Pilot documents
What it is
Section titled “What it is”Pilot documents are personal documents about you: your UK CAA / EASA medical and your Part-FCL pilot licence. They are recorded by you and visible only to you. They are stored separately from any syndicate’s document library and they cross syndicate boundaries: if you join a second syndicate next month, your medical does not have to be re-recorded.
Pilot documents exist in two flavours:
- Medical: your aeromedical currency. Always carries an expiry date; the certificate file itself is optional. You can record just the expiry date (nothing else is stored anywhere), or upload the certificate as well so it is available on your own devices, including offline. Information about your medical is special-category health data under UK GDPR Article 9 and protected as such; admins of your syndicates never see the file.
- Licence: your Part-FCL pilot licence. Always a file; never carries an expiry date in Syndik8 (the licence itself is indefinite; the ratings on it expire but Syndik8 does not model ratings).
At most one of each is on file at any time. Re-uploading replaces the existing record; re-recording the expiry updates it in place.
The two ways to record a medical
Section titled “The two ways to record a medical”| Expiry date only | Certificate uploaded | |
|---|---|---|
| What is stored | The expiry date, nothing else | The expiry date + the certificate file |
| Renewal reminders | Yes | Yes |
| Admins see your currency | Yes (identical in both cases) | Yes (identical in both cases) |
| Certificate on your own devices, offline | No (there is no file) | Yes |
| Consent required | Yes | Yes |
The expiry date is all Syndik8 ever needs: it drives your reminders and the admin currency chip. The uploaded certificate exists solely so you have it on your devices; no feature shown to anyone else uses it.
Who can use it
Section titled “Who can use it”- Pilots: anyone signed in to Syndik8 can record their own medical and upload their own licence.
- Admins of your syndicate(s) see a redacted summary (see Admin pilot-doc attention view). They never see the file, the title, the medical class, or any clinical information.
Where to find it
Section titled “Where to find it”In the app, open Settings, scroll to the Pilot documents section, and tap My licences and medicals (the screen is titled “My documents”).
Route: /settings/documents/mine.
The screen shows two tiles: Medical and Licence. An empty Medical tile offers Record expiry date (the primary action) and Upload certificate; an empty Licence tile offers Upload. A medical recorded without its certificate shows “Certificate not uploaded” under its expiry.
What’s stored
Section titled “What’s stored”| Field | Stored? | Visible to admins of your syndicate? |
|---|---|---|
| The certificate file (PDF or photo) | Only if you upload it; a date-only medical stores no file anywhere | No |
| Title | Yes | No |
| Expiry date (medical only) | Yes | Yes: admins see whether you have a medical recorded and when it expires. |
| Date you uploaded the licence | Yes | Yes: admins see whether you have a licence and when you added it. |
| Date of birth | No | Not applicable |
| Medical class (Class 1 / 2 / LAPL / PMD) | No | Not applicable |
| Limitations on the certificate | No | Not applicable |
| Clinical commentary | No | Not applicable |
| Medical examiner identity | No | Not applicable |
A separate consent record is kept for medicals only. See Medical consent.
How it differs from a syndicate document
Section titled “How it differs from a syndicate document”| Attribute | Pilot document | Syndicate / asset document |
|---|---|---|
| Lives on | My documents | The syndicate’s library |
| Crosses syndicates | Yes | No (bound to one syndicate) |
| Visible to other members | No | Yes |
| Cached offline | Yes, on your own devices only, when a file exists (see Offline document cache) | Yes (ship’s papers) |
| Multiple uploads of the same type | No (one medical, one licence) | Yes |
Behaviour rules
Section titled “Behaviour rules”- Replacement, not versioning. Re-uploading a medical replaces the old certificate; recording a new expiry updates the existing record in place (an uploaded certificate and the title are untouched). There is no version history.
- Medicals require explicit consent, however much you store. Before your first medical action (recording a date or uploading the certificate) you will be shown a one-screen consent flow; the wording flexes to describe what you are actually storing. See Medical consent. Until you accept it, no medical can be recorded; the server rejects the write regardless of how the request reaches it.
- Consent is versioned. If the consent wording is updated in a later release, you’ll be re-prompted before your next medical action (your existing medical is unaffected; new writes are gated).
- Deleting a medical offers two outcomes. Tapping Delete on your medical opens a dedicated screen. Delete everything removes the certificate (if uploaded), the expiry date, and your consent record; this is how you withdraw consent. Delete the file, keep the date removes only the certificate, from Syndik8 and from your devices, while your expiry date and consent stay in place so admins still see you as current. The screen states which outcome you have chosen before you confirm. Your licence (if any) is unaffected by either.
- Account closure clears your pilot documents. The medical, the licence, and the consent record are removed within 30 days of account closure.
- Expiry reminders go only to you. When your medical approaches expiry, the reminder is delivered to your account alone. Your syndicate’s admins see your expiry on their attention view but they do not receive the personal reminder. Date-only and filed medicals get identical reminders.
For the rationale behind the different treatment, see Why medicals need explicit consent.