Terms of service

1. The agreement

These terms govern your use of the renewals360.com website and the Renewals360 platform at app.renewals360.com (together, "the service"), operated by Renewals360 Pty Ltd ("Renewals360", "we", "us"). By using the service, or by ticking the acceptance box at sign-in, you accept these terms and the privacy policy. The platform records the version of these terms (currently 2026-09) that you accepted, and when.

If you subscribe or sign in on behalf of a company, you confirm that you are authorized to bind it, and "you" includes that company and its authorized users.

The service is supplied for business use. By using it you confirm that you are acting in the course of a business and not as a consumer.

If your company signs a separate subscription agreement with us, that agreement prevails over these terms to the extent of any conflict. The acceptable use policy, subprocessors page and cookie policy form part of these terms.

2. Company information

Renewals360 is operated by Renewals360 Pty Ltd, a private company incorporated in South Africa. Website: renewals360.com. Platform: app.renewals360.com. Email: hello@renewals360.com. Company registration number will be published here once the registration certificate is issued.

3. The service

Renewals360 is a multi-tenant, business-to-business platform for tracking contract and renewal obligations. Each customer workspace stores obligation records (titles, suppliers, values, dates and notes), uploaded documents such as contracts, invoices and quotes, user accounts, notification preferences and billing records. Uploaded documents are held in private storage accessible only to your workspace.

The platform supports your team's decisions; it does not make them. It reminds, escalates and records. Responsibility for acting on notifications, for the accuracy and completeness of the data entered, and for commercial decisions about renewals remains with your organization at all times. The platform is not legal, financial or procurement advice.

4. Accounts and access

You are responsible for keeping account credentials confidential and for activity under your accounts. Where you sign in with a Microsoft account, your name, work email address and optional profile photo are provided to us by Microsoft under your consent to that sign-in. Tell us promptly if you suspect unauthorized access.

Viewer access is free and unlimited on every plan; the number of tracked obligations determines your tier. Information you give us when subscribing must be accurate and kept up to date, including billing contacts and the mobile numbers nominated for SMS alerts.

5. Notifications

The platform sends notifications in-app, by email and, where a user opts in, by SMS. Email and SMS travel over third-party networks (our email and SMS providers, your mail servers, mobile carriers) that we do not control.

WE DO NOT WARRANT THAT ANY INDIVIDUAL NOTIFICATION WILL BE SENT, DELIVERED, RECEIVED OR READ. Notifications are an aid to your own processes, not a substitute for them. Keep your contact details current, and do not rely on any single channel for a deadline that matters.

6. AI features

The platform can read uploaded documents with an artificial intelligence model to prefill obligation records, for example extracting suppliers, values and renewal dates from a contract. Extracted values are suggestions only: a human user always reviews and confirms them before anything is saved to the record.

AI extraction can be wrong, incomplete or misleading, particularly on scanned, unusual or poorly structured documents. WE DO NOT WARRANT THE ACCURACY OF ANY AI EXTRACTION. Your confirmation of a prefilled value is your organization's own entry, as if typed by hand.

Documents submitted to AI features are processed by our AI subprocessor under our agreement with them and are not used to train their models. See the privacy policy and the subprocessors page for details.

7. Your responsibility for deadlines and data

The platform exists to help you track obligations, but it cannot know what you have not told it, and it cannot act for you.

YOUR ORGANISATION REMAINS SOLELY RESPONSIBLE FOR MEETING ITS OWN CONTRACTUAL DEADLINES AND OBLIGATIONS, AND FOR VERIFYING ALL DATA IN THE PLATFORM, INCLUDING RENEWAL DATES, NOTICE PERIODS, VALUES, CALCULATIONS AND AI EXTRACTIONS, AGAINST YOUR UNDERLYING CONTRACTS. We are not responsible for the consequences of a renewal, notice period or other deadline that was missed for any reason, including where information was not captured, was captured incorrectly, was extracted incorrectly, or where a notification was not sent, delivered or acted on.

8. Fees, billing and payment

Plans are billed monthly or annually, as selected, on the tier matching the number of obligations under management. Fees are stated in the currency displayed to you on the pricing page for your region and are exclusive of applicable sales and similar taxes, which are added where applicable.

Payment is currently made by card through our payment page; plan charges are agreed in-app before any charge is made. While our global payment provider is being finalised, checkout may settle in another currency; the amount charged will correspond to the displayed price at the prevailing conversion applied by your card issuer.

If your obligation count crosses a tier boundary, we flag it and move you up at the next billing cycle. We never freeze your data or block additions mid-month.

We may change prices from time to time. New prices apply to new subscriptions and to renewals after the change, never mid-term, and we give reasonable written notice before a renewal at a changed price.

If an invoice is overdue we will remind you before anything else happens. If it remains unpaid after reasonable notice, we may suspend access until payment is made. Suspension does not delete your data.

9. Term, cancellation and data export

Monthly subscriptions may be cancelled at any time, effective at the end of the current billing period. Annual subscriptions run their term and then renew for a further term unless cancelled before the renewal date. We will remind you before the renewal date; a renewals company that auto-renewed you silently would be a poor advertisement for itself.

On cancellation or termination for any reason, your organization can take a complete export of its data, including obligation records and uploaded documents. We retain platform data for a reasonable wind-down period so exports can be completed, and then delete it in line with the privacy policy and any agreed retention schedule.

10. Your data, and data protection roles

Your data is yours. Records, documents and history your team loads into the platform belong to your organization, and nothing in these terms transfers ownership to us.

For personal information contained in your platform data, your organization owns and controls that information, and Renewals360 processes it only to provide the service, on your instructions, under obligations of confidentiality and with the security safeguards described in the privacy policy. A signed data processing addendum is available on request.

