Terms of Service

1. Service Description

BidCheck is a roster companion and AI-powered bid optimization tool for airline pilots, available as an app for iPhone, iPad and Android. It generates optimized bid sheets from the pattern book and a bid brief describing your preferences; turns the roster you forward into a calendar, reminders and shareable copies; shows open time from your own webCIS session; and helps you arrange trip, leave and base swaps with other pilots.

BidCheck includes a pilot directory, optional buddies (roster sharing between two pilots who both agree), and optional plans for bidding together. A plan raises the chance that two pilots are awarded trips to the same place at the same time; it never guarantees it. PBS awards each pilot separately, by seniority, and airline scheduling decides the rest.

2. Eligibility

You must be a licensed airline pilot or aircrew member to use the Service. You must be at least 18 years old and have a valid Apple ID or Google account to create an account.

3. Account

• You sign in using Apple Sign In or Google Sign-In. We do not manage passwords.
• You are responsible for maintaining the security of your Apple ID or Google account and your device.
• You may delete your account at any time in the app (Settings → Account → Delete Account) or, without the app, as described on our account deletion page. Deletion is permanent and removes all associated data, except as described in our Privacy Policy. It does not cancel an Apple or Google Play subscription — cancel that with the store.

4. Subscriptions and Billing

• On iPhone and iPad, subscriptions are purchased and managed through the Apple App Store as auto-renewable subscriptions. Payment is charged to your Apple ID account at confirmation of purchase. Subscriptions automatically renew unless cancelled at least 24 hours before the end of the current period. You can manage or cancel them in your Apple ID account settings, and refunds are handled by Apple in accordance with its refund policies.
• On Android, subscriptions are purchased and managed through Google Play as auto-renewing subscriptions. Google Play processes the payment and charges your Google Play payment method at confirmation of purchase. Subscriptions automatically renew at the end of each period unless you cancel before the renewal date. You can manage or cancel them in the Google Play Store app (your profile → Payments & subscriptions → Subscriptions), and refunds are handled by Google in accordance with Google Play’s refund policies.
• A cancelled subscription stays active until the end of the period you have paid for. Manage a subscription with the store you bought it from.
• When your trial expires and no subscription is active, access to optimization features is suspended.

5. Acceptable Use

You agree not to:

• Upload content that is not a legitimate ARMS pattern book PDF
• Attempt to manipulate, reverse-engineer, or extract the AI prompts or optimization logic
• Share your account or subscription with others
• Use the Service for any purpose other than personal bid optimization
• Attempt to circumvent rate limits, subscription checks, or security measures
• Use automated tools to access the Service (scraping, bots, etc.)
• Use the pilot directory, buddy requests or plan invitations to spam, harass or impersonate other pilots, or to collect or publish other pilots’ details
• Attempt to access another pilot's bid brief, preferences, or personal data through the directory, buddies or plans
• Use Trip Swap to harass, intimidate, or spam other pilots, or to propose swaps you know to be illegal or in bad faith
• Misrepresent yourself when proposing a swap, or use the optional swap proposal note to send content unrelated to the swap itself
• Enable Special Meals with a meal type you are not approved for, or enter a false, expired, or another person's special-meal authority
• Use Special Meals to send a catering provider anything other than your own genuine, approved meal request
• Add a roster-forwarding recipient address that is not your own and that you have not been authorised by that person to send their way, or use Roster Forwarding to send unsolicited email
• Enter a WhatsApp number that is not your own, or use a flightmate's shared number for anything other than a genuine, courteous, trip-related message
• Use Flightmates or WhatsApp contact to harass, intimidate, spam, or repeatedly contact a pilot who does not wish to hear from you
• Use crew lists or any other information BidCheck shows you from webCIS for anything other than your own legitimate, work-related purposes, or copy, publish or share another crew member’s details
• Post leave you do not hold, or a swap you do not intend to honour, or use a swap note to send anything unrelated to the swap
• Share a co-parent link or PDF with anyone other than the person it is meant for, or use co-parent notes for anything other than your own schedule

