models card, untick Annotate this organization's records for zero model output: off means absent everywhere, exports included. Separately, your data is used to train shared models only if you switch that on below it, and you can switch it off at any time.

Members' own summaries#

A member who belongs to several organizations sees, on their own My Account page and to nobody else, a summary of their flights, hours and currency in each organization, yours included (see Working in several organizations). Your part shows the dates, aircraft names, durations and seats of the flights they flew for you, their hours and their currency by your rules; never a position, place, job, client or note, and never to anyone but that member. It is worked out each time they open it and stored nowhere. The Include our records in members' own summaries setting is on by default. Untick it to keep your records out: your row in each member's summary then says your organization keeps its records out of it.