Privacy Policy

Last updated: April 3, 2026

1. Introduction

RenewBase (“we,” “our,” or “us”) operates the website at myrenewbase.com and provides a contractor license renewal management platform (the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using RenewBase, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

  • Account information: name, email address, company name, and password
  • Client data: client names, contact information, and business details
  • License information: license numbers, types, expiration dates, and issuing states
  • Documents: renewal applications, certificates of insurance, continuing education certificates, and other compliance documents you upload
  • Communications: emails you forward to the platform for AI parsing

2.2 Information Collected Automatically

  • Usage data: pages visited, features used, and time spent on the platform
  • Device information: browser type, operating system, and IP address
  • Cookies: session cookies for authentication and preferences

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Track license expiration dates and send renewal reminders
  • Parse forwarded emails to extract license renewal information
  • Generate compliance reports and dashboards
  • Send you notifications via email or SMS about upcoming deadlines
  • Respond to your requests and provide customer support
  • Improve and optimize the Service
  • Detect and prevent fraud or unauthorized access

4. How We Share Your Information

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

  • Service providers: Third-party vendors who assist in operating the Service (e.g., hosting, email delivery, database management). These providers are contractually obligated to protect your data.
  • Legal requirements: When required by law, regulation, legal process, or governmental request.
  • Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
  • With your consent: When you explicitly authorize us to share your information.

5. Data Security

We implement industry-standard security measures to protect your information, including:

  • Encryption of data in transit using TLS/SSL
  • Encrypted password storage using bcrypt hashing
  • Role-based access controls limiting data access to authorized users
  • Regular security reviews of our infrastructure
  • Secure session management with JWT tokens

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. If you request account deletion, we will delete your personal information within 30 days, except where retention is required by law or for legitimate business purposes (e.g., resolving disputes or enforcing our agreements).

7. Your Rights

7.1 All Users

You have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your account and data
  • Opt out of non-essential communications

7.2 California Residents (CCPA)

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 and how it is used
  • Request deletion of your personal information
  • Opt out of the sale of personal information (we do not sell your data)
  • Non-discrimination for exercising your privacy rights

7.3 International Users

If you are located outside the United States, please be aware that your data is processed and stored in the United States. By using the Service, you consent to the transfer of your data to the US. If you are subject to GDPR or similar regulations, you may have additional rights regarding your personal data, including the right to data portability and the right to lodge a complaint with a supervisory authority.

8. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies or advertising cookies. You can configure your browser to refuse cookies, but this may limit your ability to use certain features of the Service.

9. Third-Party Services

Our Service may integrate with third-party services for email delivery, SMS notifications, and AI-powered email parsing. These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of third-party services.

10. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the “Last updated” date. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

support@myrenewbase.com