Privacy Policy

BaySync ("we", "us", "our") provides a service department operations platform used by automotive dealerships to manage repair orders, appointments, vehicle inspections, and customer communications. This policy explains what information we collect when you interact with a dealership that uses BaySync, how we use it, and the rights you have.

BaySync acts as a service provider to the dealership that serves you. The dealership is the controller of your personal information; we process it on their behalf to deliver the service operations workflow.

Information we collect

When you book an appointment, drop off a vehicle, or otherwise interact with a dealership using BaySync, we collect:

• Contact information — name, phone number, email address.
• Vehicle information — VIN, year, make, model, mileage, license plate (if provided), and prior service history.
• Service information — concerns you report, diagnostic notes, parts and labor estimates, approvals and declines, signatures captured at intake or on customer-facing reports.
• Inspection media — walk-around videos, photographs of vehicle condition, tire tread measurements, battery test results, and body damage notations recorded by your service advisor or technician.
• Communications — SMS and email messages we send to you on the dealership's behalf, and your replies.
• Usage data — basic technical information about your device and interactions when you open a customer-facing link we send you (browser type, IP address, timestamps).

We do not collect payment card or banking information. Payments for service work are processed by the dealership's own systems, not by BaySync.

How we use information

• To schedule, manage, and complete your service appointment and repair order.
• To send appointment confirmations, reminders, status updates, inspection reports, and follow-up notifications by SMS or email.
• To match returning customers to their prior visit history so the service team has accurate context.
• To produce vehicle inspection reports the dealership shares with you.
• To improve service operations and quality (for example, flagging repeat visits within a short window for follow-up).
• To comply with applicable law and to investigate fraud, abuse, or violations of our terms.

SMS messaging

When a dealership uses BaySync to text you, the message is sent via Twilio using a phone number registered to BaySync or the dealership.

• Consent. You receive SMS because you provided your phone number to the dealership in connection with a service appointment or repair, or because you opted in through a BaySync-powered form. Message frequency varies based on your service activity.
• Opt out. Reply STOP at any time to stop receiving SMS from the sending number. Reply HELP for help.
• Message and data rates. Standard message and data rates from your carrier may apply.
• No sharing for marketing. We do not share your phone number, SMS opt-in status, or SMS content with third parties for marketing or promotional purposes. SMS data is used only to operate the messaging service the dealership has engaged BaySync to provide.
• Categories of messages. Appointment confirmations, arrival check-ins, no-show check-ins, waitlist offers, vehicle status updates, parts-arrival notifications, and inspection report delivery.

Service providers we use

We share information with a small set of vendors so they can perform services on our behalf. Each is bound by a written agreement to protect your information and use it only for the purposes we direct.

• Supabase — database hosting (United States region).
• Vercel — application hosting and content delivery.
• Twilio — SMS message delivery.
• Anthropic — AI model inference used to generate diagnostic time estimates, dispatch routing suggestions, and inspection narrative drafts. Inputs are limited to vehicle service context (concerns, op codes, technician inputs) and do not include your name, phone number, or address.
• NHTSA — vehicle recall information lookups using the VIN you provide. NHTSA is a public US government source; no personal information is sent.
• The dealership's dealer management system (DMS) — where the dealership has connected BaySync to their DMS, we exchange repair order, appointment, and customer history information with that system so records stay in sync. For dealerships on CDK Drive, this connection runs through CDK Global's Fortellis platform, and BaySync may receive your contact, vehicle, and prior service history records from the dealership's DMS to give the service team accurate context.

We do not sell your personal information. We do not share personal information with third parties for their own marketing.

Data retention

We retain service records, appointments, and related communications for as long as the dealership retains your account, or as required to comply with legal, accounting, and warranty obligations. Inspection media (photos, videos) are retained for the duration of the repair order and for twelve (12) months following its completion, after which they are eligible for deletion. Customers may request earlier deletion of their personal information as described under "Your rights" below.

Security

We use industry-standard practices to protect your information, including encrypted transit (TLS) for all data sent between your device, the dealership, and BaySync; encrypted storage at rest; and role-based access controls limiting which dealership employees can see your data based on their job function. No system is perfectly secure, and we encourage you to use a strong password and protect any access links we send you.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of the personal information we hold about you, and to object to or restrict certain processing. To exercise these rights, contact the dealership that serves you, or email us at the address below and we will route your request to the appropriate dealership.

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what categories of personal information we collect, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share it. The relevant disclosures are made in the sections above. California residents also have the right not to be discriminated against for exercising any of their CCPA rights.

Children

BaySync is not directed to children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. When we do, we will revise the effective date at the top of this page. Material changes will be communicated through the BaySync service or by the dealership that serves you.

Contact us

Questions about this policy, or about how a particular dealership handles your data, can be sent to:

BaySync
Email: jimmy@baysync.ai
Web: baysync.ai