Terms of service

Last updated 25 July 2026

In plain language

You are renting software that tracks expiration dates and emails whoever has to renew something. Your records and your documents stay yours, and you can export them or ask us to delete them. Paid plans are monthly subscriptions charged through Stripe, and you can cancel from inside the app. The important limit: RenewalOps helps you keep track, it does not make you compliant, and a reminder that does not arrive is not a substitute for someone in your business owning the renewal.

Needs a lawyer's review. This is a draft written to describe the product accurately, not a vetted legal document. The liability, indemnity, warranty and governing law sections in particular need a lawyer before this page is published or relied on, and the blanks marked in red have to be filled in.

1. Who this agreement is between

RenewalOps is provided by TODO: legal entity name of TODO: registered contact address. "We" and "us" mean that company. "You" means the organization that holds the account. The person who creates the account confirms they are allowed to accept these terms for that organization.

Creating an account, or using the service, means you accept these terms and the privacy policy.

2. What the service is

RenewalOps is a web application for tracking things that expire. You create records with expiration dates, attach documents and owners to them, and the app shows you what has lapsed, what is due soon, and what is missing evidence. It emails reminders on a schedule you configure, and it keeps a log of who changed what.

Features change. We may add, alter or withdraw parts of the service. If we remove something you rely on, we will tell the account owner first.

3. What the service does not promise

This section is the one worth reading twice, because the gap between what compliance software can do and what people assume it does is where the damage happens.

It does not make you compliant. The record is only as good as the dates and details you enter. If an expiration date is wrong, or a record was never created, the app cannot know and will not warn you. Staying licensed, insured and permitted is your responsibility, and it stays your responsibility while you use RenewalOps.
A reminder is not guaranteed to arrive. Reminders are email. Email is delivered by services we do not control, into inboxes we do not control, and it can be delayed, filtered or bounced. Email delivery also has to be configured on the deployment: where it is not, reminders are recorded as undelivered rather than sent. Do not build a process whose only safeguard is our email reaching someone.
Reminder timing is approximate. The reminder job runs hourly. A reminder due on a given day goes out during that day in your time zone, not at a time you pick.
It does not read your documents. When you upload a file the app guesses a type and a category from the file name. It does not extract the expiration date or the record number from inside the document. Those come to you blank, and you fill them in.
It does not give legal, insurance or regulatory advice. Nothing in the product or in our support replies is advice about whether you meet a requirement.
It does not scan uploads for malware. We check the file extension and the size. We do not inspect contents. Treat a file a vendor sent you the way you would treat any other attachment from outside your business.

4. Accounts and your team

You are responsible for what happens under your account, including anything your team does with it.
Keep passwords private. Sign-in is a password and a session cookie: there is no single sign-on and no second factor available, so the password is the whole of the lock. Tell us at TODO: support contact email if you think an account is compromised.
When an admin adds a teammate, the app generates a password and shows it once, to that admin. Passing it to the right person, over a channel you consider safe, is on you.
Roles limit what a person can change. They do not hide records from a signed-in member of your organization. If someone should not see a record at all, do not give them an account.
A vendor upload link is a single-use token that works for 30 days and gives access to one upload. Anyone holding the link can use it, so treat it as a secret and send it only to the vendor it was made for.

5. Your data stays yours

You keep every right you have in the records and documents you put into RenewalOps. You give us permission to store, copy, display and process them for one purpose, which is running the service for you. That permission ends when the data is deleted.

You can export your records and your audit trail as CSV, and download your documents, at any time while your account is open. What we store, how long we keep it and how to have it deleted is set out in the privacy policy.

We do not use your documents or records to train a model, and we do not sell them.

6. Documents about other people

Most of what customers store here is about somebody else: an employee's certification, a driver's medical card, a vendor's certificate of insurance. You confirm that you are entitled to hold those documents and to give them to us to store, and that you have told the people concerned whatever you are required to tell them.

If one of them contacts us about their own data, we will refer them to you and let you know they got in touch. We act on your instructions about your data, not theirs.

