Privacy Policy

Last updated: August 18, 2026

This Privacy Policy explains how ContractRenewalTracker.com (“Contract Renewal Tracker,” “we,” “us,” or “our”) collects, uses, stores, and protects information when you visit our website, contact us, subscribe to communications, or use services made available through Contract Renewal Tracker.

We are committed to handling personal data responsibly, transparently, and in accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR) where applicable.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal data collected through ContractRenewalTracker.com and related website services.

Depending on the services available, this may include information collected when you:

Visit the website.
Contact us through a form.
Request information about Contract Renewal Tracker.
Register for beta access or product updates.
Subscribe to email notifications.
Create an account.
Use Contract Renewal Tracker software or related services.
Communicate with us regarding support, feedback, or other inquiries.

Additional privacy information may be provided for specific services where necessary.

2. Information We May Collect

Information You Provide

We may collect information that you voluntarily provide, including:

Name.
Business email address.
Company or organization name.
Job title or role.
Telephone number, where provided.
Account information.
Messages submitted through contact forms.
Beta registration information.
Product feedback and feature requests.
Support communications.
Email subscription preferences.
Other information you choose to provide.

You should only provide personal data that is necessary for the relevant purpose.

Information Collected Automatically

When you visit ContractRenewalTracker.com, certain technical information may be collected automatically by our website, hosting provider, security services, analytics technologies, or similar systems.

This may include:

IP address.
Browser type and version.
Device type.
Operating system.
Referring website.
Pages visited.
Date and time of visits.
Approximate geographic location.
Website interactions.
Technical diagnostic and security information.

The information actually collected depends on the technologies deployed on the website.

3. Contract and Business Data

If you use Contract Renewal Tracker as a software service, you may provide business information associated with contracts and renewals.

Depending on the functionality used, this could include:

Contract names and descriptions.
Supplier or customer information.
Contract start and expiration dates.
Renewal dates.
Notice periods.
Auto-renewal information.
Contract values and financial information.
Internal contract owners.
Renewal responsibilities.
Notes and renewal decisions.
Uploaded contract documents.
Workflow and approval information.

Some contract documents may contain personal data.

Where Contract Renewal Tracker processes such information on behalf of a customer, the respective responsibilities of Contract Renewal Tracker and the customer may be governed by applicable contractual terms and, where required, a Data Processing Agreement.

4. How We Use Personal Data

We may use personal data to:

Operate and maintain ContractRenewalTracker.com.
Provide Contract Renewal Tracker services.
Create and manage user accounts.
Respond to questions and contact requests.
Process beta registrations.
Provide requested product notifications.
Deliver customer support.
Improve website and product functionality.
Analyze website performance and usage.
Protect the website and services against fraud, misuse, and security threats.
Maintain appropriate business and security records.
Develop new functionality.
Communicate important service information.
Comply with legal and regulatory requirements.

Where required, we will only use personal data for purposes supported by an appropriate legal basis.

5. Legal Bases for Processing

Where the GDPR applies, we may process personal data based on one or more legal grounds, including:

Consent

We may rely on consent when you voluntarily subscribe to certain communications or agree to non-essential cookies or analytics technologies.

Where processing is based on consent, you may withdraw that consent at any time.

Contractual Necessity

We may process information where necessary to provide services you have requested or to perform obligations under a contract.

Legitimate Interests

We may process information where necessary for legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Examples may include website security, fraud prevention, service improvement, business administration, and responding to relevant business inquiries.

Legal Obligations

We may process or retain information when required to comply with applicable laws, regulations, court orders, or other legal obligations.

6. Email Communications

If you subscribe to a beta notification, product update, newsletter, or similar communication, we may use your email address to provide the information you requested.

Where consent is required, marketing communications will only be sent after obtaining appropriate consent.

You can unsubscribe from marketing communications using the unsubscribe mechanism included in relevant emails or by contacting us.

Transactional, security, account, or service-related communications may still be sent where necessary.

7. Cookies and Similar Technologies

ContractRenewalTracker.com may use cookies and similar technologies for essential functionality, security, preferences, analytics, and other purposes.

Where required by applicable law, non-essential cookies will only be used after obtaining consent.

More information is available in our Cookie Policy.

8. Analytics

We may use analytics services to understand how visitors use ContractRenewalTracker.com and to improve website performance, content, navigation, and user experience.

Depending on the analytics services used, information such as device characteristics, approximate location, traffic source, pages visited, and website interactions may be processed.

