NCO.GEN.102(h)(3) requires passenger records to be "produced by the operator of the flight when requested by a person who is an Authorised Person within the meaning given in Schedule 1 to the Air Navigation Order 2016." ANO art. 13(2)(h) has the same requirement. Schedule 1 defines the term:
“Authorised person” means—
(a) any constable;
(b) in any article other than article 259, any person authorised by the CAA (whether by name or by class or description) either generally or in relation to a particular case or class of cases; and
(c) in article 259, any person authorised by the Secretary of State (whether by name, or by class or description) either generally or in relation to a particular case or class of cases;
Limb (c) relates only to article 259, so for cost sharing records the relevant people are police constables and people authorised by the CAA. CAP 1590 (guidance), footnote 2 summarises it the same way.
In practice this means your records need to be retrievable for the full six months after each flight, whether on paper or electronic. CAP 1590 para 18 confirms the form "can be a paper or electronic record". If asked, you should be able to show a completed declaration for each passenger who needed one.
Source: ANO 2016, Schedule 1
Read more in our guides
- What passengers must sign, and how long to keep records Every cost-sharing passenger needs a signed safety declaration before the flight, kept for 6 months. What it must contain, who is exempt and what to keep.
- Cost-sharing compliance checklist (printable) A printable checklist for UK pilots covering every cost-sharing requirement: advertising, sharing costs, passenger declarations, currency and record keeping.
Related terms
Back to the glossary. Definitions summarise the legislation and CAA guidance and are not legal advice.