Last Updated: August 31, 2026

1. Introduction

Bay Boss LLC (“Bay Boss,” “we,” “us,” or “our”) provides a cloud-based shop management platform, mobile applications, and related services (collectively, the “Service”). This Privacy Policy explains how we collect, process, secure, and protect both your information as a customer/subscriber and the proprietary data you store within our platform.

2. Distinction Between Account Data and Shop Business Data

To ensure transparency, we distinguish between two types of information:

• Account & Administrative Data: Information you provide to create and manage your Bay Boss account, including your name, business name, administrative email, billing details, and platform login credentials.

• Shop Business Data (Customer & Repair Data): Information entered, uploaded, or generated by you and your authorized staff in the course of using the Service. This includes your end-customers’ contact information, vehicle and equipment records (VINs, HINs, plates, year/make/model), estimates, work orders, invoices, parts lists, and digital vehicle inspection (DVI) media.

3. Data Ownership & Our Role as a Service Provider / Data Processor

• You Own Your Data: You retain full ownership of all Shop Business Data entered into Bay Boss.

• No Monetization or Marketing to Your Customers: Bay Boss does not sell, rent, lease, or monetize your Shop Business Data or your end-customers’ personal information. We will never contact, market to, or solicit your shop’s end-customers.

• Service Provider Capacity: We process Shop Business Data solely on your behalf and in accordance with your instructions to provide, maintain, and support the Service.

4. Information We Collect

• Account & Billing Information: Collected when you register or subscribe. Payment card information is processed directly by our PCI-DSS compliant payment processor (Stripe); Bay Boss never stores raw credit card numbers.

• Device, Media, and Geolocation Data:

  • Camera & Media Access: The Bay Boss mobile application requires camera and media library permissions to capture vehicle identifiers (VIN/HIN plates, unit numbers), odometer readings, and inspection media for Digital Vehicle Inspections (DVI).

  • Geolocation Data: The application may collect foreground or background geolocation data strictly to provide mobile dispatching, accurate mileage calculations, and route tracking for mobile service operations.

• Platform Usage & Diagnostic Data: Log files, browser type, operating system, and interaction telemetry used strictly to maintain uptime, troubleshoot technical bugs, and optimize platform speed.

5. How We Use Information

We use collected data solely to:

• Operate, maintain, and deliver the Bay Boss platform and mobile features.

• Authenticate authorized shop personnel and secure tenant accounts.

• Process subscription payments and generate billing receipts.

• Facilitate third-party integrations (e.g., PartsTech parts ordering, automated vehicle decoders, or Carfax lookup integrations) at your explicit direction.

• Provide technical support and product update notifications.

6. Data Protection, Security, and Storage

We implement robust administrative, technical, and physical safeguards designed to protect all data against unauthorized access, loss, or alteration, including:

• Encryption: All data in transit between your devices and our servers is encrypted using industry-standard TLS (Transport Layer Security) 1.2/1.3. Data at rest is encrypted in secure, SOC 2-compliant cloud database infrastructure.

• Tenant Isolation: Logical access controls isolate each shop’s data to prevent cross-account access.

• Access Control: Internal access to production systems is restricted strictly to authorized engineering personnel for support and maintenance purposes.

7. Third-Party Subprocessors & Integrations

We share data only with vetted third-party service providers (“Subprocessors”) strictly necessary to deliver the Service:

• Cloud Hosting & Database Infrastructure: Secure cloud hosting providers.

• Payment Processing: Stripe (PCI-DSS Level 1 certified).

• Automotive & Parts Integrations: Services like PartsTech or vehicle specification lookups, invoked only when you initiate related lookups or orders. All Subprocessors are bound by strict confidentiality and data protection obligations.

8. Data Retention, Portability & Deletion

• Retention: We retain your Shop Business Data for as long as your account remains active.

• Data Portability: You may export your customer, vehicle, and repair order records at any time via platform export tools or upon written request.

• Account Cancellation & Deletion: Upon account termination or written request to support@bayboss.ai, we will permanently delete or anonymize your shop records in accordance with standard data disposal schedules, subject to applicable legal, tax, or regulatory compliance requirements.

9. Your Rights & Choices

Depending on your jurisdiction (including rights under state privacy statutes such as the CCPA/CPRA), you have the right to:

• Access, verify, or correct the personal data associated with your account.

• Request the deletion of your account and associated data.

• Restrict or opt out of non-essential communications.

10. Contact Us

For privacy inquiries, data export requests, or security questions, contact our privacy team at:

Bay Boss LLC

Email: support@bayboss.ai