Operational Policies & Service Terms

1. Dispatch, Deposits & Payments

• Dispatch Deposit: To dispatch a pilot, an upfront digital deposit is required. This consists of a $100 Deposit Credit plus your estimated Round-Trip Travel Fee (based on distance to the initial meeting location).

• Credit Application: Upon completion or termination of the mission, the $100 Deposit Credit is applied to your final invoice. 

• Payment Terms: Final balances can be calculated in the field and paid for via cash. Otherwise, final invoices are generated upon the operator’s return to Missoula. Payment is due upon receipt via Bank Transfer (ACH), credit card, Apple Pay, PayPal, or Venmo. Invoices unpaid after 5 days will incur a $35 late fee, and balances exceeding 30 days are subject to an additional 1.5% monthly interest charge. Accounts passing 60 days overdue will be sent to collections, and the client agrees to pay all reasonable collection and legal costs incurred.

2. Cancellation, Rescheduling & Refund Policies

When you book a recovery, we turn down other recovery missions and local drone service operations in order to respond. Therefore, the $100 Deposit Credit is strictly non-refundable upon booking (unless operator-initiated as outlined below). Standard scenarios resulting in a cancellation, suspension or reschedule are outlined below:

• Pre-Departure (Full Travel Refund): If you cancel before the pilot leaves Missoula, your entire Travel Fee is refunded.

• En-Route (Pro-Rated Travel): If you cancel after the pilot departs, you are charged for the exact mileage driven up to the point we turn around. The remaining balance of your travel deposit is refunded. Note: Montana cell service is unreliable. Cancellations are processed at the exact timestamp we receive your message. If your text is delayed due to a dead zone and we continue driving, you are responsible for the miles driven until the message delivers. We recommend using a satellite messenger for immediate delivery.

• On-Site (No Travel Refund): If we arrive at the meeting location but you cancel before the drone is deployed, the entire travel deposit (Travel Fee + $100) is non-refundable. No search fees will be billed.

• In-Field (Full Search Minimum): Once the drone is deployed, the service has officially begun. If you terminate the search early or we find the animal before the initial 2-hour window ends, you are responsible for the full $400 Initial Search Block fee. This applies to any extended search blocks you authorize.

• Operator-Initiated (Full Refund): If we must cancel for reasons other than weather (e.g., equipment failure, personal reasons, etc.), you will receive a full refund of your entire deposit or a free reschedule.

• Weather& Flight Hazard Suspensions & Rescheduling:

• Temporary Suspension Billing: If the Operator must temporarily ground the drone due to a safety hazard (outlined in Section 3), the active search clock pauses, and the Standby Protocol ($75/hour, billed to the nearest 15 minutes) goes into effect for the duration of the wait.

• Mission-Ending Billing: If the flight is terminated for the day due to weather or safety hazards, you will be billed only for the travel incurred and the actual flight time completed up to the point of the initial grounding.

• Rescheduling a Terminated Mission: If a mission is terminated for the day and you request that the Operator return on a subsequent day to resume the search:

  • Deposit Credit: The original $100 Deposit Credit rolls over to the new date and still applies to the final invoice (no new booking fee is required).

  • Travel vs. Lodging Options: At the Operator’s discretion, dependent on the location's proximity to Missoula, you may choose to pay either a new Round-Trip Travel Fee (for the Operator to drive back the next day) OR an Overnight Lodging Fee/Per Diem (for the Operator to stay locally overnight).

  • Continuing the Search Clock: The search time does not reset. The search clock will simply resume exactly where it left off, and you will retain the balance of the time remaining in whichever search block was active at the time of termination.

• External Safety Hazards (Non-Weather): If a flight is suspended in the field due to sudden, uncontrollable safety hazards (e.g., low-flying manned aircraft, Temporary Flight Restrictions, aggressive wildlife, or unexpected terrain hazards like a wildfire), it is treated identically to a weather suspension. Fees apply only to the travel and search time actually expended up to the point of suspension.

• Client-Caused Safety Terminations: The Operator has a zero-tolerance policy for unsafe client behavior, including but not limited to: aggressive or erratic behavior, failure to secure landowner permission resulting in a hostile confrontation, or attempting to physically interfere with the drone. If the Operator must terminate the mission for any of these reasons, the Client forfeits all deposits and is immediately responsible for any and all fees incurred up to the exact point of termination (including travel, standby time, and any applicable search block rates). The Operator assumes no liability for the Client's legal infractions.

• Law Enforcement / Regulatory Terminations: If a mission is terminated by Montana FWP or local law enforcement due to the Client’s failure to secure legal land access, lack of valid hunting tags, or violation of Montana hunting regulations, the Client forfeits all deposits and is immediately responsible for any and all fees incurred up to the exact point of termination (including travel, standby time, and any applicable search block rates). The Operator assumes no liability for the Client's legal infractions. 

