Privacy Policy

Bayworks Inc. (“Bayworks,” “we,” “us”) provides a voice-first application that helps automotive service technicians document repair orders and generate stories. This Privacy Policy explains what information the Bayworks app, our browser extension and our backend collect, how we use it, who it is shared with, and how long we keep it. It applies to the Bayworks app, to the Bayworks browser extension, to bayworks.app, and to our backend services.

Bayworks is a workplace tool used by dealership service departments. Most of the data we process is entered by technicians in the course of their work, or read from the dealership’s own systems, and belongs to the dealership that engages us.

• Account and authentication. Your technician ID, your login credentials (passwords are stored hashed, never in plain text), and the dealership you are associated with, so we can authenticate you and scope your access.
• Repair-order data. Repair-order numbers, vehicle details including the VIN, mileage, service line information and labor op codes, the customer concern written by your service advisor and read from your dealership’s system, and the cause and correction stories you create.
• Photos and videos. Images and video you capture and attach to a repair order, together with the repair order and line they belong to.
• Voice and dictation audio. The audio you record when dictating against a repair-order line, and the transcript produced from it. We keep those audio recordings themselves, not only the transcript — see section 5.
• Time and activity data. Clock-in / clock-out (punch) times you record against repair-order lines, and usage events describing in-app actions (for example: a repair order scanned, a line documented, a photo uploaded, a dictation session started).
• Browser extension data. Our browser extension runs only on your dealership’s own service pages. From the page itself it reads identifiers only — the repair-order number and line number currently on screen, and whether the technician entry window is open — and sends them to our backend so it can load that repair order and line for you. It does not read your password for that system, and it does not collect browsing activity on any other site. You sign in to the extension with your own Bayworks credentials, and the resulting session is stored in your browser. Dictation recorded in the extension panel is handled the same way as dictation in the app. The only thing the extension writes back to the page is the cause and correction text it drafts for you; you review it and press Save yourself.
• Device and technical data. App version, device type, and server-side diagnostic logs used to keep the service reliable and secure.

• To provide the core service — capturing, transcribing, and assembling repair-order stories, and delivering them to your dealership’s systems and service advisors.
• To draft stories using past repair-order stories as reference examples.
• To authenticate you and scope each technician’s access.
• To operate, secure, troubleshoot, and improve the service.

We do not sell your personal information, and we do not use it for advertising.

We share information with service providers solely to operate the service. They process data on our behalf. The bullets below describe the kind of provider involved, what it receives and why.

• AI text generation. Dictation transcripts, repair-order and vehicle details, the line’s op code and customer concern, past stories retrieved as reference examples, and repair-order photos when the app extracts information from an image.
• Speech-to-text. Your dictation audio is sent to a transcription provider to produce a transcript.
• AI observability and tracing. Tracing of our AI calls for debugging and quality review. The provider receives the prompts and model outputs described above, including transcripts and story text. Photos are redacted from these traces.
• Object storage. Storage of repair-order photos and dictation audio.
• Video storage and playback. Storage and playback of repair-order videos, including their caption tracks.
• Managed database hosting. Managed PostgreSQL hosting for our repair-order database.
• Application hosting. Application hosting and compute, including server logs.
• Your dealership’s management system (DMS) provider. Where your dealership connects Bayworks to its DMS, we read repair orders, lines and technician rosters from it, and write cause and correction text and technician time back to it as part of the workflow you initiate.
• Email delivery. When photos are attached to a line, we email the repair-order number, the concern and cause text, and the photos to your dealership’s service advisor.

We may also disclose information if required by law, or to protect our rights, our users, or the public.

We store this information to run your dealership’s Bayworks dashboard, which your dealership has access to. We keep it for as long as the dealership is working with us. When a dealership stops using Bayworks, we can delete its data.

Deleting a photo in the app deletes the stored image. If a dealership wants specific data removed, contact us at the address below and we will take care of it.

