Privacy Policy
Last updated: March 2, 2026
IPRenewalDesk (“we”, “our”, or “the service”) is a workflow platform that helps organisations manage intellectual property renewals. This privacy policy explains how we collect, use, and protect your information when you use our website and services.
1. Information we collect
Account and organisation data. When you register and create an organisation, we collect your name, email address, and organisation details (name, timezone, date preferences, logo, and similar settings).
Matter and contact data. You provide matter information (e.g. application numbers, renewal dates, fees) and contact details for clients and applicants, including names, email addresses, and phone numbers where you use SMS reminders.
Payment data. Payment processing is handled by Stripe. We do not store full card numbers. We retain payment-related metadata (amounts, status, transaction references) to support invoicing and reconciliation.
Usage data. We may collect information about how you use the service (e.g. pages visited, features used) to improve the platform and troubleshoot issues.
2. How we use your information
We use your information to:
- Provide and operate the IPRenewalDesk service
- Send renewal reminders and related communications on your behalf
- Process payments through Stripe
- Generate invoices (including via Xero where configured)
- Send SMS messages via Twilio where you have configured that feature
- Respond to support requests and comply with legal obligations
3. Third-party services
We use the following third-party services in connection with the platform:
- Stripe — Payment processing. Stripe’s privacy policy applies to payment data: stripe.com/privacy
- SMTP providers — You configure your own email server for sending reminders and confirmations.
- Twilio — SMS delivery where you enable SMS reminders. Twilio’s privacy policy applies: twilio.com/legal/privacy
- Xero — Invoice integration where you connect your Xero account. Xero’s privacy policy applies: xero.com/legal/privacy
When you use these integrations, the relevant provider’s terms and privacy policies govern how they handle data.
4. Data retention
We retain your data for as long as your account is active and as needed to provide the service, comply with legal obligations, and resolve disputes. You may request deletion of your account and associated data; we will process such requests in accordance with applicable law.
5. Security
We implement appropriate technical and organisational measures to protect your data, including encryption in transit, access controls, and secure storage. Payment credentials are handled exclusively by Stripe and are not stored on our systems.
6. Your rights
Depending on your location, you may have the right to access, correct, or delete your personal data, restrict or object to processing, and data portability. To exercise these rights, please contact us using the details below. You may also lodge a complaint with a supervisory authority.
7. Data controller
You (the organisation) are the data controller for the contact and matter data you enter into IPRenewalDesk. We act as a data processor in respect of that data when processing it on your behalf. We are the data controller for your account and organisation data.
8. Changes
We may update this policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Continued use of the service after changes constitutes acceptance of the updated policy.
9. Contact
For privacy-related questions or requests, please contact us at: privacy@iprenewaldesk.com