How we handle your information

Last updated: 23 October 2026

This Privacy Policy explains how Cosmoi PilotsAssist Service Private Limited, operating under the PilotsAssist brand (“PilotsAssist”, “we”, “us” or “our”), collects, uses, stores, protects and shares personal information when you use pilotsassist.com, submit an enquiry, book a consultation, communicate with us, or use our related services.

We are committed to handling personal information responsibly and in accordance with applicable Indian law, including the Digital Personal Data Protection Act, 2023 as its applicable provisions come into force, applicable cybersecurity requirements, and other data-protection laws that may apply to particular users or activities.

1. Information we collect

Information you provide to us

Depending on the service, form or enquiry you use, we may collect information including:

• your name;
• email address;
• telephone or WhatsApp number;
• preferred contact method;
• programme or training interest;
• preferred training destination;
• educational or eligibility information;
• information relevant to pilot-training eligibility;
• financing or education-loan enquiry information;
• appointment or consultation preferences;
• parent or guardian details where applicable;
• messages, questions and other information voluntarily submitted by you;
• documents voluntarily provided for an application, assessment or requested service; and
• information submitted through business, partnership, operator or institutional enquiry forms.

Where a prospective student is under 18 years of age, we may require appropriate involvement or consent from a parent or lawful guardian where required by applicable law or our operating procedures.

Partial enquiries

Some of our enquiry processes may contain multiple steps.

Where you intentionally continue, submit or proceed from an initial stage of an enquiry, information provided up to that point may be stored as a partial enquiry even where the entire form is not subsequently completed.

We may use a partial enquiry to maintain an accurate enquiry record, provide requested assistance, prevent duplicate enquiries, understand whether an enquiry was completed and maintain appropriate business records.

Booking information

When you book a consultation, discovery call or other appointment, we may collect and store information including your contact details, selected appointment time, appointment type and information reasonably required to manage, confirm, reschedule or administer the booking.

Technical and security information

When you submit or continue an enquiry, booking or other website form, we may record technical information associated with that interaction for website operation, security, fraud prevention, abuse prevention and legal compliance.

This information may include:

• the public IP address observed by our website infrastructure;
• the date and time of the request or submission;
• unique request, enquiry or submission identifiers;
• browser and user-agent information;
• device or platform information;
• browser language;
• referring website or page;
• source page;
• campaign or UTM information where applicable;
• cookie and privacy preferences;
• approximate country, region or city information derived from network or infrastructure information; and
• relevant website, application and security logs.

Location information derived from an IP address or network is approximate. It is not GPS location and should not be treated as definitive proof of a person's physical location.

Where authorised personnel investigate a cybersecurity, fraud or abuse incident, publicly available network-registration information may also be consulted to understand the network or organisation associated with an IP address.

2. How we use information

We may use personal information for purposes including:

• responding to enquiries and requests;
• providing counselling and student-support services;
• assessing relevant pilot-training, educational or financing pathways;
• processing or coordinating applications requested by students;
• administering consultations, discovery calls and appointments;
• communicating regarding an enquiry, application or requested service;
• assisting with documentation and application processes;
• providing education-loan or financing application assistance where requested;
• coordinating with training organisations, educational institutions, financing providers or other service providers where necessary for the service requested;
• maintaining service, communication, transaction and business records;
• operating and securing our website, systems and services;
• diagnosing technical problems;
• detecting, investigating and preventing spam, fraud, impersonation, misuse, harassment, abuse or malicious activity;
• protecting our users, employees, business, systems and legitimate commercial interests;
• investigating cybersecurity or website-security incidents;
• preserving relevant records where a complaint, dispute, legal notice, cyber complaint, regulatory enquiry or legal proceeding exists or is reasonably anticipated;
• establishing, exercising or defending legal rights and claims;
• complying with lawful governmental, regulatory, judicial, cybersecurity or law-enforcement requirements; and
• measuring website or advertising performance where the applicable measurement technologies have been permitted.

We do not use security or technical information for the purpose of publicly identifying, embarrassing or exposing website visitors.

3. Security, fraud and abuse prevention

We operate security controls designed to protect PilotsAssist, our website, systems, students, employees and legitimate users.

Website and form submissions may be evaluated using automated or manual security controls to identify activity that may indicate:

• spam or automated submissions;
• repeated or malicious submissions;
• impersonation;
• unauthorised use of another person's contact details;
• abusive, threatening or harmful content;
• attempts to interfere with our website, forms or business systems;
• suspected fraud or misuse; or
• activity reasonably associated with a previously identified security or abuse incident.

