Renewal Privacy Policy
Your information, and what we do with it
Last updated November 4, 2026
Diverse Innovations Inc. operates Renewal Option. This policy explains what personal information we collect, why, who we share it with, and what you can do about it. We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and, where it applies to you, the GDPR and UK GDPR.
Questions, requests, or complaints: support@renewaloption.ca
What we collect
Information you give us
- Account information: your email address. We do not use passwords, so we never collect or store one. Sign-in works by sending a single-use link or a sign-in code to your email address.
- Documents you upload: your lease, agreement to lease, or other file you submit. We read the file once to extract its text, and we keep the extracted text, not the original file. That text commonly contains your business name, the premises address, rent and financial terms, and the names of the parties.
- Questionnaire answers: your responses about timing, financial position, priorities, the premises, your province, and your landlord relationship.
- Assistant conversations: if you use the assistant on our public pages, what you type or say to it and its replies, kept as a text transcript. Voice is converted to text and not recorded. The assistant cannot see your account, and you should not share lease details or other personal information with it.
- Report Guide conversations: on a full report, you can ask the Report Guide about what the report shows. When you start a conversation, it receives a summary of that report (the grade, findings, negotiation points with the clause excerpts the report quotes, figures and dates) and the lease's name. It does not receive your lease document or your account details. What you type or say and its replies are kept as a text transcript; voice is not recorded.
- Renewal reminders: if you ask for reminder emails ahead of the month your lease ends, your email address, the month you give, your name and business name if you add them, and a record of the consent you gave: the exact wording, when, and the page you were on, together with the “how you found us” details described below. If you have an account, we also send reminders about the calculated notice deadline of each lease you have analyzed, until you tell us in the app that you have dealt with it.
- Find-my-lease reminders: If you request a reminder to return to your lease check, we collect your email address, the reminder date you select, and a record of the consent you gave: the exact wording you agreed to and its version. We also keep the status of our attempts to send it. We use this only to send that reminder, and it is not used to subscribe you to marketing communications. Our reminder record is deleted once the reminder is successfully sent, as soon as you cancel it, or after the permitted delivery attempts if it cannot be delivered. In every case, the record is deleted no later than 30 days after you request it. Our email provider, Resend, retains email records, including recipient email addresses, for approximately 30 days after sending, in accordance with its retention policy.
- Operating cost statements: if you use the operating cost tracker on a report, the figures you enter from your landlord's yearly statement (your share of operating costs, the controllable portion, what you paid in instalments, a note, and any cap you enter from your lease) and, if you upload it, the statement file itself. Files are kept in private storage that only your account can open. If you ask for a yearly reminder to add your statement, the month you choose and a record of the consent you gave.
- Call requests: if you ask us to call you, your name, business name, phone number, the month your lease ends and the best time to call if you give them, and an email address if you choose to. We also keep a record of the consent you gave: the exact wording you agreed to, when, and the page you were on, together with the “how you found us” details described below.
- Correspondence and feedback: anything you send us by email or through the feedback control in the app, including a contact email address if you choose to give one.
Information generated by your use
- Analysis outputs: the findings, grades, and reports produced from your documents, and a set of key lease facts extracted from them (for example province, commencement and expiry dates, area, rent structure, and renewal notice timing).
- Purchase records: the details of each purchase, including the transaction identifier, amount, product, date, and entitlement status. Payment card details are handled by Paddle; we never receive or store them.
- How you found us: if you arrive from another website, or from a link or advertisement carrying campaign tags, we record the campaign details in the link, the advertising platform’s click identifier if there is one, the page you landed on, and the name of the referring website (its domain only, never the full address). If you then create an account, this is attached to it once and not updated afterwards. If you arrive directly, your account records only that, and the page where you started.
- Technical and usage data: IP address, browser and device type, pages requested, and timestamps, collected in server and security logs.
Why we use it, and on what basis
- Keep anonymous benchmark records from leases whose owners opted in, and show aggregate comparisons built from them
- Basis: Your consent, given by the checkbox at upload and withdrawable by deleting the lease or emailing us
- Create and operate your account; produce and deliver your analysis
- Basis: Performance of our contract with you
- Process payments and keep purchase records
- Basis: Contract; legal obligation (tax and accounting)
- Provide support and respond to you
- Basis: Contract; our legitimate interests
- Call you about Renewal Option, and email or text you, only if you asked us to
- Basis: Your express consent, which you can withdraw at any time
- Keep the Service secure, prevent abuse, enforce service limits, debug faults
- Basis: Our legitimate interests
- Retain your documents and history so you can return to them
- Basis: Your consent
- Understand which advertising and links bring people to the Service
- Basis: Our legitimate interests
- Improve the Service using de-identified, aggregated information
- Basis: Our legitimate interests
- Send you product emails, if you opt in
- Basis: Your consent
- Remind you once a year to add your operating cost statement, if you ask us to
- Basis: Your consent, withdrawable in the app or by the unsubscribe link
- Introduce you to a licensed real estate team, when you ask us to
- Basis: Your consent
We do not use your documents or questionnaire answers for advertising, and we do not sell personal information to anyone.
