Privacy Policy - Fast FAA U.S. Agent for Service

Last Updated: June 5, 2025

MailFAA.com (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website mailfaa.com (the “Site”), use our online platform, and engage our services as an FAA U.S. Agent for Service (collectively, the “Services”). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Site or use our Services.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the “Last Updated” date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates. You will be deemed to have been made aware of, will be subject to, and will be deemed to have accepted the changes in any revised Privacy Policy by your continued use of the Site or Services after the date such revised Privacy Policy is posted.

Information We Collect

We may collect personal information from you in a variety of ways, including:

If you contact us directly (e.g., via email, WhatsApp, contact form), we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

Personal Identifiable Information (PII):

When you register for our Services, we collect information such as your name, email address, mailing address (foreign), phone number, FAA certificate number(s), and type of FAA certificate(s) held.

Payment information (e.g., credit card details) is collected and processed by our third-party payment processors. We do not store full credit card numbers on our servers.

FAA Correspondence:

As your designated FAA U.S. Agent for Service, we receive official mail and documents from the Federal Aviation Administration addressed to you. We scan these documents and make them available to you through our secure online portal.

Derivative Data:

Information our servers automatically collect when you access the Site, such as your IP address, browser type, operating system, access times, and the pages you have viewed directly before and after accessing the Site.

Data from Mobile Devices:

Device information, such as your mobile device ID, model, and manufacturer, and information about the location of your device, if you access the Site from a mobile device and have enabled location services.

Communication Data:

How We Use Your Information

We use the information we collect in the following ways:

For compliance purposes, including enforcing our Terms of Service, or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency.

To provide, operate, and maintain our Services, including registering you as a client and acting as your FAA U.S. Agent for Service.

To process your transactions and manage your account.

To receive, scan, and make FAA documents available to you through our secure online portal.

To send you notifications regarding received FAA documents and other service-related communications.

To improve, personalize, and expand our Services.

To understand and analyze how you use our Services.

To develop new products, services, features, and functionality.

To communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the Service, and for marketing and promotional purposes (where you have consented).

To send you emails and other communications related to your account and our Services.

To find and prevent fraud, abuse, and security incidents.

Information Sharing and Disclosure

We do not sell your personal information. We may share information we have collected about you in certain situations:

With Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work (e.g., payment processing, data hosting, email delivery, customer service platforms like WhatsApp for support). We take steps to ensure these service providers protect your information contractually and technically where feasible.
By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation. This includes exchanging information with other entities for fraud protection and credit risk reduction.
Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on our Site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
With Your Consent: We may disclose your personal information for any other purpose with your explicit consent.

We will not share the content of your FAA documents with third parties unless required by law, by the FAA itself, or with your explicit consent for a specific purpose.

Data Security

We use administrative, technical, and physical security measures to help protect your personal information and the documents we handle on your behalf. These measures include encryption, access controls, and secure storage solutions. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse. Any information disclosed online is vulnerable to interception and misuse by unauthorized parties. Therefore, we cannot guarantee complete security if you provide personal information.

Data Retention

We will retain your personal information and FAA documents received on your behalf only for as long as is necessary for the purposes set out in this Privacy Policy, to provide the Services to you for the duration of your active subscription, and for a reasonable period thereafter to allow for account reactivation or as required by applicable law (including FAA regulations or record-keeping requirements). We will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. Client documents are typically maintained for the duration of an active subscription and for a defined period afterward as outlined in our Terms of Service or as required by law, after which they may be securely deleted.

Your Data Protection Rights

Depending on your location and applicable data protection laws (such as GDPR, CCPA, etc.), you may have the following rights regarding your personal information:

The right to access: You have the right to request copies of your personal data that we hold.
The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
The right to erasure (Right to be Forgotten): You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
The right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time.

If you wish to exercise any of these rights, please contact us using the contact details provided below. We will respond to your request within the timeframe required by applicable law. We may need to verify your identity before processing your request.

International Data Transfers

Your information, including personal data, is processed at our operating offices in the United States and in any other places where the parties involved in the processing are located. This means that this information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer. MailFAA.com will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

Links to Other Websites

Our Site may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page on our Site and updating the “Last Updated” date at the top of this Privacy Policy. We may also provide notice to you through other means, such as via email, prior to the change becoming effective. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.