Privacy policy

1. Who we are and what this policy covers

Renewals360 is operated by Renewals360 Pty Ltd, a private company incorporated in South Africa ("Renewals360", "we", "us"). We are the responsible party for personal information processed through this website, and we act as an operator for personal information our subscribing customers load into the Renewals360 platform.

This policy explains what personal information we collect, why we collect it, how we protect it, who we share it with, and the rights you have. We process personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA), and this policy is written to meet the openness requirements of that Act.

This policy applies to the renewals360.com website, to enquiries you send us, and to the Renewals360 platform. Where your company subscribes to the platform, the subscription agreement and our operator terms apply in addition to this policy.

2. Our Information Officer

Our Information Officer is responsible for compliance with POPIA, for handling requests and complaints, and for working with the Information Regulator. The Information Officer can be reached at hello@renewals360.com. We aim to acknowledge every request within one working day.

3. What personal information we collect

Website enquiries: when you book a demo or download the renewal inventory template, we collect your name, work email address, company name and any note you choose to include.

Platform data: when your company subscribes, the platform stores the renewal and obligation records your team creates. These records can include the names and work contact details of the colleagues assigned as owners, approvers and escalation contacts, together with supplier names, values, dates, documents and activity history.

Correspondence: emails and messages you exchange with us, so that we have a record of what was asked and what was agreed.

Technical data: standard server logs (IP address, browser type, pages visited, timestamps) used for security monitoring and to keep the site working. We do not use advertising trackers, and we do not run third-party analytics scripts on this website. Your theme preference (light or dark) is stored in your own browser and never sent to us.

We collect personal information directly from you, or from your employer when your company subscribes and your colleagues add you as a user, owner or contact on a record.

4. Why we process it, and on what lawful basis

To respond to your enquiry and set up the demo you asked for: processing is necessary to take steps at your request before entering into a contract.

To deliver the platform service your company has subscribed to: processing is necessary to perform that contract.

To secure our systems, prevent abuse and keep records of decisions: processing is necessary for our legitimate interests, balanced against your rights.

To meet legal obligations, including tax and accounting record-keeping.

To send you relevant updates about Renewals360, only where POPIA permits it and always with a working unsubscribe (see section 10).

5. What we do not do

We do not sell personal information. We do not share your renewal data with suppliers or any third party for marketing. We do not process special personal information (such as health, biometric or religious information) and the platform is not designed to hold it.

Our services are directed at businesses. The website and platform are not intended for children, and we do not knowingly collect personal information from anyone under 18.

We do not make automated decisions that have legal or similarly significant effects on you. The platform surfaces reminders and suggestions; people make the decisions.

6. How long we keep it

Enquiry data: for as long as needed to handle your request, and for a reasonable period afterwards so that we have context if you come back to us.

Platform data: for the duration of your company's subscription. On cancellation your company can take a complete export, and we delete platform data on request, or in line with the retention schedule agreed in the subscription, subject to records we are legally required to keep.

Technical logs: kept for a limited period for security purposes and then deleted or anonymised.

When personal information is no longer needed for the purpose it was collected for, and no law requires us to keep it, we delete or de-identify it.

7. Operators and sharing

We use a small number of service providers (operators, in POPIA terms) to run our service: cloud hosting and content delivery for the website and platform, and an email delivery provider for transactional email such as demo confirmations. Operators process personal information only on our instructions and under written agreements that require confidentiality and appropriate security safeguards, as sections 20 and 21 of POPIA require.

Beyond those operators, we share personal information only when you ask us to, when your company's subscription directs it, or when the law requires it (for example a court order or a lawful request from a regulator).

8. Cross-border transfers

Some of our service providers host infrastructure outside South Africa. Where personal information is transferred across borders, we do so in line with section 72 of POPIA: the recipient is subject to a law, binding corporate rules or a binding agreement that provides an adequate level of protection substantially similar to POPIA, or the transfer is necessary for the performance of the contract with you or your company.

9. Security safeguards

We secure personal information with appropriate, reasonable technical and organisational measures under section 19 of POPIA: encryption in transit and at rest, role-based access control, activity logging, tested backups and monitored availability. Our own backups and failover tests are tracked as recurring obligations in Renewals360. We run our own medicine.

If we have reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and the affected data subjects as soon as reasonably possible, as section 22 of POPIA requires.

10. Direct marketing

We only send electronic marketing where POPIA section 69 allows it: to existing customers in respect of similar services, or with your consent. Every marketing message includes a working unsubscribe, and we honour opt-outs immediately. Enquiring about a demo does not sign you up to a mailing list.

11. Your rights under POPIA

You have the right to know whether we hold personal information about you, and to request access to it (section 23).

You have the right to ask us to correct, update or delete personal information that is inaccurate, irrelevant, excessive, out of date or obtained unlawfully (section 24).

You have the right to object, on reasonable grounds, to processing based on our legitimate interests, and to object to direct marketing at any time.

Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing before the withdrawal.

To exercise any of these rights, contact our Information Officer at hello@renewals360.com. We may ask you to verify your identity before acting on a request, and we respond within a reasonable time as the Act requires.

12. Complaints to the Information Regulator

If you believe we have processed your personal information unlawfully and we have not resolved your concern, you may lodge a complaint with the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg; complaints.IR@inforegulator.org.za; inforegulator.org.za.

13. Access to information (PAIA)

Renewals360 Pty Ltd maintains a manual under the Promotion of Access to Information Act, 2 of 2000 (PAIA), describing the records we hold and how to request access to them. The manual is available on request from hello@renewals360.com.

14. Changes to this policy

We may update this policy from time to time. Material changes will be flagged on this page and, for subscribing customers, notified by email. The date of the current version appears below. Effective date: 26 August 2026.

15. Contact

Renewals360 Pty Ltd · Information Officer: hello@renewals360.com. Company registration number and registered address: to be completed by the founders before launch.