Where a submission triggers a security rule, it may be separated from ordinary sales or enquiry records and retained in a restricted security-review system.

A security flag or internal classification is an indicator for review. It does not, by itself, constitute a legal determination that a person has committed an offence or unlawful act.

Relevant records may be preserved where reasonably necessary for investigation, cybersecurity, evidence preservation, legal compliance or the establishment, exercise or defence of legal rights.

Where appropriate and lawful, relevant information may be provided to legal advisers, cybersecurity professionals, regulators, courts, law-enforcement authorities or other competent authorities.

For security reasons, we do not publicly disclose our internal security rules, detection criteria, watchlists, investigation methods or other information that could reasonably facilitate circumvention of our security controls.

4. Sharing and service providers

We do not sell or rent personal information.

Personal information may be accessed or processed by authorised PilotsAssist personnel and by service providers engaged by us where reasonably necessary to operate, secure or provide our services.

Such service providers may support functions including:

• website hosting and technical infrastructure;
• database and secure data storage;
• enquiry and customer-management systems;
• email and transactional communications;
• appointment and booking functionality;
• live chat and customer-support functionality;
• cybersecurity, fraud prevention and abuse detection;
• analytics and website-performance measurement;
• advertising and campaign measurement where permitted;
• professional legal, accounting, audit, compliance or cybersecurity services; and
• other technical or operational services reasonably required to provide PilotsAssist services.

Where you request assistance relating to a flight-training organisation, educational institution, financing provider or another third-party service, we may share the information reasonably necessary to process, coordinate or facilitate that specific request.

We may also disclose relevant information where reasonably necessary:

• to comply with applicable law;
• in response to a lawful governmental, regulatory, judicial or law-enforcement request;
• to investigate suspected fraud, impersonation, harassment, abuse, cybersecurity incidents or misuse of our systems;
• to obtain professional legal, accounting, audit, cybersecurity or compliance advice;
• to establish, exercise or defend legal rights or claims;
• to protect PilotsAssist, our customers, employees or systems from unlawful or harmful activity; or
• in connection with a lawful merger, acquisition, corporate restructuring, reorganisation or transfer of relevant business operations, subject to applicable legal requirements.

5. Live chat and online communications

Our website may provide live-chat or similar online customer-support functionality through third-party technology services.

When such functionality is loaded or used, limited technical information may be processed for the operation, security and delivery of the service. This may include IP address, browser or device information, session information and related technical identifiers.

Where you voluntarily communicate with us through live chat, the content of the conversation and any contact or other information you choose to provide may be processed for customer-support, record-keeping, security and service-related purposes.

Please do not provide sensitive or unnecessary personal information through live chat unless it is reasonably required for the assistance you are requesting.

6. Cookies and similar technologies

We use a limited number of cookies and similar technologies.

Certain technologies may be necessary for website functionality, security, communications and preference storage.

For example, necessary technologies may remember your privacy preferences, selected country or other choices required to provide relevant website functionality.

Where applicable, advertising, analytics or campaign-measurement technologies are disabled until the appropriate permission has been provided through our privacy controls.

Where permitted, campaign-measurement technologies may record information concerning the advertisement, campaign or page through which you reached PilotsAssist so that we can understand advertising performance and enquiry attribution.

You may change available cookie or measurement preferences through our website privacy controls.

7. Storage, location and security

Information submitted through our website is stored and processed using our business, database, hosting and technical infrastructure.

Information may be processed in India.

Where our technology providers, training organisations, educational institutions, financing providers or other relevant service providers operate outside India, information may also be processed or transferred outside India where reasonably necessary for the service requested and subject to applicable law.

We use reasonable organisational and technical measures designed to protect information from unauthorised access, alteration, disclosure, misuse, destruction or loss.

These measures may include:

• restricted administrative access;
• role-based permissions;
• database security controls;
• access controls;
• security and technical logging;
• separation of certain security records from ordinary enquiry-management records; and
• monitoring intended to identify suspicious or unauthorised activity.

No internet-connected service or information system can guarantee absolute security.

We therefore cannot guarantee that unauthorised access, cyberattack, technical failure or another security incident will never occur, but we take reasonable measures appropriate to the nature of the information and our services.

8. Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide requested services, maintain appropriate business records and satisfy applicable legal, regulatory, accounting, cybersecurity or dispute-resolution requirements.

Enquiries that do not proceed may be deleted or anonymised when they are no longer reasonably required for the purposes for which they were collected, subject to applicable legal, contractual, regulatory, security and business-record requirements.

