BayoSys legal document

BayoSys Privacy Policy

Privacy practices for BayoSys, tenant sites, portals, payment flows, CRM, automations, and communications.

BayoSys Privacy Policy 
1. Introduction
This Privacy Policy explains how BayoSys (“BayoSys”, “we”, “us”, or “our”) collects, uses, processes, and shares information when you use:
BayoSys-powered websites
Tenant-operated sites and storefronts
Booking and scheduling tools
CRM and portal systems
PhotoPay services
Any related features or services (collectively, the “Platform”)
By using the Platform, you agree to this Privacy Policy.

2. Platform Structure & Data Roles
BayoSys operates as a platform provider, while independent businesses (“Tenants”) use the Platform to run their operations.
Roles:
BayoSys = platform operator / service provider
Tenants = independent businesses (data controllers for their customers)
Users = visitors, customers, and account holders
Important:
When you interact with a Tenant, your data may also be collected and used by that Tenant
Tenant-specific privacy practices may differ

3. Information We Collect
We collect multiple categories of data depending on how the Platform is used.
3.1 Contact Information
Name
Email address
Phone number
Business name

3.2 Account Information
Login credentials
User role (admin, staff, customer)
Tenant workspace association
Portal access details

3.3 Intake & Onboarding Data
Business details
Revenue range
Client count
Business goals and plans
Branding and system requirements

3.4 Payment Data
Transaction metadata
Order details
Subscription status
Stripe customer IDs and subscription IDs
Note:
BayoSys does not store full payment card numbers. Payments are processed by Stripe.

3.5 Booking & Calendar Data
Appointment requests
Availability selections
Calendar integration metadata

3.6 CRM & Business Data
Leads and contacts
Notes and activity logs
Pipeline stages
Tags and classifications

3.7 PhotoPay Data
Event details
Session or gallery information
Customer purchase data
Delivery links and access logs

3.8 Tenant Content
Logos and brand assets
Photos and media
Service descriptions
Pricing and offers
Support emails and domains

3.9 Usage Data
Pages visited
Device and browser type
IP address
Timestamps
Cookies and analytics data

3.10 Communications
Support emails
Onboarding communications
Email logs
Call notes or summaries

3.11 Lead Generation & Outreach Data
Imported or scraped prospect data
Skip-traced or enriched data
Contact attempts and outreach logs
Call activity (including AI-assisted calling where applicable)

4. How We Collect Data
We collect information from multiple sources:
Direct user submissions
Tenant uploads and inputs
CRM imports
Payment processors (e.g., Stripe)
Calendar and integration providers
Public data sources and lead providers
Automation systems and APIs
AI and operational tools (where applicable)

5. How We Use Information
We use data to:
Operate the Platform and tenant websites
Process payments, subscriptions, and orders
Manage onboarding and setup
Enable CRM and customer tracking
Deliver PhotoPay galleries and digital assets
Support booking and scheduling features
Send transactional communications
Improve system performance and reliability
Prevent fraud, abuse, and unauthorized access
Conduct sales, lead generation, and outreach
Comply with legal and accounting obligations

6. Sharing of Information
6.1 Service Providers
We may share data with third-party providers, including:
Stripe (payments)
Supabase (database)
Vercel (hosting)
Resend (email delivery)
Zoho (CRM/email tools)
Google Calendar (scheduling integrations)
Retell AI (calling/voice automation)
BatchData (data enrichment)
Analytics and logging providers
AI/automation providers

6.2 Tenants (Businesses)
If you interact with a tenant:
Your information may be shared with that Tenant
Tenant staff may access:
CRM data
Orders
Bookings
Contact records
Tenants are responsible for their own data use and compliance.

6.3 Legal Requirements
We may disclose information:
To comply with legal obligations
To respond to lawful requests
To protect rights, safety, or property

7. Payments & Financial Data
Payments are processed through Stripe or similar providers
BayoSys does not store full card details
Payment processors handle sensitive financial data

8. Cookies & Tracking
We use cookies and similar technologies to:
Maintain sessions
Improve functionality
Analyze usage
Support marketing and performance tracking
Users may control cookies through browser settings.

9. Data Retention
We retain data as needed to:
Maintain accounts and platform functionality
Process transactions and maintain records
Comply with legal and accounting requirements
Support CRM and business operations
Retention periods may vary depending on:
Account status
Legal requirements
Operational needs

10. Data Security
BayoSys implements reasonable technical and organizational measures to protect data.
However:
No system is completely secure
Users share data at their own risk

11. User Rights
Depending on your jurisdiction, you may have the right to:
Access your data
Correct inaccurate information
Request deletion
Opt out of marketing communications
Control cookies and tracking
Requests can be sent to:
support@bayosys.com

12. Children & Minors
The Platform is not intended for use by children without appropriate supervision.
For services involving minors (e.g., PhotoPay events):
Data may be processed as part of service delivery
Responsibility for lawful collection rests with the Tenant

13. International Users & Data Transfers
Data may be stored and processed in the United States
Users outside the U.S. consent to cross-border data transfers
Tenants operating internationally must comply with applicable laws (e.g., GDPR).

14. AI & Automation Processing
BayoSys may use AI and automation tools to:
Process and organize data
Enrich leads and CRM records
Assist with communications
Execute operational workflows
Important:
AI outputs may not always be accurate
Data may be processed by third-party AI providers
Users should avoid submitting highly sensitive data unless necessary

15. Lead Generation & Outreach Privacy
Certain features may involve:
Prospect data collection
Data enrichment
Outreach via email, SMS, or calls
BayoSys does not guarantee:
Accuracy of lead data
Compliance outcomes
Tenants and users are responsible for:
Following applicable outreach laws
Managing opt-outs and consent

16. Data Controller vs Processor
Tenants act as data controllers for their customers
BayoSys acts as a data processor in many cases
Tenants are responsible for:
Privacy notices
Legal compliance
Lawful data collection

17. Data Ownership, Storage, and Retention After Termination
Ownership of Data
Tenants retain ownership of:
Their customer data
CRM records
Uploaded content
Business-related information
BayoSys does not claim ownership of tenant data.

Platform Storage & Processing
BayoSys stores, hosts, and processes data on behalf of tenants to:
Operate the Platform
Maintain system integrity
Support functionality and services

Data Retention After Termination
If a tenant account is terminated or inactive:
Data may be retained by BayoSys for a limited period or as required for:
Legal and regulatory compliance
Accounting and audit purposes
Fraud prevention and security
System integrity and backup processes
Data may remain in backups, logs, or archived systems for a period of time even after deletion requests

Continued Storage Limitations
Any retained data will:
Not be used to operate the former tenant’s business
Not be sold or repurposed independently
Be limited to internal operational, legal, or compliance purposes

Data Export Rights
Before or upon termination, tenants may request:
Export of their data in a reasonable format
BayoSys may define:
Export methods
Timeframes
Technical limitations

Data Deletion Requests
Tenants may request deletion of their data, subject to:
Legal retention obligations
Backup and archival limitations
System integrity requirements
BayoSys will make reasonable efforts to delete or anonymize data where required.


18. Changes to This Policy
We may update this Privacy Policy at any time.
Continued use of the Platform constitutes acceptance of changes.

19. Contact
For privacy-related questions:
support@bayosys.com

20. Effective Date
Effective as of: April 1st 2026