1. Who we are
Renewbook (“Renewbook”, “we”, “us”) provides renewal and price-increase operations software for B2B SaaS companies, available at my.renewbook.app. We are based in the United Kingdom. For any privacy question, or to exercise any of the rights described below, contact us at support@renewbook.app.
This policy explains what personal data we collect when you use Renewbook, why we collect it, and the choices you have. It applies to the Renewbook application and to the account you hold with us.
2. Controller and processor roles
Renewbook stores two distinct kinds of data, and our role differs for each:
- Your account and workspace data (your name, email, billing details, settings). For this data we are the data controller.
- Your contract book (your customers, contracts, terms documents and the business contact details you record against them). You control this data and decide what to put in it; we process it only to provide the service. For this data you are the controller and we are your data processor.
3. What we collect
- Account data: name, work email address and password (held by our authentication provider, Clerk; we never see your password), workspace name, role and profile photo if you add one.
- Workspace content: the customers, contracts, terms versions, products, campaigns, notes and documents you or your team add or import.
- Billing data: your subscription plan and status. Payments are handled by Stripe; we never store your card details.
- Usage and log data: standard server logs (IP address, browser type, pages requested) kept for security and troubleshooting.
- Support communications: emails you send us.
4. How we use it
- To provide, secure and support the service (contract).
- To send transactional email such as sign-in codes, password resets and team invitations (contract).
- To bill you for your subscription (contract).
- To understand aggregate usage and improve the product (legitimate interests).
- To comply with legal obligations, including tax and accounting.
We do not sell personal data, we do not use your workspace content for advertising, and we do not send marketing to your customers’ contacts.
5. Who we share it with
We use a small number of service providers (sub-processors) to run Renewbook:
| Provider | Purpose | Location |
|---|---|---|
| Microsoft Azure | Hosting, database and document storage | United Kingdom (UK South / UK West) |
| Clerk | Authentication and account management | United States |
| Stripe | Subscription billing and payments | United States / EU |
| Resend | Transactional email delivery | United States |
Where a provider is outside the UK, transfers are protected by the UK International Data Transfer Agreement or Addendum, or an adequacy decision. Your contract book itself is stored in the United Kingdom. Beyond these providers, we disclose personal data only if required by law.
6. Retention
We keep your data while your account is active. If you delete your workspace, or ask us to, we delete its content within 30 days, except where a longer period is required by law (for example invoice records). Backups expire on a rolling 30-day cycle.
7. Security
All data is encrypted in transit and at rest. Access to production systems is restricted and authenticated. Every workspace’s data is isolated by tenant on every query, contract documents are held in private storage reachable only through authenticated, workspace-scoped routes, and every contract change is recorded in an audit log.
8. Cookies
Renewbook uses only essential cookies: the session cookies needed to keep you signed in. We do not use advertising or third-party analytics cookies, which is why you will not see a cookie banner.
9. Your rights
Under UK GDPR you can ask us to access, correct, export, restrict or delete your personal data, or object to processing based on legitimate interests. Email support@renewbook.app and we will respond within one month. If you are unhappy with our answer, you can complain to the Information Commissioner’s Office (ico.org.uk). If your data is in a customer’s workspace as part of their contract book, we will refer your request to them, as the controller of that data.
10. Children
Renewbook is a business tool and is not directed at anyone under 18.
11. Changes
If we make a material change to this policy we will notify workspace admins by email before it takes effect. The date at the top shows when it last changed.
See also our Terms of Service.