6. Pilot Directory, Buddies and Bidding Together

• Directory. Verified pilots (a confirmed Qantas email address or a forwarded roster) are listed with their name, rank, fleet and base for other signed-in BidCheck pilots to browse and search. The “Let other pilots find me” switch in Settings is on by default; turning it off removes you from the directory immediately and stops new buddy requests and plan invitations reaching you.
• Buddies. Sharing rosters needs both pilots to agree: one asks, the other accepts with one tap. By accepting, you consent to sharing your name and crew category with that pilot and to each of you being able to view the other’s full roster in the app (including duty, flight and leave codes). Your buddy cannot see your bid brief, extracted preferences, bid sheets, email address, subscription status, flown-hours statistics, or your Flightmates. Either pilot can remove a buddy at any time, which immediately stops roster sharing. Declining a request is silent, and a pilot you declined can ask again after 7 days.
• Bidding together. Any pilot can invite you to a plan. Until you add it, the invitation shows you only the other pilot’s name, the city, the dates and suggestions worked out from the two pattern books. Adding a plan puts its bids on your own bid sheet; your bid sheet never changes without your tap. If you narrow the dates, the narrowed dates are shared with the other pilot. You remain solely responsible for reviewing and submitting your bids.

7. Trip Swap

Trip Swap lets you propose a one-for-one trip swap with another pilot in the same bid period. BidCheck validates the swap against crewing rules (divisor ceiling, MNX floor, MBTT, duty limits, stick limits, overlap) before either party can accept, and once both accept, drafts an email for you to forward to crewing yourself.

• Discoverability is on by default (from version 1.13 onwards). When discoverable, your display name, base, crew category, and the trips on your current roster are visible to same-base pilots in your aircraft + crew category cohort, and any Port Requests you post are visible to out-of-base pilots in that cohort. You can disable discoverability at any time in Settings → Privacy; doing so removes you from match lists immediately. Buddies you have explicitly linked still see your trips for swap purposes regardless of the flag.
• You retain control of the send: BidCheck composes the email, you decide whether to send it.
• You are responsible for verifying that any proposed swap is appropriate, lawful, and consistent with your employer's policies. BidCheck's legality checks are advisory only and based on the rule set in spec 31 at the time of the check.
• You consent to your Qantas work email being CC'd on the ARMS hand-off email if you accept a swap, so that both pilots have a paper trail with crewing. You can edit or remove this address from your profile at any time.
• Trip Swap notes (the optional ≤ 500-character free-text field on a proposal or wish) are visible to the other pilot but are not included in the email sent to crewing.
• Leave swaps, base swaps and the swap board. A leave swap posting is shown with your display name to discoverable pilots in your aircraft and crew category at every base. A base swap posting is shown with your display name, home base, rotation position and seniority group to pilots at the base you want to move to. Swap board listings are shown without your name, except to your buddies, to pilots whose trips match, and to pilots who say they are interested. You are responsible for only posting leave you hold and swaps you intend to honour. As with trip swaps, BidCheck never lodges anything with crewing: an agreed swap produces a hand-off for the two of you to send yourselves, and crewing decides.
• Trip Swap is currently in beta. The rule set will evolve as we gather real swap traffic. Edge cases may surface — please report any swap that looks wrong via Settings → Feedback.

8. Special Meals

If you hold an approved airline special-meal authority, BidCheck can email your meal request to the relevant catering provider for each departure you operate — derived from your current roster — so you do not have to send each request manually.

• The feature is optional and remains off until you enable it and complete your profile (staff number, meal type, authority reference, work email).
• You are responsible for the accuracy of the information you enter, and you represent that you hold a current, validly approved special-meal authority for the meal type you select. Entering a meal type you are not approved for, or a false authority reference, is a breach of these Terms.
• You authorise BidCheck to disclose your name, staff number, meal type, authority reference, and operating flight details to the catering provider(s) for the ports you operate, for the sole purpose of requesting your meal. This includes the dietary/health aspect of that data — see our Privacy Policy (sections 1a and 3) for how it is handled and that it may be processed overseas.
• BidCheck is not affiliated with, endorsed by, or acting for any airline or catering provider. We are an independent tool acting on your instruction.
• We are not responsible for a missed, incorrect, late, or undelivered meal, for catering-provider errors, or for any consequence of a request not being actioned. If a request fails after our automatic retries, we notify you so you can send it manually.
• You may disable the feature or delete your special-meal profile at any time in Settings.

