Current service status
Stripe-hosted subscription checkout and billing management are live. Subscription access is enforced per organization with a seven-day failed-payment grace policy and owner recovery access. Cancellation is an assisted owner process; the hosted billing portal does not offer cancellation, plan changes, seat changes, or customer-identity changes. A verified organization owner can request a portable organization export from the authenticated Data exports page before access ends.
Requesting cancellation
- An organization owner should email documents@bayledger.ca from their BayLedger account address and identify the organization.
- The operator will verify authority using existing account and membership information. Do not send passwords, session cookies, invitation/reset tokens, public document links, or customer files.
- Cancellation takes effect at the end of the current paid monthly billing period. A request received after renewal applies to the next renewal date.
- Except where required by law or expressly approved by BayLedger, fees and taxes already charged are not prorated or refunded.
- Before access ends, the owner and operator should confirm export timing, secure transfer, records that must be retained, and the effective cancellation date.
- Staff access and customer-facing public links should be reviewed and revoked where appropriate.
Cancellation stops future renewals after the effective date; it does not immediately delete organization records. Refund rights required by applicable law are not limited by this policy, and cancellation or billing disputes may be submitted through BayLedger support.
Organization data export
An organization owner can request a background-generated, gzip-compressed archive of CSV files. It includes documented organization settings, membership identity and roles, customers, vehicles, products, tax rates, quotes, invoices, line-item snapshots, payments, activity identity, stable IDs, timestamps, and reconciliation controls. The private download expires after seven days and is not sent by email.
The export is intended for portability and review, not automatic restoration or re-import. It excludes password hashes, sessions, reset and invitation tokens, public document tokens, SMTP and application secrets, internal email-delivery state, storage identifiers, and flexible activity metadata. BayLedger will not supply a raw multi-tenant production database dump.
Deletion and retention after cancellation
Cancellation and deletion are not the same action. Some issued financial records, payment history, activity history, security records, and limited account information may need to be retained to preserve integrity, resolve disputes, prevent fraud, or meet legal obligations. Shops should obtain their own advice about record-retention duties.
Where deletion is approved, active systems and backup copies do not necessarily change at the same time. Deleted data may remain in restricted backups until those backups expire under their retention schedules. The current process does not promise immediate erasure from every backup.
Image-file limitation
The organization data export reports whether a logo is attached but does not include logo or vehicle-photo files. An owner should retain the original images and save any needed vehicle photos before access ends.