Privacy Policy

1. Scope and accountability

This Privacy Policy applies when you visit servicebayos.com, communicate with us, purchase or use Service Bay OS, participate in onboarding, or otherwise interact with our services. Service Bay OS is responsible for personal information under its control and has designated a Privacy Officer to receive privacy questions, requests and complaints. Depending on the circumstances, Canadian privacy laws such as the Personal Information Protection and Electronic Documents Act (PIPEDA), provincial privacy laws, or other applicable laws may govern our practices.

2. Our role and shop customer data

Automotive businesses use Service Bay OS to manage their operations. For customer, vehicle, estimate, work-order, communication and related records entered by a shop, the shop generally determines why and how that information is used. The shop is responsible for providing required notices, obtaining appropriate consent and responding to its customers. Service Bay OS processes that information to provide the platform and related services, subject to the shop’s instructions and applicable law.

3. Information we collect

The information we collect depends on how the services are used and may include:

• Business and account information: name, business name, email address, telephone number, location, user role, login and account settings.
• Shop customer and vehicle information: contact details, vehicle details, appointment information, service concerns, estimates, approvals, diagnosis notes, work orders, purchase orders, status updates, invoices, payments and communication history.
• Subscription and transaction information: plan, trial, billing status, payment history and limited billing details. Payment card information is processed by our payment provider; we receive transaction records and limited payment information rather than full card details.
• Communications and content: support requests, forms, emails, text messages, call records, files, photos, notes and feedback submitted through the services.
• Device and usage information: IP address, browser and device information, log events, pages viewed, feature usage, approximate location derived from IP address, cookies and similar technologies.
• Integration information: information exchanged with services you choose to connect, such as communications, payment, social, advertising, calendar and review platforms.

4. How we use information

We may use personal information to:

• provide, configure, maintain and secure Service Bay OS;
• create and administer accounts, subscriptions and trials;
• process transactions and maintain billing records;
• deliver onboarding, customer support and service communications;
• enable shop workflows, automations, integrations and reporting;
• monitor performance, troubleshoot problems, prevent misuse and protect users;
• improve features and understand how the services are used;
• send product, educational or promotional communications where permitted; and
• meet legal, regulatory, accounting and contractual obligations.

5. Consent and choices

We seek consent where required and identify the purposes for collecting, using or disclosing personal information. Some processing is necessary to provide the requested service. Where processing is optional, you may decline or withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may limit certain features. Marketing messages include an unsubscribe method; operational and transactional messages may still be sent when needed to provide the service.

6. How information is disclosed

We may disclose information to:

• service providers supporting hosting, infrastructure, communications, analytics, support, security and payment processing;
• integrations and third-party services selected or authorized by the account owner;
• professional advisers such as accountants, auditors, insurers and legal counsel;
• law-enforcement, courts, regulators or other parties when required or permitted by law; and
• a buyer, investor or successor in connection with a proposed or completed financing, reorganization, merger, sale or transfer, subject to appropriate protections.

Service providers are given information needed to perform their services and are expected to handle it appropriately. Third-party services may also process information under their own privacy policies.

7. Processing outside Canada

Some service providers may process or store information outside your province or outside Canada. Information in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement or regulatory authorities in accordance with those laws.

8. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, to provide the services, resolve disputes, enforce agreements and meet legal, accounting and security requirements. Retention periods vary by record type and context. Information may be deleted, anonymized or securely isolated when it is no longer required, subject to backups and legal obligations.

9. Security

We use administrative, technical and organizational safeguards designed to protect information against loss, theft and unauthorized access, use, disclosure or modification. Safeguards are selected based on the sensitivity, amount, format and storage of the information. No online service or storage system can guarantee absolute security.

10. Cookies and similar technologies

Our website and platform may use cookies and similar technologies for authentication, security, preferences, analytics and performance. Browser settings can restrict cookies, although some features may not work correctly. Where required, additional choices or notices will be presented.

11. Access, correction and other rights

Subject to applicable law, you may request access to personal information under our control, ask how it has been used or disclosed, request correction, or raise a concern about our practices. We may need to verify your identity and may be unable to fulfill a request where a legal exception applies. If your request concerns information controlled by an automotive business using Service Bay OS, we may direct you to that business.

12. Children’s privacy

Service Bay OS is intended for business use and is not directed to children. We do not knowingly solicit personal information directly from children through our website or account-signup process.

13. Changes to this policy

We may update this policy as our services, providers or legal obligations change. The “Last updated” date will identify the latest revision. We will provide additional notice when a change is material and notice is required.

14. Contact our Privacy Officer