Privacy Policy

RenewalPad is a software product owned and operated by Cobalt Glacier, LLC, a Delaware limited liability company ("Cobalt Glacier", "we", "us", or "our"). RenewalPad is a product of Cobalt Glacier, LLC and is not a separate legal entity. References to "RenewalPad" in this Privacy Policy are to the software, website, and related services made available by Cobalt Glacier under the RenewalPad brand (collectively, the "Service"). This Privacy Policy explains how Cobalt Glacier handles personal information through the Service.

For data your organization submits to RenewalPad as part of using the Service ("Customer Data"), Cobalt Glacier acts as a processor on behalf of your organization. The terms of that processing are set out in our Data Processing Addendum.

• Account information. Name, work email, company name, role, and authentication identifiers when you sign up or sign in.
• Customer Data. Contracts, invoices, vendor names, spend figures, usage exports, and other information your organization uploads or connects to RenewalPad.
• Usage data. Pages viewed, features used, IP address, device and browser type, and timestamps. We use this to operate, secure, and improve the Service.
• Communications. Messages you send to support, sales, or via in-product chat.
• Cookies and similar technologies. Session cookies for authentication, and a small number of analytics cookies to understand aggregate usage.

• To provide, maintain, and secure the Service.
• To authenticate users and prevent abuse.
• To produce the renewal calendars, benchmarks, and recommendations that are the core of the Service.
• To respond to support requests and operational communications.
• To send product updates and, with consent where required, marketing messages you can unsubscribe from at any time.
• To comply with legal obligations and enforce our agreements.

Cobalt Glacier does not sell personal information and does not use Customer Data to train third-party generative AI models.

Where GDPR or UK GDPR applies, Cobalt Glacier relies on:

• Performance of a contract — to deliver the Service.
• Legitimate interests — to secure, improve, and market the Service in a balanced way.
• Consent — for optional cookies and certain marketing.
• Legal obligation — for tax, accounting, and lawful requests.

We share information only with:

• Sub-processors who provide hosting, analytics, email delivery, error monitoring, and AI inference. A current list is available on request and in the DPA.
• Affiliates and successors in the event of a merger, acquisition, or asset sale, subject to confidentiality.
• Authorities when required by law, or to protect rights, safety, and the integrity of the Service.

Cobalt Glacier is based in the United States and may transfer information to the US and other countries where its sub-processors operate. Where EEA or UK personal data is transferred, we rely on Standard Contractual Clauses (and the UK Addendum where applicable) and supplementary measures.

Account and Customer Data is retained for the duration of your subscription and for a short tail period thereafter for backup and legal-hold purposes, after which it is deleted or anonymized. Specific retention windows are described in the DPA.

We use encryption in transit and at rest, role-based access controls, audit logging, vendor security reviews, and routine penetration testing. No system is perfectly secure; we will notify affected customers of incidents in line with the DPA and applicable law.

Depending on your location, you may have rights to access, correct, delete, port, restrict, or object to processing of your personal information, and to withdraw consent. To exercise these rights as an individual, contact privacy@renewalpad.com. For Customer Data submitted by your employer, please contact your organization's administrator first; Cobalt Glacier will route requests to the relevant controller.

RenewalPad is a B2B product not directed to children under 16 and we do not knowingly collect their data.

We may update this Privacy Policy. Material changes will be posted here with a new "Last updated" date and, where required, communicated by email or in-product notice.

Cobalt Glacier, LLC (operator of RenewalPad, a product of Cobalt Glacier, LLC)
Privacy: privacy@renewalpad.com
Legal notices: legal@renewalpad.com