3. Flight Safety & Pilot Authority 

• FAA Authority: In accordance with FAA Part 107, the Remote Pilot in Command (Operator) is legally responsible for the safety of the airspace and the ground. The Operator reserves the absolute final authority to ground, suspend, or cancel operations due to any unsafe conditions. This decision is non-negotiable. 

• Safety & Compliance Thresholds: Operations will be postponed, suspended, or canceled if the Operator encounters any of the following:

  • Weather: Sustained winds >30 mph or gusts >40 mph; active precipitation risking equipment and reducing thermal effectiveness; low visibility from fog or low lying clouds.

  • Airspace Incursions: Low-flying manned aircraft or sudden Temporary Flight Restrictions (TFRs).

  • Ground Hazards: Aggressive wildlife, hostile individuals, or lack of verified property access.

  • Client Behavior: Intoxication, refusal to follow safety instructions, or interference with equipment.

  • Law Enforcement Intervention: The Operator will immediately ground the aircraft and suspend all operations upon the arrival of Montana FWP Game Wardens, Sheriffs, or other law enforcement personnel to fully comply with any inquiries or investigations.

• In-Field Suspensions (Temporary vs. Mission-Ending):

  • Temporary Suspensions (The "Wait It Out" Rule): If a temporary hazard arises (e.g., a passing rain shower, a low-flying aircraft, or a brief loss of safe visibility), the Operator will immediately ground the drone and wait for conditions to improve. The Operator will wait a maximum of 60 minutes before classifying the hazard as Mission-Ending.

  • Mission-Ending Suspensions (The "Pack It Up" Rule): If the Operator determines the weather or safety hazard is permanent, severe, or will not clear within a reasonable timeframe, the flight is terminated for the day.

4. Operational Service Limitations

• Daily Flight Cap: Company policy restricts the Operator to 8 flight hours per day. If an operation exceeds 8 hours, the pricing cycle resets, and a new Initial Search Block applies.

• Remote Access, VLOS & Dynamic Relocation: The Operator must legally remain within Visual Line of Sight (VLOS) of the drone at all times. As a search grid expands, the Operator may need to repeatedly land, pack up, and relocate (via vehicle or on foot) to new vantage points to maintain VLOS.

  • Flight Time Guarantee: Search Blocks (e.g., the $400 Initial 2-Hour Search) are defined strictly by actual in-the-air flight time. Time spent actively packing, relocating, and setting up at new launch points is considered part of the active search process. It does not trigger Standby fees, nor does it deduct from your purchased flight time. You are guaranteed your full allotment of airtime.

  • Additional Mileage: If maintaining VLOS requires vehicle travel to a different property access point, ridge, or drainage, any additional mileage driven beyond the initial meeting location will be added to the final invoice at the standard travel rate.

  • Remote Access : If the drone cannot be flown from a vehicle, the Operator may hike in. Off-road travel is strictly limited to a maximum of 2 miles from the vehicle, and a Remote Access Fee will apply for packing fragile equipment in the field. If provided with an accurate search location, this can be estimated before being dispatched but will be reassessed and finalized once on site.

• Follow-Up Flights & Extensive Relocation: Return visits for a previously located animal are operationally classified as quick status checks. While clients may use banked time from a previous search block toward these flights, Follow-Up missions are capped at 90 minutes of active flight time. If the animal has moved significantly and cannot be located within 90 minutes, the operation transitions back into a standard, full-scale recovery search, and standard Search Block pricing minimums will apply to continue.

5. Regulatory Compliance & Live Animal Protocols

• Hunting License & Intent: The Client affirms they hold a valid Montana hunting license and the required tags for the species being recovered. Our service is strictly for the recovery of wounded or deceased game. Under no circumstances will our drones be used for scouting or locating live animals for hunting purposes.

• Carcass Handling: The Operator is not responsible for meat salvage, carcass condition, or regulatory compliance related to carcass possession. The Client assumes all responsibility for the handling and transport of recovered game. 

• The "Clock Reset" Rule (MCA 87-6-208): Clients must be aware that under Montana law, any use of an aircraft (drone) that locates a live animal initiates a mandatory 24-hour waiting period before that animal can be pursued.

  • If a pilot is redeployed to check the status of a wounded animal and finds it alive, the 24-hour waiting period resets from the last moment it was viewed.

• Live Animal Protocol:Our service is legally restricted to carcass recovery. If the target animal is located alive during a search, the following strict protocols apply:

  • Imminent Expiration Assessment: The Operator will immediately pull the drone back to a safe distance and altitude to avoid wildlife harassment and observe the animal for a maximum of 30 minutes. If the animal expires within this window, the recovery proceeds normally.

  • The Location Blackout: If the animal survives the initial 30-minute assessment, the Operator will assume a strict Location Blackout. To adhere to Montana MCA 87-6-208, the Operator will not share the exact GPS coordinates, heading, or real-time location of the living animal with the Client.