We use the subprocessors listed at renewals360.com/subprocessors, and we will update that page before adding a subprocessor that processes personal data.

We do not sell your data, we do not share your renewal data with suppliers, and we do not use it to compete with you or to quote on your renewals.

11. Acceptable use

Use of the service is subject to the acceptable use policy at renewals360.com/acceptable-use, which forms part of these terms. In short: lawful content only, no attempts to break or overload the service or anyone else's, no misuse of the notification systems, and no reselling outside the plans that allow it.

12. Exchange rates

Currency conversions and exchange-rate figures shown in the platform are drawn from third-party market data sources and are INDICATIVE ONLY. They are provided to help you plan, they are not an offer to transact at any rate, they may differ from the rate your bank or supplier applies, and they are not financial advice. Verify rates independently before relying on them in any transaction.

13. Intellectual property

The platform, website, and everything we built (software, design, trade marks, content) remain the property of Renewals360 Pty Ltd or our licensors. Your subscription grants your organization a non-exclusive, non-transferable right to use the platform for its internal business (and, on MSP plans, for its clients) for the duration of the subscription.

If you send us feedback or suggestions, we may use them to improve the product without obligation, and without acquiring any rights in your data.

14. Availability, support and changes to the service

We work to keep the service available, monitored and backed up, and we schedule maintenance considerately. No online service can promise uninterrupted availability, and we do not, unless a service level agreement is expressly agreed in writing.

We improve the platform continuously and may add, change or remove features. We will not remove material functionality your plan depends on during a paid term without a reasonable alternative.

Support is included in every plan, from the people who built the product.

15. Warranties and disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". Except for the express commitment to provide the service with reasonable skill and care, all other warranties, conditions and representations, express or implied, including fitness for a particular purpose and non-infringement, are excluded to the maximum extent the law allows.

Without limiting the section on your responsibility for deadlines and data: we do not warrant that notifications will be sent or received, that renewal dates, notice periods, calculations, currency conversions or AI extractions are accurate or complete, or that the service will be error-free or uninterrupted.

Nothing in these terms excludes or limits any right you have, or liability we bear, that cannot lawfully be excluded or limited under the law that applies to you.

16. Limitation of liability

TO THE MAXIMUM EXTENT THE LAW ALLOWS: NEITHER PARTY IS LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL, PUNITIVE OR CONSEQUENTIAL LOSS OR DAMAGE, OR FOR LOSS OF PROFITS, REVENUE, SAVINGS, BUSINESS, GOODWILL OR DATA, ARISING OUT OF OR IN CONNECTION WITH THE SERVICE. THIS INCLUDES, WITHOUT LIMITATION, LOSSES ARISING FROM A MISSED RENEWAL OR NOTICE PERIOD, AN UNWANTED AUTOMATIC RENEWAL, A LAPSED WARRANTY OR CERTIFICATE, OR SAVINGS THAT WERE NOT ACHIEVED, HOWEVER CAUSED, WHETHER IN CONTRACT, DELICT, TORT, STATUTE OR OTHERWISE, AND WHETHER OR NOT FORESEEABLE.

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THE SERVICE, HOWEVER ARISING, IS LIMITED TO THE SUBSCRIPTION FEES ACTUALLY PAID BY YOUR ORGANISATION IN THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

The exclusion of consequential loss does not apply to a party's breach of its confidentiality or data protection obligations, and nothing limits liability for fraud, for death or personal injury caused by negligence, or for any other liability that cannot lawfully be limited.

17. Indemnity

You indemnify us against third-party claims arising from your organization's content, from data you upload without the right to do so, or from your unlawful use of the service, to the extent the claim is not caused by our breach of these terms.

18. Suspension and termination for breach

Either party may terminate on written notice if the other commits a material breach and fails to remedy it within 14 days of written notice. We may suspend access immediately where necessary to protect the service or comply with law, and we will tell you why and restore access as soon as the reason falls away.

On termination for our unremedied material breach, we will refund the unused portion of any prepaid fees. Data export on exit works the same as on cancellation.

19. Force majeure

Neither party is liable for failure to perform (other than payment obligations) caused by events beyond its reasonable control, including power or connectivity failures affecting a country or region at large, provided the affected party takes reasonable steps to mitigate and resume.

20. Notices

Formal notices to us go to hello@renewals360.com. Notices to you go to the billing and administrative contacts your organization has given us. Email notices are effective on the first working day after sending, unless a delivery failure is received.

21. Changes to these terms

We may update these terms from time to time. Material changes will be notified to subscribers by email with reasonable notice and take effect on your next renewal, never mid-term; for free or trial use they take effect when published. Each version carries a version slug (currently 2026-09), and the platform records the version you accepted. Continued use after the effective date is acceptance of the updated terms.

22. Governing law and disputes

These terms are governed by the laws of the state of our United States establishment, to be confirmed and published here on completion of that establishment; until then, the law of the Republic of South Africa applies. The parties will first attempt in good faith to resolve any dispute between senior representatives; failing that, either party may approach a court with jurisdiction. Nothing prevents either party from seeking urgent relief.

If you use the service in the course of business in another jurisdiction, any mandatory provisions of the law of that jurisdiction that cannot be excluded by agreement are unaffected by this clause.

23. General

These terms, the privacy policy, the acceptable use policy, the cookie policy and the subprocessors page are the whole agreement between us regarding the service, unless a separate subscription agreement applies. If any clause is unenforceable, the rest remain in force. A failure to enforce a right is not a waiver of it. You may not cede or assign your rights without our written consent, not unreasonably withheld; we may assign to a successor of our business on notice to you. Questions: hello@renewals360.com.