Privacy Policy

Who we are

RenewDesk is operated by CoinKeep Pty Ltd (ABN 85 697 900 673), Australia. Our privacy practices are designed to be consistent with the Australian Privacy Principles.

For privacy questions or requests, email hello@renewdesk.com.au.

What we collect

• Your account email and authentication information. If you use a password, Supabase Auth stores a password hash rather than the password in plain text. You can also sign in with an email link.
• Your practice name and the client names, contact names, contact emails and notes you enter.
• Renewal details, including titles, categories, dates, recurrence, reminder settings, renewal websites, costs and status.
• Subscription and billing status, billing period dates and Stripe customer and subscription identifiers. Card details are held by Stripe, not RenewDesk.
• Reminder delivery records, including the renewal, recipient email, reminder timing and date sent.
• Information you send when contacting us, and basic server and error logs used to operate and troubleshoot the service.

How we collect information

We collect information directly from the account holder when they register or contact us, and when they enter or import client and renewal information.

Some information is generated automatically when the service is used. This includes hosting request logs, reminder delivery records and operational error logs. We also receive subscription and billing status from Stripe.

Why we use information

We use information to run RenewDesk, authenticate your account, store and display renewals, send reminders, process payments, provide support and investigate service or security problems.

We share the information needed for these tasks with our service providers. For example, Resend receives reminder recipients and email content, and Stripe receives the details needed to manage payments and subscriptions. We do not sell your personal information.

Client information and reminders

The account holder decides what client information to enter and is responsible for having authority to use it and notifying clients where required. Only enter information needed to manage renewals.

We email a client only when you choose that option for a renewal and the linked client has a contact email. Otherwise, scheduled reminders go to the account holder. Test reminder emails go only to the account holder. Clients do not have a RenewDesk login or portal.

Where information is stored and processed

Account and practice data is stored with Supabase in its Sydney, Australia region. We use Resend to send reminder emails, Stripe for payments and Vercel for hosting.

Some service providers may process information outside Australia. Stripe and Resend are examples. The Sydney location of our Supabase project does not mean that all processing by every provider occurs in Australia.

Retention and deletion

We keep account, practice, client and renewal data while the account exists. Cancelling a subscription does not delete this data. You keep access until the end of the paid billing period.

The account holder can email us to request account deletion. We will delete the account and its practice, client and renewal data within 30 days of the request. Associated reminder logs are deleted with the account.

Reminder logs are kept while the account exists, unless the associated renewal is deleted sooner. There is no automatic 12-month reminder-log purge or automatic deletion following subscription cancellation.

Our service providers may retain information under their own retention policies and applicable legal obligations, including payment records held by Stripe.

Security and access

Information sent to the hosted service is encrypted in transit using HTTPS. Within the app, access to practice data is limited to the practice’s account owner. Additional user accounts are not supported.

Authorised service processes and providers also handle information as needed to run the service and respond to support and deletion requests. Keep your login credentials secure.

Access, correction and export

You can ask us to access or correct your personal information, or request deletion, by emailing hello@renewdesk.com.au. We may need to verify your identity before acting on a request. Account holders can also edit client and renewal information in the app while they have access.

The Renewals page offers a CSV export of renewal details and linked client names and emails. It includes all saved renewals, regardless of current list filters. It does not include client notes, contact names, account or billing details, renewal status or last-renewed dates.

CSV export requires active trial or subscription access. Contact us if access has ended or you need information outside the CSV export.

Cookies, browser storage and logs

We use necessary cookies to keep you signed in and complete email-link sign-in. These cookies can remain on your device between browser sessions. RenewDesk does not use local storage for authentication or include advertising trackers or analytics tools.

The app stores public app assets in a browser cache for installation and a reconnect screen. It does not cache authenticated pages or client and renewal records for offline use.

Server error logs may include renewal identifiers, Stripe event or request identifiers, error codes and provider error messages. A failed app installation can generate an error in your browser console. Hosting providers may also generate request and security logs.

Data breaches

We will respond to eligible data breaches in accordance with applicable Australian privacy law, including notification requirements where they apply.

Privacy complaints

If you have a privacy concern or believe your personal information has been mishandled, email hello@renewdesk.com.au. We will investigate and respond within a reasonable period.

If the issue is not resolved, you may be able to contact the Office of the Australian Information Commissioner.

Changes to this policy

We will post changes on this page and update the last-updated date below.