Privacy Policy

We collect only the information needed to keep your business documents from expiring unnoticed. We do not sell your data, we do not share it with third parties for marketing, and we never will.

1. Introduction

DocRenew (“DocRenew”, “we”, “our”, “us”) provides a document-renewal reminder service for small businesses. This Privacy Policy explains what personal information we collect, how we use it, and the choices you have.

By creating an account or otherwise using DocRenew, you agree to this Policy. If you do not agree, please do not use the service.

2. Information We Collect

We collect only the information needed to run the service:

• Account information: name, email, phone number, password (hashed), and the company you belong to.
• Document metadata you enter: titles, categories, expiration dates, renewal costs, processing organizations, reference numbers, notes, links, owner assignments, and attachment URLs. We do not store the underlying document files.
• Communication preferences: which reminders you have enabled for each document (email / SMS at each of our seven reminder offsets).
• Reminder history: the emails and SMS messages we generate on your behalf, delivery status returned by our providers, and any error codes.
• Payment information: handled by Stripe. We store only the subscription status and Stripe session identifiers — never your card number, CVV, or bank details.
• Usage information: standard server and application logs (IP address, request time, user agent) used for security and troubleshooting.

3. How We Use Information

We use information to:

• Provide the service — track your documents and send you renewal reminders.
• Deliver email and SMS notifications through our sub-processors.
• Bill your subscription and manage account access.
• Protect against fraud, abuse, and security incidents.
• Respond to your support requests.

4. Sub-processors

We rely on the following sub-processors to run the service. Each has agreed to appropriate data-protection terms:

• Resend — transactional email delivery.
• Twilio — SMS delivery.
• Stripe — payment processing.
• MongoDB Atlas — encrypted database hosting.
• Emergent — application hosting infrastructure.

5. Data Sharing

We do not sell, rent, trade, or share your personal information with third parties for their marketing or advertising purposes — full stop. We do not disclose your data for anyone’s marketing purposes, and we never will.

We share information only with the sub-processors listed in Section 4 and only to the extent needed to operate the service you are paying us to provide. Each sub-processor is contractually restricted from using your data for any purpose other than performing the service for us.

We may disclose information only when required by law, subpoena, court order, or valid legal process, or when strictly necessary to protect the rights, property, or safety of DocRenew, our users, or the public.

6. SMS Messaging Program

DocRenew operates an SMS messaging program used solely to deliver document-renewal reminders to the phone numbers you add to your account. This section describes how the program works and how we treat the information involved.

Program description. If you choose to enable SMS reminders for a document, we will send text-message reminders at your configured offsets before, on, and after that document’s expiration date (for example, 60, 30, 7, and 3 days before, on the expiration date, and 3 and 10 days after). You, the account owner, control which offsets are enabled.

Message frequency. Message frequency varies based on the number of documents you track and the offsets you enable. On a per-document basis you can expect up to seven (7) reminder messages per renewal cycle. Account-wide volume depends on how many documents you have on file.

Message and data rates. Message and data rates may apply. Message frequency may vary. DocRenew does not charge you for SMS, but your mobile carrier may charge for messages received.

Opt-in. By entering a mobile phone number into DocRenew and enabling SMS for a document, you (or the person adding the number on your team) represent that the number’s owner has consented to receive renewal reminder text messages from DocRenew at that number. Consent to receive SMS messages is not a condition of purchase. The opt-in disclosure shown on our registration and invite pages reads:

“I agree to receive account, document-renewal, and reminder emails and SMS from DocRenew at the email and phone number I provide. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out of SMS or HELP for help. Consent is not a condition of purchase. See our Privacy Policy and Terms & Conditions.”

Help & opt-out. Recipients can text HELP at any time for assistance or email info@docrenew.com. Recipients can text STOP at any time to opt out of further SMS from DocRenew; opt-outs are honored immediately. After opting out, a recipient will no longer receive SMS reminders until they re-enable messaging in-app.

Carriers. Supported carriers include AT&T, Verizon Wireless, T-Mobile, Sprint, U.S. Cellular, Boost, Cricket, MetroPCS, and other major U.S. carriers. Carriers are not liable for delayed or undelivered messages.

How we handle your SMS data. Phone numbers and mobile opt-in / consent information collected through the DocRenew SMS program are used only to operate the program. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. No mobile information, opt-in data, or consent data collected through DocRenew’s SMS messaging program will be shared, sold, or otherwise provided to third parties or affiliates for marketing or promotional purposes. All of the above categories of information-sharing exclude text-messaging originator opt-in data and consent; this information will not be shared with any third parties. Twilio, our SMS delivery provider, receives phone numbers and message content solely to transmit your reminders and is contractually prohibited from reusing them for any other purpose.

By using DocRenew’s SMS reminders you agree to these SMS terms and to our Terms & Conditions.

7. Data Retention

We retain account and document data for as long as your account is active. If you cancel your subscription, we retain your data for up to 30 days before permanent deletion, giving you time to reactivate or export. You may request earlier deletion at any time.

8. Your Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate information.
• Request deletion of your account and data.
• Export your data in a portable format.
• Opt out of non-transactional email.

To exercise any of these rights, email us at info@docrenew.com from the address on your account.

9. Security

We use industry-standard measures to protect your data: TLS in transit, bcrypt password hashing, encrypted-at-rest database storage, and least-privilege access controls. No system is perfectly secure — you are responsible for using a strong password and keeping it confidential.

10. Children

DocRenew is intended for use by businesses. It is not directed at children under 16, and we do not knowingly collect information from anyone under 16.

11. International Users

DocRenew is operated from the United States. If you access the service from outside the US, your information will be transferred to and processed in the US, which may have different data-protection laws than your country.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify account owners by email at least 14 days before the changes take effect. The “Last updated” date at the top of this page always reflects the current version.

13. Contact

Questions about this Policy? Email info@docrenew.com.