1. Who we are
Renewal Vista is operated by Lob Labs LLC, a Minnesota limited liability company based in Scott County, Minnesota ("Lob Labs," "we," "us," or "our").
This Privacy Policy describes how Lob Labs processes information in connection with the Renewal Vista website and hosted software service (the "Service").
2. Information processed
Lob Labs may process information necessary to provide and secure the Service, including:
- account information such as name and email address;
- authentication and security information, including email verification and 2FA-related account state;
- organization, department, location, role, and user membership information;
- renewal and vendor information, including dates, costs, statuses, ownership, and related business information;
- documents and other files submitted to the Service;
- information submitted through Intake, including information received through supported inbound email workflows;
- billing and subscription identifiers;
- audit and security event information; and
- technical, operational, and security logs generated by the Service.
The specific information processed may vary depending on the features and plan used by a customer.
3. Why information is processed
Lob Labs processes information as necessary to:
- provide renewal tracking and management;
- authenticate users and enforce access controls;
- maintain organization, department, location, and user permissions;
- store and manage renewal documents;
- process supported CSV, manual, PDF, and inbound email Intake;
- extract structured information from submitted documents and email;
- send transactional and renewal reminder email;
- provide customer support;
- process subscriptions and billing;
- maintain service security and tenant isolation;
- maintain audit and operational records; and
- operate, maintain, and improve the reliability and security of the Service.
Customer data is not used to train general-purpose AI models. Lob Labs does not sell personal information and does not use customer renewal content for advertising.
4. Document, photo, and email extraction
Renewal Vista uses deterministic document analysis to extract structured renewal information from supported uploaded documents, photos (via OCR where enabled), and inbound emails.
Extraction assists with processing renewal information such as vendors, dates, costs, renewal terms, and other supported fields. Extracted information is subject to the Service's approval and review workflow. Customers remain responsible for reviewing extracted information before relying on it for business decisions.
Customer content submitted for extraction is not used to train general-purpose AI models.
5. Service providers
Lob Labs uses third-party service providers and infrastructure to operate portions of the Service. Current providers include:
- Stripe for subscription and billing services;
- Supabase for private object and document storage;
- Resend for inbound email processing;
- SMTP provider for outbound transactional and reminder email; and
- MongoDB for the application database and renewal records.
Lob Labs may also rely on hosting and infrastructure providers to operate the application and supporting services. Each provider may process information as necessary to provide its service and may have its own terms and privacy practices. Providers may change as the Service evolves; material changes will be reflected in this Privacy Policy.
6. Privacy requests and deletion
For questions or requests concerning personal information, account information, correction, deletion, account cancellation, data export, or privacy matters, contact:
Lob Labs may need to verify the identity and authority of a person making a privacy or account request before taking action.
Lob Labs may retain certain information when required or permitted for legitimate business, security, billing, audit, legal, or operational purposes. Self-service company deletion and a dedicated privacy portal are not currently offered.
7. Data retention
Lob Labs retains information for as long as reasonably necessary to provide the Service and for applicable business, security, billing, audit, legal, and operational purposes.
While an account is active, renewal records, vendor records, documents, Intake records, and related account information are retained to operate the Service for that customer.
After account cancellation or termination, Lob Labs may delete or de-identify customer workspace data within a commercially reasonable period, subject to: (a) backups and disaster-recovery copies that age out on normal backup cycles; (b) billing and payment records retained as needed for tax, accounting, and dispute purposes; (c) security, audit, and operational logs retained for security and integrity purposes; and (d) information Lob Labs is required to retain by law or to establish, exercise, or defend legal claims.
8. Security
Lob Labs uses security and access-control measures designed to protect customer accounts and information, including where applicable: tenant-scoped authorization; role-based access controls; email verification; 2FA controls; confidential renewal access controls; protected document access; audit history; security event monitoring; server-side authorization enforcement; and data-integrity testing.
No security measure can eliminate all risk. This Privacy Policy does not claim any certification or regulatory compliance approval unless separately verified and stated in writing by Lob Labs.
9. Customer data
Customers retain responsibility for the information and documents they submit. Lob Labs does not claim ownership of customer business records merely because those records are stored or processed by the Service.
Customers are responsible for ensuring that they have the necessary rights and permissions to provide information to the Service. Lob Labs processes customer information as necessary to provide the Service and for the purposes described in this Privacy Policy.
10. Cookies and similar technologies
Renewal Vista may use cookies or similar browser technologies necessary to provide authentication, security, preferences, and other essential functionality.
If Lob Labs uses non-essential analytics, advertising, or tracking technologies, those technologies will be described in the Cookie Policy and handled according to any applicable consent mechanism. See the Cookie Policy for additional information.
11. Children
The Service is intended for business use by organizations and their authorized users. It is not directed to children under 16, and Lob Labs does not knowingly collect personal information from children under 16.
12. Governing law
This Privacy Policy is governed by the laws of the State of Minnesota. Disputes related to this Privacy Policy are subject to the venue provisions in the Terms of Service.
13. Changes
Lob Labs may update this Privacy Policy when the Service, data-processing practices, third-party providers, or applicable requirements change. The Effective Date and Last Updated date will be updated when material changes are made. Material changes will be communicated by updating this page and, when appropriate, by email or in-product notice.
14. Contact
Questions regarding this Privacy Policy or Lob Labs' privacy practices may be sent to:
Lob Labs LLC
Scott County, Minnesota
info@Lob-Labs.com