1. About these Terms
These Terms form the agreement for the Pilot Crewroom digital service at pilotcrewroom.com. The service is supplied from Poland by the individual Operator identified in Section 9 (the “Operator”, “we”, “us” or “our”). Product, account and legal enquiries can be sent to [email protected].
For purchases made through Stripe Managed Payments, Link is shown at checkout and on the receipt as the Merchant of Record. Link's standardised payment terms govern the payment transaction. These Terms separately govern your account, the digital service and our product support responsibilities.
2. Eligibility and acceptance
You must be at least 18 years old and legally able to enter into a contract to create an account or buy a package. By creating an account, you agree to these Terms and acknowledge the Privacy and Cookie policies. If you use Pilot Crewroom for an organisation, you confirm that you have authority to bind that organisation; mandatory consumer rights apply only where the law treats you as a consumer.
The Terms in force when you accept them are recorded against your account. Additional purchase information and the payment terms shown at checkout also form part of the relevant transaction.
3. What the service provides
- Browser-based airline assessment-centre group-exercise practice with clearly identified AI-simulated participants.
- Realtime English-language voice interaction, a saved text transcript, practice metrics and evidence-linked AI coaching when the relevant providers are available.
- An account dashboard, practice history, profile settings and controls to delete individual runs or the account.
- The service requires a supported modern browser, a stable internet connection, permission to use a working microphone and audio output. It does not provide downloadable software or offline access.
4. Accounts and security
Provide accurate account information, keep your credentials secure and tell us promptly if you suspect unauthorised access. You are responsible for activity carried out through your account unless it results from our failure to use reasonable security. Accounts and session credits are personal, non-transferable and may not be shared or resold.
Email/password sign-in and optional Google sign-in are supported when configured. We may require email verification, security challenges or a fresh sign-in before sensitive actions. The standalone administrator account is separate from customer accounts and cannot be granted to a customer.
5. One-time packages and session credits
- All packages are one-time purchases. Pilot Crewroom does not create an automatically renewing subscription.
- Every package provides the same product access. Packages differ by included session credits, price and credit validity period. The package page shows the base price in euro, included session count and validity period. Stripe displays the final amount, local currency and applicable indirect tax before you authorise payment.
- A verified, paid transaction adds the stated number of session credits. A redirect or checkout screen alone never grants credits.
- Unused Circuit credits expire 7 days after payment confirmation; First Officer credits expire after 14 days; Captain credits expire after 30 days; and Command Prep credits expire after 60 days. The exact period is displayed on each package before checkout and the dashboard shows the days remaining. Credits granted before this expiry policy took effect remain non-expiring, so the change is not retroactive.
- A credit reserved before its deadline may be used for that room. A protected technical refund returns the credit to its original package and original deadline; it does not restart or extend the validity period. If that deadline has already passed, the returned credit expires immediately. Unused expired credits are removed, cannot be restored merely because they were not used, and are non-refundable.
- Credits have no cash value, cannot be transferred, and do not renew or reset on a billing date. Expiry does not limit any mandatory withdrawal, conformity, refund or other consumer right.
- A new package can be bought only after the existing credit balance reaches zero. One credit is reserved for a live room; a protected technical failure before the room starts returns that credit automatically.
6. Payment, receipts and transaction support
Checkout is embedded in Pilot Crewroom but hosted by Stripe. Pilot Crewroom does not receive your complete card number or security code. Link, as Merchant of Record for a Managed Payments transaction, handles payment collection, indirect tax, receipts, payment disputes and transaction-level support. We remain responsible for supplying the product and product-level support.
Payment methods and any currency conversion are shown in checkout. Link sends the durable receipt or invoice and any refund notice to the email address used for the transaction. Contact Link for transaction support or us for product problems; we will cooperate where a request involves both.
7. Consumer withdrawal and conformity rights
- If you are an EEA or UK consumer, you generally have 14 days from conclusion of an online service contract to withdraw without giving a reason, unless a lawful exception applies. Other countries may provide similar or stronger rights.
