1. Scope and roles
This policy applies to the BayLedger website, staff application, public quote and invoice pages, and service emails. BayLedger is business software for automotive shops. A subscribing shop decides what customer and vehicle information its staff enter and why they use it. People whose information was entered by a shop should normally contact that shop first; BayLedger supports the shop in responding to appropriate requests.
“BayLedger” describes the service operated by Magoffin Development Solutions Inc., 46 Conestoga Rd, Woodstock, ON N4T 1S4, Canada. GST/HST registration: 781499082RT0001.
2. Information collected
- Account and staff information: email address, password hash, organization memberships, roles, invitations, session IP address, browser user agent, and authentication timestamps.
- Shop information: business name, contact details, address, tax registration details, time zone, currency, document preferences, and an optional logo.
- Support requests: requester name and email, category, message, a redacted page reference, coarse browser/platform information, application release, and verified organization/member context when submitted while signed in.
- Shop customer and vehicle information: names, business names, contact details, billing addresses, vehicle details and photos, notes, and archive status supplied by the shop.
- Operational and financial records: products and services, quotes, invoices, line-item snapshots, taxes, manually recorded payment amounts, methods, dates, references, notes, and activity history. BayLedger does not process a shop’s customer card or online invoice payments.
- BayLedger subscription information: organization billing email, Stripe customer and subscription identifiers, subscription status, seat quantity, billing periods, and limited webhook-processing records. Subscription charges and applicable taxes are processed through Stripe-hosted pages. Complete payment-card details are not stored by BayLedger.
- Communications metadata: intended recipient, delivery type, status, attempt count, and limited failure classification for quotes, invoices, receipts, invitations, and password resets. BayLedger does not intentionally retain full email bodies in delivery tracking.
- Technical and public-site analytics information: request IDs, IP-derived connection information, timestamps, limited application logs, error class, safe operational context, public-page visits, referral and campaign information, broad device/browser information, and a pseudonymous Google Analytics identifier. BayLedger does not send shop records or automotive-customer details to Google Analytics.
3. Why information is used
Information is used to authenticate users, enforce organization and role boundaries, provide customer/vehicle/catalog/document/payment workflows, render and email customer documents, administer organization subscriptions, maintain financial snapshots and activity history, understand public-site acquisition and trial conversion, prevent abuse, diagnose failures, secure the service, create backups, and respond to support, privacy, cancellation, or export requests.
BayLedger does not sell personal information, use shop data for third-party advertising, or authorize training artificial-intelligence models on shop or customer records.
4. Service providers and disclosure
BayLedger uses third-party infrastructure providers for application hosting, email delivery, encrypted web connections, and Stripe-hosted subscription billing. These providers receive only the information needed to perform their services. Email delivery necessarily sends the recipient address, subject, document content, and secure document link through email infrastructure.
Stripe receives the billing and payment information entered on its hosted pages and processes it under Stripe’s own terms and privacy practices. BayLedger receives limited customer, subscription, invoice-status, and payment-status information needed to administer the organization’s BayLedger subscription. Stripe is not used to collect payments owed by a shop’s automotive customers.
Google Analytics receives limited public-site usage, referral, campaign, device/browser, and conversion-event information. BayLedger disables Google advertising signals and does not send names, email addresses, phone numbers, vehicle information, shop documents, payment details, Stripe identifiers, public-document tokens, or free-text notes. Google may process this information outside Canada under its own privacy terms.
Information may also be disclosed when authorized by the relevant shop, needed to operate or secure the service, required by law or valid legal process, or necessary to protect rights and safety. Provider processing locations may be outside a person’s province or country, where information can become subject to local law.
5. Retention
Business and account records are generally retained while an organization uses BayLedger and for a reasonable period needed to complete an owner export or assisted cancellation, preserve financial history, resolve disputes, maintain security, and meet applicable obligations. There is not yet one automatic deletion schedule for all application records. Issued invoices, payments, and activity records are deliberately protected from casual deletion.
Authentication cookies expire after 30 days unless ended earlier. Google Analytics cookies may last up to two years, subject to Google's configuration and browser controls. Unattached uploaded files are periodically cleaned up. Backup copies follow separate retention schedules and may continue to contain deleted records until those backups expire. See Cookie disclosure and Cancellation and data export for current limitations.
6. Safeguards and limitations
BayLedger uses HTTPS in production, hashed passwords, secure cookies, organization-scoped data access, role-based authorization, restricted public-document links, filtered logs, validated raster-image uploads, and tested backup and recovery procedures. No system is risk-free. BayLedger does not claim a security certification or formal uptime commitment.
Read the current Data and security overview for operational detail and known gaps.
7. Access, correction, and questions
Organization owners should first use the application to correct current shop, staff, customer, vehicle, product, and draft-document information where the workflow permits. Historical financial facts may require a controlled correction rather than direct editing. Customers of a shop should direct requests to that shop so it can verify identity and authority.
Visitors can block or delete analytics cookies using their browser settings without affecting BayLedger's core public pages. For an account-level privacy question, contact documents@bayledger.ca. Do not email passwords, reset or invitation tokens, public document links, payment-card details, full database exports, or unnecessary customer notes.
8. Changes
Material changes will receive a new version and effective date. BayLedger will provide notice or obtain consent when required by applicable law.