8a. Roster Forwarding

Roster Forwarding lets you share a readable PDF of your roster — a calendar grid plus per-trip detail such as flight numbers, ports, sign-on and landing times — with up to five trusted people you nominate (for example a partner). When your roster changes, the latest version is forwarded to your verified recipients automatically, and you can also send it on demand.

• The feature is optional and remains off until you add and verify at least one recipient.
• Each recipient address is double opt-in: BidCheck sends a verification email, and nothing further is sent to that address until the recipient clicks the link. Recipients can unsubscribe at any time, and you can remove a recipient at any time in Settings — either action stops all further sends immediately.
• You represent that you are entitled to share your own roster and that any address you add belongs to a person who is happy to receive it. You must not add a third party's address to send them unsolicited email.
• You authorise BidCheck to email your roster PDF to the recipients you nominate, routed via our email provider, which may process it overseas — see our Privacy Policy (section 3) for details. We send on your behalf and do not Cc ourselves; if you want your own copy, add your own address as a recipient.
• BidCheck is not affiliated with, endorsed by, or acting for any airline, and the forwarded PDF is a convenience re-rendering of your roster, not an official airline document.
• We are not responsible for an email that is not delivered, is delayed, or is read by someone other than your intended recipient once it reaches their inbox.

8b. Flightmates & WhatsApp Contact

Flightmates shows you other BidCheck pilots rostered on the same sectors or sharing your layovers, and shows you to them in return. It is built from the rosters pilots forward to BidCheck.

• Flightmates matching is governed by a discoverability flag that is on by default. Matched pilots can see your name, role, fleet and base (and a marker if you are linked buddies) — never your staff number, email, bid brief, or roster beyond the shared trip. You can turn discoverability off at any time in Settings to disappear from other pilots' lists.
• WhatsApp contact is off by default and separate from discoverability. If you add a WhatsApp number and switch the option on, your number is shared with pilots on your trips so they can open a WhatsApp chat with you. By enabling it you confirm the number is your own and consent to it being shared in this way. Switch it off, or clear the number, to stop sharing immediately.
• Use Flightmates and WhatsApp contact courteously and only for genuine, trip-related purposes. Harassing, spamming, or misusing another pilot's contact details is a breach of these Terms and may result in suspension.
• BidCheck is not affiliated with, endorsed by, or acting for WhatsApp, Meta, or any airline. Flightmates is a convenience that surfaces other consenting BidCheck users; it is not an official crew roster or contact directory.

8c. Google Calendar Sync

Google Calendar Sync writes your roster directly into a dedicated “BidCheck Roster” calendar that BidCheck creates in your Google account, so an amended roster appears within seconds instead of waiting for Google to refresh a subscribed calendar feed.

• The feature is optional and remains off until you connect a Google account from the app's Calendar Setup screen.
• BidCheck requests a single Google Calendar permission, the calendar.app.created scope, which restricts it to calendars it created — BidCheck cannot read or modify your personal or work calendars. See our Privacy Policy (sections 3 and 3a) for what is written to the calendar and how the authorization is stored.
• You may disconnect at any time from the same screen, which deletes the “BidCheck Roster” calendar from your Google account and revokes BidCheck's access. You can also revoke access directly from your Google Account settings.
• BidCheck is not affiliated with, endorsed by, or acting for Google or any airline. The synced calendar is a convenience copy of your roster, not an official airline document.
• We are not responsible for events that fail to appear, are delayed, or are removed because of a Google outage, a revoked or expired authorization, or changes to Google's APIs. Your roster in the BidCheck app remains the reference.

8d. Open Time and webCIS

Open Time shows you trips available for pickup, using your own webCIS session. You can also use webCIS inside BidCheck, and open it from a call-in reminder.

