Privacy Policy

Last Updated: [Last Updated Date]

This Privacy Policy describes how [Company Name] ("we," "us," or "our") collects, uses, and shares your personal information when you use Renew-ify ("the Service") available at [NEXT_PUBLIC_APP_URL].

1. Information We Collect

1.1 Information You Provide to Us

When you use the Service, you may provide us with the following information:

• Account Information: When you sign in using Google OAuth, we receive your name, email address, and profile picture from Google.
• Document Information: Information you enter about your documents, licenses, subscriptions, and renewals, including but not limited to: document type, name, document numbers, issuing authorities, expiry dates, notification periods, and notes. This includes tracking information for passports, driver's licenses, SSL certificates, business licenses, subscriptions, and other time-sensitive documents.
• Payment Information: If you subscribe to a paid plan, our payment processor collects your payment information. We do not store complete credit card numbers on our servers.
• Communications: When you contact us for support or provide feedback, we collect the information you provide in those communications.

1.2 Information We Collect Automatically

When you use the Service, we automatically collect certain information:

• Usage Information: Information about how you use the Service, including pages visited, features used, and actions taken.
• Device Information: Information about the device you use to access the Service, including device type, operating system, browser type, and IP address.
• Log Data: Server logs that include your IP address, browser type, operating system, the referring web page, pages visited, location, mobile carrier, device information, search terms, and cookie information.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect information and improve your experience. See Section 7 for more details.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: To create and manage your account, store and display your document, license, and subscription information, and provide the core functionality of the Service.
• Process Payments: To process your subscription payments and manage your billing.
• Communicate with You: To send you service-related announcements, respond to your inquiries, and provide customer support.
• Improve the Service: To analyze usage patterns, identify bugs, develop new features, and improve the overall user experience.
• Security and Fraud Prevention: To protect against, investigate, and prevent fraudulent, unauthorized, or illegal activity.
• Legal Compliance: To comply with legal obligations, respond to legal requests, and enforce our Terms of Service.
• Send Notifications: To send you notifications about expiring documents, licenses, and subscription renewals (when this feature is available).

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: We share information with third-party service providers who perform services on our behalf, such as:
  • Payment processing (payment processor name)
  • Hosting and infrastructure providers
  • Analytics services
  • Customer support tools
  These service providers are contractually obligated to protect your information and may only use it to provide services to us.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Business Transfers: If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction.
• With Your Consent: We may share your information with third parties when you give us explicit consent to do so.
• Aggregated or De-Identified Information: We may share aggregated or de-identified information that cannot reasonably be used to identify you.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using HTTPS/TLS
• Encryption of data at rest
• Regular security assessments and updates
• Access controls and authentication requirements
• Secure payment processing through certified providers

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

5. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

5.1 Access and Portability

You can access your document information through the Service. You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format by contacting us.

5.2 Correction

You can update and correct your document information directly through the Service. If you need help correcting other personal information, please contact us.

5.3 Deletion

You can delete your account and all associated data from your profile page. This action is permanent and irreversible. Please note that we may retain certain information as required by law or for legitimate business purposes.

5.4 Opt-Out of Marketing Communications

You can opt out of receiving marketing emails by following the unsubscribe instructions in those emails. Note that you will still receive service-related communications.

5.5 Cookie Controls

Most web browsers allow you to control cookies through their settings. However, limiting cookies may impact your ability to use the Service.

5.6 Additional Rights for EU/EEA Residents

If you are located in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR), including:

• The right to object to processing of your personal information
• The right to restrict processing of your personal information
• The right to lodge a complaint with a supervisory authority

5.7 Additional Rights for California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, and share
• The right to delete your personal information
• The right to opt-out of the sale of your personal information (we do not sell personal information)
• The right to non-discrimination for exercising your CCPA rights

6. Data Retention

We retain your personal information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. When you delete your account, we delete your personal information, except where we are required to retain it for legal, regulatory, or legitimate business purposes.

Specific retention periods:

• Account Information: Until account deletion
• Document Information: Until account deletion
• Payment Records: As required by tax and accounting regulations (typically 7 years)
• Support Communications: Until resolution plus 3 years
• Log Data: 90 days

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information. Types of cookies we use:

• Essential Cookies: Required for the Service to function, including authentication and security features.
• Preference Cookies: Remember your settings and preferences, such as language and theme (dark/light mode).
• Analytics Cookies: Help us understand how you use the Service so we can improve it.

You can control cookies through your browser settings. Note that disabling essential cookies will prevent you from using the Service.

8. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing them with personal information.

9. Children's Privacy

The Service is not intended for children under the age of 13 (or 16 in the European Economic Area). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will delete the information.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your country's laws. We take appropriate safeguards to ensure your information receives adequate protection, including using standard contractual clauses approved by the European Commission.

By using the Service, you consent to the transfer of your information to [Jurisdiction] and other countries where we operate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last Updated" date at the top of this policy and notify you through the Service or by email (if you have provided your email address).

Your continued use of the Service after the changes take effect constitutes your acceptance of the revised Privacy Policy. If you do not agree to the changes, you should stop using the Service and delete your account.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

13. Legal Basis for Processing (GDPR)

If you are located in the EU/EEA, our legal basis for collecting and using your personal information depends on the information concerned and the context in which we collect it:

• Contract Performance: Processing necessary to provide the Service you requested
• Legitimate Interests: Processing necessary for our legitimate business interests (improving the Service, preventing fraud)
• Consent: Processing based on your explicit consent (marketing communications, optional features)
• Legal Obligation: Processing necessary to comply with legal requirements