LEGAL / PRIVACY
Privacy Policy
BayRecall is private diagnostic memory for workshops. We use personal data to provide and secure the service, support workshop collaboration, and manage subscriptions. We do not sell personal data or use workshop diagnostic records for advertising.
Who this policy covers
This policy applies to the BayRecall website, casebook and related support communications. “BayRecall”, “we”, “us” and “our” refer to the BayRecall service. You can contact the data controller at support@bayrecall.com.
Controlled-beta notice: public workshop registration remains closed while the final legal operator identity and postal contact details are completed and reviewed. Existing members can contact support@bayrecall.com.
Our role and the workshop’s role
BayRecall is the controller for account, service administration, security, support and billing information. A workshop controls the diagnostic records and other content its members enter or upload. For personal data contained in that workshop content, BayRecall processes the data on the workshop’s instructions to provide the service. Requests about workshop content may therefore need to be handled with the relevant workshop.
Workshop users should avoid entering unnecessary personal information about vehicle owners, customers or other people into diagnostic cases.
Data we handle
- Account and identity data: name, email address, authentication identifiers, workshop membership, role and invitation status.
- Workshop profile data: workshop name, country or region, plan, seat allowance and team configuration.
- Diagnostic content: vehicle and engine details, VIN or registration reference, mileage, fault codes, symptoms, test results, measurements, suspected and ruled-out causes, confirmed cause, repair, follow-up, technician attribution and audit history.
- Files and imports: diagnostic reports, images, screenshots, diagrams, text, CSV files, voice notes and extracted draft fields that a workshop chooses to upload.
- Billing data: Stripe customer and subscription identifiers, plan and subscription status. Payment-card details are entered into Stripe and are not stored by BayRecall.
- Technical and security data: IP address, browser and device information, request timestamps, error and security logs, and essential session information generated when the service is used.
- Support data: messages and contact details you send to our support address.
Google sign-in
If you choose Google sign-in, we receive the basic account information needed to identify you, such as your email address, name, provider identifier and any profile information Google includes in the authentication response. BayRecall does not receive your Google password or access your Gmail, contacts or Drive.
Cookies and browser storage
BayRecall uses essential authentication cookies to keep signed-in users secure. Browser storage may temporarily preserve an unfinished onboarding step, a case draft, interface state or local preview data. We do not currently use advertising cookies or third-party advertising trackers.
How and why we use data
Provide the serviceCreate accounts, keep workshop data private, save and retrieve cases, compare workshop records, manage attachments, produce reports and support team access. The legal basis is performance of our agreement with you or the workshop.
Secure and maintain BayRecallAuthenticate users, enforce permissions, prevent abuse, troubleshoot faults and maintain audit records. The legal basis is our legitimate interest in operating a safe and reliable service and, where applicable, compliance with legal obligations.
Manage subscriptionsCreate and maintain billing records, provide Checkout and the billing portal, and meet tax or accounting duties. The legal basis is performance of the agreement and compliance with legal obligations.
Support usersRespond to requests and investigate reported problems. The legal basis is performance of the agreement and our legitimate interest in supporting the service.
No automated diagnosis or significant automated decisions
BayRecall organizes, extracts, searches and compares workshop evidence. It does not make a diagnosis on behalf of a technician, and we do not use personal data for automated decisions that produce legal or similarly significant effects.
Optional report extraction
Selectable text in supported reports can be processed locally by the application. If optional OCR is enabled and a user explicitly submits a scanned PDF or image for extraction, that file is sent to OpenAI only to transcribe visible source evidence. The request is configured not to be stored as a model response, and the technician must review the extracted draft before saving it as workshop evidence.
Who processes data for us
We disclose data only when needed to operate BayRecall, follow a user’s instruction, protect the service, complete a business transaction, or comply with law. Current service providers include:
- Supabase — authentication, database and private file storage.
- Vercel — application hosting, delivery and operational logs.
- Stripe — subscription checkout, payments, invoices and billing management.
- Google — identity authentication when a user chooses Google sign-in.
- OpenAI — optional scanned-report or image transcription only when OCR is enabled and used.
These providers may process data in countries outside your own. Where required, we rely on appropriate contractual or other lawful safeguards for international transfers. Each provider also processes some information under its own privacy terms.
We may disclose information when legally required, to protect rights or safety, or during a merger, financing, acquisition or sale, subject to appropriate confidentiality and notice where required.
Retention and security
Account and workshop data is retained while the account or workshop uses BayRecall and for as long as reasonably necessary to provide access, resolve disputes, secure the service and meet legal, tax or accounting duties. Diagnostic records remain available until an authorized workshop user deletes them or the workshop requests deletion, subject to limited backup, security and legal-retention requirements. Support messages and technical logs are kept only as long as needed for the purpose for which they were collected.
BayRecall uses access controls, private storage, encrypted connections, server-side authorization and audit records to protect workshop data. No internet service is completely secure, so users should protect their account, restrict workshop membership and avoid uploading unnecessary personal data.
Your choices and rights
Depending on your location, you may have rights to access, correct, erase, restrict or object to processing of your personal data, receive a portable copy, and withdraw consent where processing relies on consent. You may also lodge a complaint with your local data-protection authority.
Workshop owners can export structured case data from the Team area. Authorized users can correct workshop information in the product. To exercise another right, contact support@bayrecall.com. We may need to verify your identity and coordinate with the relevant workshop. We aim to respond within the time required by applicable law.
Children
BayRecall is professional workshop software and is not directed to children. We do not knowingly collect personal data from children.
Contact and policy changes
Questions, privacy requests and complaints can be sent to support@bayrecall.com. Please do not include diagnostic files, customer details or other sensitive workshop content unless we ask for it through an appropriate support process.
We may update this policy when BayRecall’s features, providers or legal obligations change. We will revise the effective date above and provide additional notice when a material change requires it.