Data is transmitted over encrypted connections (HTTPS/TLS). Passwords are stored hashed, and the credentials we hold for your dealership’s management system are encrypted at rest. Access is restricted to authorized personnel and to the providers described above. No method of transmission or storage is completely secure, but we work to safeguard your information and to respond promptly to any incident.

This section covers bayworks.app itself, which is separate from the app your dealership uses. When you visit the site we collect:

• Approximate location. Derived from your IP address: city, region, country and the approximate coordinates of that location. We do not ask your browser for precise GPS location.
• Page and referral data. The pages you open, the site or link that referred you, your browser user agent, and the time zone your browser reports.
• Engagement data. How far you scroll, how long you stay, how much of the product demo video you watch, and clicks on calls to action such as booking a demo.
• Session recordings. A replay of mouse movement, scrolling and clicks on the pages you visit, used to see where the site is confusing.
• Company identification. A provider matches your IP address to the organisation it belongs to, so we can see which businesses are looking at Bayworks.
• Visitor identification. For some visitors in the United States, a provider matches the visit against its own identity database and returns an individual: a name, a business email address and a professional profile. This does not depend on you filling anything in, and the match comes from that provider’s data rather than from us.
• Network and organisation lookup. We send the visiting IP address to a lookup service, which returns the organisation name and domain, the network operator, the postal code of the network, and whether the address looks like a VPN or proxy. The result is stored with the visit in our own log.
• Internal alerts. When a visit looks relevant, we email a summary of it to ourselves. Those emails go to Bayworks staff only.

We use this to understand which parts of the site hold interest and to follow up with dealerships that may be a fit for Bayworks. We do not use it to build advertising profiles. As with section 4, the providers involved are described by what they do rather than by name: web hosting and analytics, session recording, company identification, visitor identification, IP lookup, and email delivery for the internal notifications we send ourselves.

We keep website visit and engagement records for 24 months, and session recordings for 30 days. Network and organisation lookups are cached against the IP address so we do not repeat them, and that cache is kept until we clear it.

Cookies and similar technologies. The site uses a small number of cookies and browser storage entries. Some are ours, some belong to the providers above. None of them are needed to read the site: with cookies and storage blocked the pages still work, and we simply lose the measurement. Visitor identification does not set a cookie here.

How to opt out. Three ways, and you do not need to ask us first:

• Global Privacy Control. If your browser or an extension sends the Global Privacy Control signal, we do not load the session recording, company identification or visitor identification scripts at all, and we skip the network and organisation lookup on our own log. Nothing is set and nothing is matched.
• Your browser’s controls. Blocking cookies and site data, or clearing them afterwards, stops the cookies and storage entries listed above.
• Write to us. Use the Do Not Sell or Share link below and we will remove your records and exclude you going forward.

Notice for California residents. This section is our notice at collection under the CCPA and CPRA. The categories we collect on this site are identifiers (IP address, the random site session identifier described above, your email address if you give us one, and for some visitors a name and business email address returned by the visitor identification provider), internet and network activity (pages viewed, referrer, clicks, scroll depth, video progress), approximate geolocation, and professional information (the organisation and professional profile inferred from your IP address), for the purposes and retention periods stated above. We do not sell personal information for money and we do not use it for advertising. We do disclose your IP address and related request data to the company identification, visitor identification and IP lookup providers so they can return a match, and California law may treat that as sharing. We honor the Global Privacy Control signal as described above. To exercise a request, write to Do Not Sell or Share My Personal Information.

Because most data is entered on behalf of a dealership, requests to access, correct, or delete repair-order information are generally handled through the dealership that engages Bayworks. You may also contact us directly and we will work with you and your dealership to honor applicable requests, subject to the retention limits described in section 5.

Bayworks is a workplace tool intended for use by professional technicians. It is not directed to children, and we do not knowingly collect personal information from anyone under 16.

We may update this Privacy Policy from time to time. When we do, we will revise the effective date above and, where appropriate, provide additional notice.

If you have questions about this Privacy Policy or your information, contact us at tech@bayworks.app. Bayworks Inc., San Francisco, CA.