We never use what is in your lease to approach you about real estate services. Details such as when your lease ends, your rent or your space are used to produce your report and the reminders you ask for, not to contact you about representation. You hear from our founder's licensed team only if you ask for an introduction, and the anonymous benchmark records described below cannot be traced back to you for that or any other purpose.
Automated processing
Your analysis is produced automatically, including by an AI model. It is an informational report: it does not decide anything about you, and it produces no legal or similarly significant effect on its own. You remain free to disregard it, and our Terms tell you plainly that you should verify it and take independent legal advice. If you want a person to look at a result you think is wrong, email us.
Anonymous lease benchmarks (optional)
When you upload a lease you can choose, with an unchecked box, to let us keep a set of key terms from it as an anonymous benchmark record: the base rent per square foot, term length, escalation, operating cost rate, free rent, improvement allowance, renewal and termination rights as our analysis classified them, the grade the analysis gave, and the municipality and first three characters of the postal code of the premises.
- It contains nothing that identifies the lease. No document text, no quoted clauses, no party names, no street address, no exact dates (the year the lease started, only), and no link to your account or to the lease record. The area is rounded to the nearest 500 square feet.
- It is used only in aggregate, to show tenants how leases in an area compare, and we never show a figure that could point at a single lease.
- Opting in is not required to use the service, and the analysis you receive is the same either way.
- Deleting the lease deletes its benchmark record at the same time. You can also ask us to remove it at any time at support@renewaloption.ca.
How long we keep it
- Your documents, questionnaire answers, and reports are kept while your account is open, so you can return to your lease history. You can delete any document at any time.
- Previews without an account. You can preview one lease without giving us an email. That preview is held in a temporary account in your browser. If you don't add an email within 7 days, the temporary account and everything in it (the document, your answers and the analysis) are deleted automatically. To limit free previews, we record a one-way scrambled form of your network address, never the address itself, and delete it after 2 days.
- Deletion is real deletion. When you delete a document, we delete its extracted text, the questionnaire answers, the analysis, and any operating cost statements you added to it. We do not keep a hidden copy or a soft-deleted record. Short-term disaster-recovery backups held by our database provider are purged within 30 days.
- Purchase records are kept separately and survive document deletion. If you have paid for a report, the record of that purchase (account identifier, transaction identifier, amount, product, date, entitlement status, and the name the document had at the time) is retained even after you delete the underlying document. This protects your proof of purchase and meets our tax and accounting obligations. Canadian tax law requires business records to be kept for six years from the end of the last tax year they relate to; we keep purchase records for seven years.
- Account information, including how you found us, is deleted when your account is closed, apart from what we must retain as above.
- Assistant conversations are kept as text transcripts for 30 days and then deleted automatically. No voice recordings are kept.
- Operating cost statements, both the figures and any uploaded files, are deleted with the lease they belong to, or one at a time when you delete a year in the tracker. A yearly statement reminder stops when you turn it off in the app or use the unsubscribe link, and its record is deleted within 30 days of unsubscribing.
- Renewal reminder signups are deleted automatically 12 months after the month you told us your lease ends, and within 30 days of your unsubscribing.
- Call requests are deleted automatically 12 months after the month you told us your lease ends, or 12 months after your request if you did not give one. If you withdraw your consent, your request is deleted within 30 days. We keep your phone number on our internal do-not-call list, and nothing else, so that we never call it again.
- Technical and security logs are kept for no longer than 30 days.
Your rights
You may:
- access the personal information we hold about you;
- correct it if it is wrong;
- delete your documents from within the Service, and ask us to close your account;
- withdraw consent to retention or marketing at any time (this may mean we can no longer provide parts of the Service). To stop reminder emails, use the unsubscribe link in any of them. To stop calls, tell the caller or email us, and we will not call you again;
- export your reports; and
- complain to us first at support@renewaloption.ca and, if you are not satisfied, to the Office of the Privacy Commissioner of Canada, or to your local supervisory authority if you are in the EU or UK.
Where the GDPR or UK GDPR applies to you, you also have rights to restriction, objection, and data portability. We respond to requests within 30 days.
Security
We protect your information with:
- encryption in transit (HTTPS/TLS) and encryption at rest through our infrastructure providers;
- database-level row security, so your records are reachable only by your own account;
- a database access key with no elevated privileges for everything you do in the app, so no signed-in user can grant themselves access to another account’s data or to a paid report. The one privileged key is held only on our server and used only to record payments and refunds Paddle has confirmed;
- access controls limiting who can reach production systems; and
- security headers and standard hardening on the application.
No system is perfectly secure. If a breach occurs that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires.
Children
The Service is a business tool and is not directed at children. Do not use it if you are under 18.
Changes
We may update this policy. Material changes will be posted on the site with an updated date, and where the change affects how we use information you have already given us, we will contact you.
Contact
Diverse Innovations Inc., 300 Sheppard Ave W, Unit 101-39, Toronto, ON M2N 1N5, Canada
support@renewaloption.ca