  • Extended Local Standby: If the Operator determines the wound is likely mortal but expiration is taking longer than 30 minutes, the Operator may offer to land the drone, retreat from the area, and hold locally off-site. The Client will be billed the standard Standby Rate ($75/hour) while waiting for a Follow-Up flight later that day. After the final follow up flight of the day, the Client may decide to extend the standby overnight at the Operator’s discretion, which would trigger the Overnight Lodging Fee.

  • The Standby Cut-Off (Operator Authority): While the accumulating hourly rate serves as a natural limit, the Operator retains the right to cap the standby period and terminate the mission at any time. If the Operator terminates the standby to depart the area, the Location Blackout remains in effect, and the Client's 24-hour legal waiting period remains reset from the last time the animal was viewed.

  • Termination for Resiliency: If the animal is alert and mobile, or the Operator determines it is uninjured or that the wound may be non-lethal, the mission is immediately terminated. The Location Blackout remains in effect, and the Client's mandatory 24-hour legal waiting period begins immediately.

• Spoilage & Delayed Deployment Protocol: Under Montana law (MCA 87-6-205), it is illegal to harvest only the head, antlers, or horns of a game animal if the meat is wasted. To ensure our services are not utilized to facilitate illegal "wanton waste" or trophy-only harvests, we enforce strict boundaries on delayed deployments.

  • Delayed Deployments are defined as searches initiated over 24 hours after the animal was last seen alive (either when shot or when bumped while tracking) or scenarios where meat spoilage is highly probable (like early season conditions).

  • Game Warden Consultation: Under these circumstances, the Client is required to contact a local FWP Game Warden to explain the situation and receive official guidance on how to proceed if the carcass is located but the meat is unsalvageable. This must be done before the Operator is dispatched.

• Indemnification: The Client agrees to indemnify and hold harmless the Operator from any legal liability, fines, or claims resulting from the Client’s failure to harvest the animal or conduct themselves in accordance with Montana Fish, Wildlife & Parks regulations. 

6. Liability, Land Access & Indemnification 

• Landowner Permission & Access: The Client assumes full responsibility for ensuring legal access to the search area, including guaranteeing explicit permission from private landowners or ensuring strict compliance with public land regulations. The Operator reserves the right to terminate the search immediately if trespassing concerns arise, or if land access information provided by the Client is found to be materially inaccurate.

• No Guarantee of Success: Thermal imaging is a highly specialized tool, but success is never guaranteed. Dense canopy, terrain masking, ambient thermal loading, and the time elapsed since death can all severely limit detection. Fees are charged for the service, technology, deployment, and time provided—not for the successful recovery of the animal.

• Carcass Handling: The Operator is not responsible for meat salvage, carcass condition, or regulatory compliance related to carcass possession. The Client assumes all responsibility for the handling, processing, and legal transport of recovered game.

• General Indemnification: The Client agrees to indemnify, defend, and hold harmless the Operator from any legal liability, fines, penalties, damages, or claims resulting from the Client’s failure to legally harvest the animal, secure lawful land access, or otherwise conduct themselves in accordance with all applicable local, state, and federal laws, including but not limited to Montana Fish, Wildlife & Parks regulations and Montana trespassing statutes.

• Liability Limitation: The Operator carries liability insurance for drone operations only. The Operator's total liability under any agreement or service provided is strictly limited to the total amount paid by the Client for the services rendered.

7. Travel, Fatigue & Safety Stops

Our travel policies are strictly enforced to comply with DOT fatigue management standards and ensure safe driving in Montana conditions.

• Extended Travel Zone (>150 Miles): Operations located >150 miles from Missoula are automatically classified as "Extended Travel" and require a Mandatory Overnight Safety Stop.

• 12-Hour Duty Limit: For operations within the 150-mile radius, a Mandatory Overnight Safety Stop will be enforced if the combined Travel + Field Service time exceeds 12 continuous hours.

• Overnight Lodging & Per Diem: When an overnight stay is required (or requested by the client for multi-day economy), lodging and meals are billed at the current Federal GSA Per Diem Rate for that specific county.

• Clients are advised that for locations >50 miles from Missoula, paying the Overnight rate is typically cheaper than paying a second Round-Trip Travel Fee for the pilot to return the following day.

8. Media Ownership & Privacy 

• Intellectual Property: All digital assets captured during the mission—including thermal imaging data, photographs, maps, and video—remain the exclusive intellectual property of AeroScape Drone Solutions.

• Client License: The Client is granted a limited license for specific media (like search area maps or screenshots) provided at the Operator's discretion for personal, private viewing only.

• No Publication: Shared media may not be published, broadcast, or shared on social media platforms without the express prior written consent of the Operator. This protects both the proprietary recovery techniques of the Operator and the privacy of the Client’s harvest location.

• Promotional Use: The Operator may use recovery-related media for marketing and business purposes unless the Client requests otherwise in writing at the time of service.

9. General Provisions  

• Governing Law: All agreements are governed by the laws of the State of Montana. Any disputes shall be resolved in the state courts of Missoula County, Montana, or the United States District Court for the District of Montana, Missoula Division.

• Severability: If any provision of this document is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.