Terms of Service

By accessing or using RenewalGuard (the "Service"), you agree to be bound by these Terms of Service and our Privacy Policy. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these terms.

If you do not agree to these terms, do not use the Service.

We may update these terms from time to time. We will notify you by email of material changes. Continued use of the Service after notification constitutes acceptance.

RenewalGuard is a cloud-based software service that:

• Accepts contract documents (PDF, Word) uploaded by you and uses AI to extract structured metadata: supplier name, contract dates, notice periods, contract value, and auto-renewal clause summary.
• Stores only the extracted metadata — not the source document. Source documents are deleted immediately after extraction.
• Tracks renewal dates and cancellation deadlines across your contract portfolio.
• Sends email reminder alerts before cancellation deadlines, based on thresholds you configure.

The Service is intended for use by businesses and professionals managing supplier contracts. It is not a legal service and does not constitute legal advice.

You must create an account to use the Service. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.

You must be at least 18 years old and have the legal capacity to enter into a binding contract. Use of the Service by individuals under 18 is not permitted.

You agree to provide accurate and complete information when creating your account and to keep it up to date.

You are responsible for any costs incurred by your organisation through the use of the Service, including any overages or plan upgrades.

RenewalGuard is offered on a subscription basis. Pricing is as set out on our Pricing page and is denominated in GBP. Prices are exclusive of VAT unless otherwise stated.

• Free trial — a 14-day free trial is available for new accounts. No credit card is required during the trial period. At the end of the trial, you must subscribe to a paid plan to continue using the Service.
• Billing cycle — subscriptions are billed monthly in advance on the date you subscribe.
• Auto-renewal — your subscription renews automatically at the end of each billing period. You may cancel at any time through your account settings.
• Cancellation — if you cancel, you retain access until the end of your current billing period. No refunds are issued for partial months.
• Plan limits — each subscription plan includes a maximum number of active contracts. If you exceed your plan limit, you will be prompted to upgrade. We will not delete your contracts without notice.

Payments are processed by Stripe. By providing payment details, you agree to Stripe's terms of service.

You agree not to use the Service to:

• Upload documents that contain confidential information belonging to a third party without appropriate authorisation.
• Attempt to reverse-engineer, copy, or replicate the AI extraction models or Service infrastructure.
• Introduce malicious code, perform automated scraping, or conduct denial-of-service attacks.
• Use the Service in any way that violates applicable laws or regulations.
• Resell, sublicense, or provide access to the Service to unauthorised third parties.

We reserve the right to suspend or terminate accounts that violate these terms without notice.

You retain full ownership of all contract documents you upload and all metadata extracted from them. We do not claim any intellectual property rights over your data.

By using the Service, you grant us a limited, non-exclusive licence to process your uploaded documents and extracted metadata solely for the purpose of providing the Service to you.

Source documents are deleted immediately after extraction. You are responsible for maintaining your own copies of all contract documents.

We do not use your contract data to train AI models. Only anonymised, aggregate accuracy signals are used for product improvement, with no individual contract content.

Our AI extraction is highly accurate but is not infallible. The extracted metadata is provided for informational purposes to assist your contract management workflow. It does not constitute legal advice and should not be relied upon as the definitive record of any contract's terms.

You are responsible for verifying extracted dates, notice periods, and contract values before taking any commercial or legal action. We recommend reviewing every contract's detail page and cross-referencing with the original source document.

We are not liable for losses arising from reliance on inaccurate AI-extracted data without independent verification.

To the maximum extent permitted by law:

• The Service is provided \"as is\" without warranties of any kind, express or implied.
• We do not warrant that the Service will be error-free, uninterrupted, or that AI extraction will achieve any particular accuracy level.
• We are not liable for any indirect, incidental, special, or consequential damages, including loss of profits, data, or business opportunities, arising from your use of the Service.
• Our total aggregate liability for any claim arising from these terms or the Service shall not exceed the amount you paid to us in the 12 months preceding the claim.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

We aim to provide a reliable service but do not guarantee 100% uptime. Scheduled maintenance will be communicated in advance where possible.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time. For material changes that affect your subscription, we will provide at least 30 days' notice.

We may update pricing with 30 days' notice. You may cancel your subscription if you do not agree to a price change.

You may close your account at any time through your account settings. Upon account closure, your data will be deleted within 30 days.

We may suspend or terminate your account if you breach these terms, fail to pay subscription fees, or if we discontinue the Service. In such cases, we will provide reasonable notice where possible.

Upon termination, all rights granted to you under these terms immediately cease. Clauses that by their nature should survive termination (including limitations of liability and intellectual property) will do so.

These terms are governed by the laws of England and Wales. Any disputes arising from or related to these terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating legal proceedings, we ask that you contact us at legal@renewalguard.io to attempt to resolve the dispute informally.

For questions about these terms:

Email: legal@renewalguard.io