Privacy Policy
This Privacy Policy describes how ML Software, LLC (“we,” “us,” or “our”) collects, uses, and protects information when you use Renewal IQ (“the Service”). By using the Service, you agree to the practices described in this policy.
1. Information We Collect
We collect information you provide directly when you create an account or use the Service:
- Account information: Name, email address, company name, and password (stored as a salted hash — we never store plain-text passwords).
- Business data: Permit names, expiration dates, permit types, agency information, renewal fees, and any documents you upload for AI scanning.
- Location data: Business location names, addresses, cities, states, and time zones.
- Notification preferences: Email addresses and phone numbers you configure to receive reminders.
- Payment information: Billing is handled entirely by Stripe. We do not store credit card numbers. We store only your Stripe customer ID and subscription ID.
We also collect limited technical information automatically:
- IP address and browser type (standard web server logs)
- Pages visited and features used within the application
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Service
- Send automated permit and license expiration reminders via email and SMS
- Process payments and manage your subscription
- Respond to support requests
- Improve the Service and fix bugs
- Comply with legal obligations
We do not sell your data. We do not use your data for advertising. We do not share your data with third parties except as described in Section 4.
3. AI Document Scanning
When you use the AI scanner feature, images of your permits are sent to Anthropic’s API for text extraction. Images are transmitted over an encrypted connection and are not stored on Anthropic’s servers beyond the duration of the API call. We delete temporary image files from our server immediately after processing. We do not use your permit documents to train AI models.
4. Third-Party Services
We use the following third-party services to operate Renewal IQ:
- Stripe — Payment processing. Your payment information is governed by Stripe’s Privacy Policy.
- SendGrid (Twilio) — Email delivery for reminder notifications.
- Twilio — SMS delivery for reminder notifications (if enabled).
- Anthropic — AI-powered document scanning.
- Hostek — Web hosting and database infrastructure located in the United States.
Each provider is contractually obligated to protect your data and use it only to provide services to us.
5. Data Storage and Security
Your data is stored on servers located in the United States. We implement industry-standard security measures including:
- HTTPS encryption for all data in transit
- Passwords hashed using SHA-512 with unique salts
- JWT-based authentication with short-lived access tokens
- Tenant isolation — your data is never accessible to other accounts
No method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we take reasonable steps to protect your information.
6. Data Retention
We retain your account data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days to allow for reactivation, after which it is deleted. You may request earlier deletion by contacting us.
Uploaded permit documents and scan images are deleted from our servers immediately after AI processing is complete.
7. SMS Notifications
If you provide a phone number and enable SMS reminders, you consent to receive automated text messages from Renewal IQ regarding permit and license expiration dates. Message and data rates may apply. You can opt out at any time by removing your phone number in Settings → Notifications, or by replying STOP to any SMS message.
8. Your Rights
You have the right to:
- Access the personal data we hold about you
- Correct inaccurate data via your account settings
- Delete your account and associated data by contacting us
- Export your permit data (contact us to request a data export)
- Opt out of SMS notifications at any time
To exercise any of these rights, contact us at hello@renewal-iq.com.
9. Cookies
Renewal IQ does not use tracking cookies or third-party analytics. We use browser localStorage and sessionStorage to maintain your authenticated session. This data stays on your device and is cleared when you log out.
10. Children’s Privacy
Renewal IQ is a business software product not directed at children under 13. We do not knowingly collect information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. Continued use of the Service after changes constitutes acceptance of the updated policy.
12. Contact
If you have questions about this Privacy Policy or how we handle your data, contact us at:
- Email: hello@renewal-iq.com
- ML Software, LLC • Castle Rock, Colorado