- Before checkout opens, you must expressly request immediate access to the digital service during the withdrawal period and acknowledge the consequences displayed beside the checkout button. If you then exercise a statutory right to withdraw, you must pay the proportionate price for service supplied up to withdrawal where applicable law permits. Each credit used to start a room is treated as performance of that session; a completed session is fully performed. The withdrawal right is lost only when and to the extent all conditions required by applicable law are met, including after the package has been fully performed. Nothing in these Terms creates a waiver that the law does not permit.
- To exercise a right of withdrawal, use the order controls or support route in your Link receipt, or send a clear statement to [email protected] identifying your name, account email, order and decision to withdraw. Sending the statement before the deadline is sufficient. We or Link will acknowledge and process it as applicable to the transaction.
- Consumers also have mandatory legal rights when a digital service is not supplied, is faulty or is not as described. Depending on applicable law, remedies may include bringing the service into conformity, a proportionate price reduction or terminating the contract. These rights are not limited by our technical-credit policy or by any commercial refund practice.
8. Refunds, reversals and technical problems
Except where mandatory law or Link's applicable payment terms require otherwise, purchases are final. We do not offer voluntary or change-of-mind refunds after any credit from the purchased package has been used. Before checkout, you must separately acknowledge this condition. Closing an unpaid checkout does not create a charge and there is no renewal to cancel.
A completed or validly started session is not refundable merely because you did not like the scenario, AI output, coaching score or assessment result. This commercial policy does not exclude a statutory withdrawal calculation, a remedy for a digital service that is not supplied or not in conformity, an unauthorised-payment claim, or another right that cannot lawfully be limited.
If a payment is fully or partly refunded under a mandatory right or by Link, the corresponding unused credits are removed. Any lawful withdrawal amount may be reduced proportionately for credits already used. If a reversal exceeds the unused balance, we may pause further paid use while the account is reviewed, without limiting any non-waivable right.
When a failure happens before the protected room starts, the app attempts to return the reserved credit automatically. For a failure during a room, contact support with the approximate time and scenario; never send passwords, payment-card details or the full transcript by email.
9. Operator identity and contact
Pilot Crewroom is operated by Aleksander Koupeloglou as an individual established in Poland, using the trading name Pilot Crewroom.
Email [email protected] for product support, legal notices, complaints or consumer-rights requests. Link remains the Merchant of Record identified on the checkout and transaction receipt for the payment transaction.
10. AI participants, transcripts and coaching
The people speaking in a practice room are AI-simulated participants, not real candidates. Their voices and statements are synthetic and may contain errors, inconsistencies or unrealistic suggestions. The completed transcript is used to produce automated, evidence-linked coaching about observable practice behaviours.
Scores and comments are private preparation feedback. They are not a psychometric test, professional recruitment advice, an airline or academy endorsement, a certification, or a prediction of whether you will be hired. We do not send them to employers or use them to make recruitment or similarly significant decisions. Use your own judgement and do not treat scenario material as operational aviation advice.
11. Your content and acceptable use
You retain rights in the words you contribute. You give us a limited, worldwide, non-exclusive licence to capture, transcribe, process, store and display those contributions only as needed to operate, secure and improve the service, provide your requested coaching, comply with law and enforce these Terms. This licence ends when the content is deleted, except for protected backups and records that must lawfully be retained.
- Do not submit another person's voice, confidential information or personal data without lawful permission. Do not use the service to identify, profile or make decisions about another person.
- Do not break the law; harass or threaten anyone; submit malicious code; probe or bypass security, rate limits, payment or credit controls; scrape the service; access another account; or interfere with availability.
- Do not copy, resell, sublicense or commercially exploit the scenario library, reports, software or synthetic voices, or reverse engineer the service except to the limited extent a non-waivable law expressly permits.
