Privacy policy

1. Who we are and our role

Renew is provided by Taqania. We are the controller of users’ account data (name, email, mobile number).

For the documents a business uploads and the data in them (including its employees’ data), the business is the controller; we process them on its behalf and only on its instructions, as set out in the terms.

2. What we collect

Account data: name, email, mobile number (optional), reminder language.

Business data: name and commercial registration number.

Documents: the files you upload and their details (type, number, issuer, issue and expiry dates).

Employees and vehicles, if you add them: an employee’s name, job title and employee number (optional) and their documents such as iqama and passport; a vehicle’s plate, make and its documents.

Operational records: reminders sent, a log of files opened and downloaded, sign-in records for security, and when share links are opened (with nothing about who opened them).

Share links: when a business creates a link to share its documents, anyone with the link sees those documents until it expires or is stopped; the business is responsible for whom it sends it to.

3. Why we process it

To provide the service you asked for: keeping your documents and reminding you before they expire (performance of the contract).

For security and to prevent misuse, and to meet our legal obligations.

We do not sell data, use it for marketing, or share it except with the service providers listed below or where the law requires.

4. AI reading of documents

When you upload a file, we send it to Anthropic to read the document type and dates; you review the result before saving. These files are not used to train models.

The account owner can turn AI reading off in Settings; files are then never sent to it and details are entered by hand.

5. Where data is kept, and transfers outside the Kingdom

We use the service providers listed below, some outside the Kingdom. We transfer only what is needed, under appropriate contractual safeguards, encrypted in transit and at rest, with a transfer risk assessment as the regulations require.

6. How long we keep it

Current documents: while the account exists.

Replaced (after renewal) and archived documents: deleted 12 months after they were replaced or archived.

An employee who left or a vehicle out of service: deleted with its documents after 12 months.

Reminder history and the file access log: 24 months.

Uploaded files that were never saved: deleted after a day.

When a business asks to be deleted: all its data and files are deleted after 7 days, and backups are overwritten within 30 days.

7. Your rights

You have the right to be informed about how your data is processed, to access it, to obtain a copy, to have it corrected, and to ask for it to be destroyed.

The account owner can download all of the business’s data and files, or ask for it to be deleted, in Settings. For anything else, write to us; we reply within 30 days.

You may complain to the Saudi Data and AI Authority (SDAIA).

8. Security and breaches

Only a business’s invited members see its documents; files open through links that last one minute, and every view and download is logged.

If a data breach happens, we notify SDAIA within 72 hours of learning of it, and tell affected businesses without delay.

9. Contact and changes

We announce any material change to this policy in the app before it takes effect.