Where legally required, analytics technologies will only be activated after obtaining appropriate consent.

9. Artificial Intelligence and Automated Processing

Contract Renewal Tracker may use artificial intelligence or automated technologies to help analyze contract information, identify renewal-related information, summarize documents, assess renewal risks, or provide recommendations.

Where personal data is processed through AI-enabled functionality, we aim to apply appropriate privacy and security safeguards.

AI-generated outputs may contain errors and should be appropriately reviewed before being used for significant contractual, legal, financial, procurement, or business decisions.

If future functionality involves automated decision-making that produces legal or similarly significant effects, additional information and safeguards will be provided where required by applicable law.

10. How We Share Information

We do not sell personal data.

We may share personal data with service providers that assist us in operating the website or delivering Contract Renewal Tracker services.

These providers may include:

Website hosting providers.
Cloud infrastructure providers.
Database and storage providers.
Email delivery services.
Analytics providers.
Security and monitoring providers.
Customer support systems.
Payment processors.
Software development and infrastructure services.
AI or machine-learning service providers where relevant.

We seek to provide service providers only with information reasonably necessary to perform their functions and to use appropriate contractual and security safeguards where required.

We may also disclose information when required by law or where reasonably necessary to protect our rights, users, systems, or services.

11. International Data Transfers

Some service providers may process information outside the Netherlands or European Economic Area.

Where GDPR requirements apply to international transfers, we will seek to use appropriate safeguards, such as adequacy decisions, Standard Contractual Clauses, or another legally recognized transfer mechanism.

12. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining appropriate records, resolving disputes, enforcing agreements, and complying with legal obligations.

Retention periods may vary depending on the type of information and the purpose of processing.

When personal data is no longer required, it may be deleted, anonymized, or otherwise securely disposed of where appropriate.

13. Data Security

We take reasonable technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

Depending on the relevant service, measures may include access controls, authentication, encryption, logging, monitoring, backups, software updates, and infrastructure security controls.

However, no internet-based service or electronic storage system can guarantee absolute security.

14. Your Privacy Rights

Where the GDPR applies, you may have rights concerning your personal data, including the right to:

Request access to your personal data.
Request correction of inaccurate or incomplete data.
Request deletion of personal data in certain circumstances.
Request restriction of processing.
Object to certain processing.
Request data portability where applicable.
Withdraw consent where processing is based on consent.
Lodge a complaint with a competent supervisory authority.

These rights are subject to applicable legal conditions and exceptions.

We may need to verify your identity before fulfilling certain requests.

15. Complaints

If you have concerns about how your personal data is handled, we encourage you to contact us first so that we can investigate the matter.

Where applicable, you also have the right to submit a complaint to the relevant data protection supervisory authority.

For organizations established in the Netherlands, the relevant supervisory authority is generally the Autoriteit Persoonsgegevens (Dutch Data Protection Authority).

16. Children’s Privacy

ContractRenewalTracker.com and Contract Renewal Tracker are intended primarily for business and professional use and are not designed for children.

We do not knowingly seek to collect personal data from children through our business services.

If we become aware that personal data from a child has been collected in circumstances where it should not have been, we will take appropriate steps to address the situation.

17. Third-Party Websites

ContractRenewalTracker.com may contain links to third-party websites and services.

We are not responsible for the privacy practices, security, availability, or content of third-party websites. We recommend reviewing the privacy policies of external services before providing personal information.

18. Business Transfers

If Contract Renewal Tracker becomes involved in a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction, personal data may be transferred as part of that transaction where permitted by applicable law.

Appropriate confidentiality, privacy, and security protections will be applied where required.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to ContractRenewalTracker.com, Contract Renewal Tracker software, our processing activities, service providers, technology, or applicable legal requirements.

When changes are made, the “Last updated” date at the beginning of this policy will be revised.

Where legally required, we may provide additional notice of material changes.

20. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns regarding the processing of your personal data, please contact us through the Contact Us page on ContractRenewalTracker.com.

Contract Renewal Tracker
Track Renewals. Control Costs. Reduce Risk.

This Privacy Policy is a general template and should be reviewed before publication against the actual data processing activities of ContractRenewalTracker.com and the Contract Renewal Tracker SaaS platform. In particular, it should be updated with the legal business/controller name, contact details, hosting location, analytics services, email provider, payment processor, AI providers, subprocessors, retention periods, and any Data Processing Agreement arrangements that apply. This document does not constitute legal advice.