Technical and cybersecurity logs may be retained for periods required by applicable cybersecurity requirements, applicable law or reasonably necessary internal security purposes.

Legal and security holds

Information connected with suspected fraud, impersonation, harassment, abuse, cybersecurity incidents, complaints, payment disputes, contractual disputes, legal notices, cyber complaints, regulatory enquiries, threatened proceedings or actual legal proceedings may be retained for longer than the ordinary retention period.

Where such circumstances exist or are reasonably anticipated, PilotsAssist may place relevant information under a legal or security hold.

A legal or security hold may suspend ordinary deletion or anonymisation processes for the relevant records while those records remain reasonably necessary for:

• investigation;
• evidence preservation;
• legal or regulatory compliance;
• enforcement of contractual rights; or
• the establishment, exercise or defence of legal claims.

Once the reason for the hold has ended and continued retention is no longer reasonably necessary, the information will be handled in accordance with our applicable retention practices.

9. Access, correction and deletion

Subject to applicable law, you may contact us to request access to, correction of or deletion of personal information associated with you.

You may also request withdrawal from future promotional communications or withdraw consent where consent is the applicable basis for the relevant processing.

We may take reasonable steps to verify the identity and authority of a person making a request before acting upon it.

A request for deletion does not necessarily require PilotsAssist to delete information that must or may lawfully be retained for purposes including:

• compliance with law or regulatory requirements;
• accounting, taxation or necessary business records;
• cybersecurity and system security;
• fraud or abuse prevention and investigation;
• an existing or reasonably anticipated complaint or dispute;
• evidence preservation;
• enforcement of contractual rights; or
• establishment, exercise or defence of legal claims.

Withdrawal of consent to future marketing communications does not automatically require deletion of transaction records, application records, security logs or other information that may otherwise lawfully be retained.

10. Children and parent or guardian information

Where a prospective student is under 18 years of age, PilotsAssist may require the involvement or consent of a parent or lawful guardian where required by applicable law or our operating procedures.

A parent or guardian providing information concerning a minor should ensure that the information is accurate and that they possess appropriate authority to provide it.

We may take reasonable measures to verify parent or guardian involvement where appropriate.

11. Accuracy of information and third-party information

You should provide accurate and up-to-date information when using our services.

You should not provide another person's email address, telephone number, identity details, documents or other personal information unless you are authorised to do so.

Where you provide information relating to another person, you represent that you have appropriate authority to provide that information for the relevant purpose.

We may take reasonable steps to investigate submissions that appear to contain false, misleading, impersonated or unauthorised information.

12. International education and third parties

PilotsAssist assists students with programmes and services that may involve independent training organisations, educational institutions, financing providers, government authorities, examination bodies and other organisations.

These organisations may process personal information under their own legal obligations, privacy policies and operating procedures.

Where information is transferred to such an organisation at your request or as reasonably necessary to process a service requested by you, that organisation may separately determine how it processes information within its own systems.

PilotsAssist does not control the independent privacy practices of third-party organisations once information is lawfully transferred to and independently controlled by them.

You should review the relevant organisation's privacy information where appropriate.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• our services;
• our website or technology;
• our business operations;
• security practices;
• service-provider arrangements; or
• applicable legal or regulatory requirements.

Where changes are material, the updated version and its effective date will be published on this page.

Continued use of our services after publication of an updated Policy will be subject to the version applicable at the relevant time, without limiting any rights available under applicable law.

14. Applicable law and privacy rights

This Privacy Policy is intended to operate consistently with applicable Indian law, including the Digital Personal Data Protection Act, 2023, as its relevant provisions and associated rules come into force.

Depending upon applicable law and the circumstances of processing, individuals may have rights relating to access, correction, updating, erasure, grievance redressal, withdrawal of consent and other matters.

Nothing in this Privacy Policy is intended to limit any right that cannot lawfully be excluded or restricted.

15. Grievances and contact

Questions, privacy requests, correction or deletion requests, or grievances concerning personal information may be sent to:

Support Team
Cosmoi PilotsAssist Service Private Limited
Plot No. 205, Sub Plot No. 06
Sneha Complex, Laxmi Sagar
Bhubaneswar, Odisha 751025
India
Email: info@pilotsassist.com

We aim to acknowledge and address privacy-related grievances within a reasonable period and, where applicable, within any period required by law.

As applicable provisions of the Digital Personal Data Protection Act, 2023 come into force, individuals may also have statutory grievance and redressal rights available under that legislation.