7. Trial, plans, payment and cancellation

A new organization starts on a free 14-day trial. No card is required to begin it. When the trial ends you keep full access to everything already in the workspace, and reminders continue to be sent, but new records cannot be added until a plan is chosen. Nothing is deleted when a trial ends.
Paid plans are monthly subscriptions. Payment is taken by Stripe on a checkout page Stripe hosts. Your card details go to Stripe and never to us.
A subscription renews each month until it is cancelled. Prices are the ones published on our pricing page at the time you subscribe, and are exclusive of any tax that applies to you.
Cancel from Settings, then Billing, which opens the Stripe billing portal. Cancelling stops future charges. Your access runs to the end of the period you have already paid for.
If a payment fails, Stripe retries it and tells us. We may suspend access while an account is unpaid, and we will email the account owner before we do.
Your plan is shown in Settings, then Billing, together with what it includes. Changing plan takes effect through the same portal.
We may change prices. An existing subscription keeps its price for at least 30 days after we tell the account owner about a change.

Needs a lawyer's review. Refunds, proration on plan changes, and what happens to a subscription in a chargeback dispute are not stated here and need to be, before this page goes live behind a Stripe checkout. This section also deliberately says nothing about a free trial: the pricing page advertises one and the checkout code creates no trial period, so the terms would be promising something the software does not do. Reconcile those first, then write the trial terms here.

8. What you must not do

Try to reach another organization's data, or test whether you can.
Upload anything unlawful, or anything you have no right to hold.
Upload malware, or use a vendor upload link to deliver a file you know to be harmful.
Resell the service, or run it on behalf of a business that is not yours, unless we have agreed that in writing.
Attack the service. That includes load testing without asking us, scraping, and probing for vulnerabilities. If you find one, tell us at TODO: support contact email and we will thank you for it.
Automate against the app as though it were an API. There is no public API and no API keys, and the internal routes the browser uses are not a supported interface.

9. Availability and support

The service runs on Cloudflare's network. We do not offer an uptime commitment, service credits, or a guaranteed response time, and we will not pretend otherwise in a questionnaire. Maintenance and outages happen. We aim to keep them short and to say something when they are not.

Support is by email at TODO: support contact email.

10. Ending the agreement

You can stop using RenewalOps whenever you like, and cancel your subscription as described above. We can suspend or close an account that breaks section 8, or that is unpaid, and for a breach we will tell you why.

After an account closes, your data stays in our systems until you ask us to delete it. Ask, and we will delete it and confirm. Export anything you want to keep before you ask, because deletion is not reversible.

11. Warranties and liability

Warranties

The service is provided as it is. We do not warrant that it will be uninterrupted, that it will be free of faults, or that it will prevent an expiration from being missed. To the extent the law allows, we exclude implied warranties of merchantability and fitness for a particular purpose.

Liability

To the extent the law allows, we are not liable for indirect or consequential loss, for lost profit or revenue, or for fines, penalties, citations, stop-work orders or uninsured losses arising from a lapsed licence, certificate or policy. Our total liability under this agreement is limited to TODO: liability cap, e.g. fees paid in the previous 12 months.

Needs a lawyer's review. The liability cap, the indemnity we ask from you, the indemnity we give you, and the consumer-law carve-outs that survive any exclusion are all unwritten or unfinished here. A product that stores other companies' insurance certificates and takes card payments needs these drafted properly. Do not publish this section as it stands.

12. The rest

Changes. We may update these terms. The date at the top changes when we do, and we will email the account owner about a change that matters. Continuing to use the service after that means you accept the new version.
Assignment. You may not transfer this agreement without our consent. We may transfer it if the business is sold, and we will tell you.
Whole agreement. These terms and the privacy policy are the agreement between us about the service.
Severability. If a clause turns out to be unenforceable, the rest still stands.
Governing law. TODO: governing law and courts.

13. Contact

Write to TODO: support contact email, or to TODO: registered contact address. For what we store and who else touches it, see the privacy policy and the subprocessor list.

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