- Do not present AI output as an official airline assessment, use it for real-world flight operations, or imply that Pilot Crewroom is affiliated with an airline, regulator, assessment centre or training authority.
12. Intellectual property
Pilot Crewroom and its licensors own the service software, design, scenario library, branding and other supplied content. Subject to these Terms, we grant you a limited, personal, non-exclusive, non-transferable and revocable right to use the service for your own lawful preparation or internal professional development. No ownership rights are transferred to you.
Feedback you voluntarily provide may be used to improve the service without identifying you or revealing your practice content. You are not required to provide product feedback.
13. Privacy and necessary cookies
Our Privacy Policy explains how account, payment-reference, microphone, transcript, coaching, security and support data are processed. Signed-in features require strictly necessary authentication and security cookies. Public pages can be read without an account. The Cookie Policy explains each first- and third-party technology in more detail.
14. Availability, updates and changes to the service
Realtime voice, assessment, payments, email and security functions depend on third-party services and may occasionally be unavailable. We use reasonable care to provide the service but do not promise uninterrupted or error-free operation. Maintenance, security incidents, provider changes or events outside reasonable control may affect availability.
We may update scenarios, models, features and compatible browser requirements. Where a change materially affects a consumer's paid digital service, we will provide the information, updates and remedies required by applicable law. If we permanently discontinue the paid service, we will give reasonable notice where practicable and address unused paid credits in accordance with mandatory law.
15. Suspension, termination and account deletion
You may stop using the service at any time and can permanently delete your account from Account settings. Account deletion removes access, saved runs, transcripts and reports and sets the remaining credit balance to zero. If you believe you are entitled to a refund or need a copy of your information, contact support before deleting the account.
We may restrict or suspend access where reasonably necessary to protect the service, investigate fraud or a security incident, comply with law, respond to a payment reversal, or address a material breach. Where appropriate, we will explain the reason and give a reasonable opportunity to correct a curable breach. We may terminate immediately for unlawful, fraudulent or seriously harmful conduct.
Termination does not affect rights, payment obligations or provisions that by their nature continue, including intellectual-property, payment-record, liability and dispute provisions. Mandatory consumer remedies remain available.
16. Responsibility and liability
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation, death or personal injury caused by negligence, wilful misconduct or gross negligence where applicable, or your mandatory consumer rights.
Subject to that sentence, we are responsible for losses that are a reasonably foreseeable result of our breach of these Terms or failure to use reasonable care. We are not responsible for loss caused by your misuse, an unauthorised third party, unsupported equipment, or an event outside our reasonable control, nor for business losses where you use a consumer service for commercial purposes, to the extent applicable law permits.
Pilot Crewroom is a practice aid. We are not responsible for recruitment, training or operational decisions made by you, an airline or any third party, or for an assessment outcome. This does not excuse us from supplying the digital service in conformity with mandatory law.
17. Governing law, complaints and disputes
These Terms are governed by Polish law, without depriving a consumer of mandatory protections available under the law of their habitual residence. Courts have jurisdiction as determined by applicable mandatory law; a consumer may bring a claim in any court available to them under that law.
Please send complaints to [email protected]. Include enough information to identify the account or order, but do not send a password, complete card details or unnecessary transcript content. We will try to resolve the complaint directly and will provide information about any competent alternative-dispute-resolution body where the law requires it. Payment complaints can also be raised with Link using the receipt or Link support.
18. Changes to these Terms
We may update these Terms to reflect legal, security, provider or service changes. The current version and effective date will remain available here. We will give reasonable notice of material changes and seek fresh acceptance where required. Changes do not retroactively reduce rights relating to an earlier purchase. Previous versions are available on request.
If part of these Terms is unenforceable, it will be limited or removed only to the minimum extent necessary; the remainder continues to apply. A delay in enforcing a term is not a waiver. These Terms, the policies they incorporate and the purchase information shown at checkout form the agreement for the relevant service use.