• The feature is optional. Nothing is collected from webCIS unless you sign in, and opening webCIS in BidCheck tells you, before you continue, that doing so turns Open Time on for that device.
• On a device where Open Time is on, BidCheck reads the open-time board, the Crew Notifications page when a duty is waiting for you, the flight details of an amended trip you open, and the crew list for a trip you open. Our Privacy Policy (sections 2 and 2b) sets out exactly what is sent to us, what we keep and what we discard.
• Your check helps everyone in your cohort. By using Open Time you agree that the boards you check, with your own bid markers removed and without identifying you, are shared with BidCheck pilots at your base on your aircraft and in your crew category. There is no separate opt-out; if you would rather not contribute, do not use Open Time.
• Crew lists show the names of other employees. Use them only for genuine work purposes, and never copy, publish or share them.
• Open Time and its alerts are best-effort. A trip may already have been taken, changed, or withdrawn by the time you see it, alerts can be late or missed, and a duty notification is not a substitute for checking webCIS. Your airline’s own systems are always the reference.
• BidCheck is not affiliated with, endorsed by, or acting for any airline. webCIS is your airline’s system, and its availability and content are outside our control.

8e. Co-parent Share

Co-parent Share lets you give someone, such as a co-parent, a private link or signed PDF showing when you are home or away over dates you choose, at a level of detail you choose, with your own notes.

• The feature is optional. You decide the dates, the level of detail and who gets the link or PDF; BidCheck does not send it for you.
• Anyone who has the link can open it until it expires or you revoke it, so only give it to the person it is meant for. Revoking stops the link working immediately; a PDF already downloaded cannot be recalled.
• A signed PDF can be checked as genuine on our verification page. It is a convenience summary of your roster, not an official airline document, and you are responsible for the notes you add to it.

8f. Email Me My Roster

Email Me My Roster sends a detailed copy of your roster, with the original ARMS roster text attached, to your own inbox.

• It is optional, and only ever sends to your own verified email addresses. You cannot use it to email anyone else.
• Automatic sends when your roster changes are off unless you turn them on, and every email has a one-click unsubscribe.
• Once delivered, the email is in your mailbox; keeping it secure, and in line with your employer’s policies if you use a work address, is up to you. We are not responsible for an email that is delayed or not delivered.

9. Intellectual Property

• Your content: You retain ownership of your bid briefs, uploaded PDFs, and any data you provide. We claim no ownership over your inputs or generated bid sheets.
• Aggregated insights from roster data: By forwarding your ARMS roster to BidCheck you grant us a perpetual, royalty-free licence to retain the patterns awarded to you and your seniority number, and to combine that data with the same data from other pilots to produce aggregated, anonymized insights about pattern competitiveness. Individual awards will not be disclosed to other users, attributed to you by name, or linked to your identity in any user-facing surface. See our Privacy Policy for details.
• Our service: The BidCheck application, optimization algorithms, AI prompts, and underlying technology are our intellectual property. You receive a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, express or implied. Specifically:

• We do not guarantee that generated bid sheets will produce any particular roster outcome.
• We do not guarantee that the Service will be uninterrupted, error-free, or available at all times.
• AI-generated optimizations are recommendations only. You must verify bid sheets before submission to your airline's PBS system.
• We do not guarantee that a special-meal request email will result in a meal being uplifted; catering providers and airline operations are outside our control.
• We do not guarantee that open-time information, crew lists, duty notifications or roster data shown in the app are complete, current or accurate; your airline’s systems are the reference.
• We are not affiliated with any airline or catering provider, and the Service is not endorsed by any airline, catering provider, or aviation authority.

11. Limitation of Liability

To the maximum extent permitted by law, BidCheck shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of income or roster preferences resulting from bid sheet recommendations
• Service downtime during a bidding window
• Errors in pattern parsing or bid generation
• A special meal that is missed, incorrect, late, or not uplifted, or a catering request that is not delivered or actioned
• An open-time trip you missed, or an alert or duty notification that was late, missing or wrong

Our total liability for any claim arising from the Service shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

12. Termination

• You may stop using the Service and delete your account at any time.
• We may suspend or terminate your account if you violate these Terms or engage in abusive behaviour.
• Upon termination, your data will be deleted in accordance with our Privacy Policy.

13. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes through the app or by updating the "Last updated" date above. Continued use of the Service after changes constitutes acceptance of the updated Terms.

14. Governing Law

These Terms are governed by the laws of Western Australia, Australia. Any disputes shall be subject to the exclusive jurisdiction of the courts of Western Australia.

15. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining Terms remain in full force and effect.