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Privacy Policy

Effective Date: April 1, 2026 | Last Updated: April 1, 2026

BayWise LLC ("BayWise", "we", "us", "our") operates the BayWise platform at baywise.ai and app.baywise.ai. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

1. Information We Collect

Information You Provide

  • Account information: Name, email address, password, and role when you create an account
  • Organisation data: Workshop name, location addresses, operating hours, and team member details
  • Operational data: Bay configurations, technician profiles, service catalogs, job records, scheduling data, and day close reports you enter into the platform
  • Payment information: Billing name, address, and payment method — processed securely through our payment provider (Stripe). We do not store full credit card numbers on our servers
  • Communications: Messages you send to our support team, feedback, and survey responses

Information Collected Automatically

  • Usage data: Pages viewed, features used, time spent, clicks, and navigation patterns within the application
  • Device data: Browser type, operating system, device type, screen resolution, and language settings
  • Log data: IP address, access times, referring URLs, and error logs
  • Cookies: Session cookies for authentication and preference cookies for your display settings (theme, language). We do not use third-party advertising cookies

2. How We Use Your Information

We use the information we collect to:

  • Provide the service: Operate the scheduling platform, process jobs, generate reports, and deliver AI-powered suggestions
  • Improve the product: Analyse usage patterns to improve features, fix bugs, and optimise performance
  • Communicate with you: Send account notifications, security alerts, product updates, and respond to support requests
  • Ensure security: Detect fraud, enforce our terms, and protect against unauthorised access
  • Process billing: Manage subscriptions, issue invoices, and process payments

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. AI Features and Your Data

BayWise offers AI-powered scheduling suggestions and job analysis. These features:

  • Process your operational data (bay availability, technician skills, job requirements) to generate suggestions
  • Run on secure infrastructure with the same access controls as the rest of the platform
  • Do not use your data to train models for other customers — your operational data stays within your organisation
  • Can be disabled at any time from your workspace settings

4. Data Sharing and Disclosure

We share your information only in these circumstances:

  • Service providers: Hosting (cloud infrastructure), payment processing (Stripe), email delivery, and error monitoring — each bound by data processing agreements
  • Within your organisation: Team members within your BayWise organisation can see operational data based on their assigned role and permissions
  • Legal requirements: When required by law, regulation, legal process, or government request
  • Business transfers: In connection with a merger, acquisition, or sale of assets — you will be notified of any change in ownership
  • With your consent: When you explicitly authorise us to share specific information

5. Data Security

We implement industry-standard security measures:

  • Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
  • Access control: Row-level security ensures every database query is scoped to your organisation and location. Role-based permissions limit access within your team
  • Authentication: Secure password hashing, session management, and optional SSO for enterprise accounts
  • Infrastructure: Hosted on SOC 2-compliant cloud infrastructure with automated backups and disaster recovery
  • Monitoring: Real-time security monitoring, automated vulnerability scanning, and incident response procedures

6. Data Retention

  • Active accounts: We retain your data for as long as your account is active
  • Deleted accounts: When you delete your account, we remove your personal data within 30 days. Operational data (job records, day close reports) is retained for 90 days in case of accidental deletion, then permanently removed
  • Backups: Encrypted backups are retained for up to 90 days and automatically purged
  • Legal obligations: We may retain certain data longer if required by law (e.g., tax records, audit logs)

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal data (subject to legal retention requirements)
  • Export: Download your data in a machine-readable format
  • Object: Opt out of certain data processing activities
  • Restrict: Limit how we process your data in specific circumstances

To exercise these rights, email privacy@baywise.ai. We respond to all requests within 30 days.

8. International Data Transfers

BayWise serves customers globally. Your data may be processed in jurisdictions other than your own. We ensure appropriate safeguards are in place, including standard contractual clauses and data processing agreements that meet GDPR and equivalent requirements.

9. Children's Privacy

BayWise is a business-to-business platform designed for automotive service workshops. We do not knowingly collect personal information from anyone under the age of 16. If you believe we have collected information from a minor, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting a notice in the application or sending an email to the address associated with your account. The "Last Updated" date at the top reflects the most recent revision.

11. Contact Us

If you have questions about this Privacy Policy or our data practices:

BayWise LLC Email: privacy@baywise.ai Website: https://baywise.ai