Privacy Policy
Last updated: March 21, 2026
This Privacy Notice for 9 Oaks Solutions LLC ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
- Visit our website at http://www.rendova.io or any website of ours that links to this Privacy Notice
- Use Rendova.io — a document generation platform
- Engage with us in other related ways, including any marketing or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services.
Summary of Key Points
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.
Do we process any sensitive personal information? We do not process sensitive personal information.
Do we collect any information from third parties? We do not collect any information from third parties.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.
How do we keep your information safe? We have organisational and technical processes in place to protect your personal information. However, no electronic transmission over the internet can be guaranteed to be 100% secure.
What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.
How do you exercise your rights? The easiest way to exercise your rights is by contacting us at support@rendova.io.
Table of Contents
- What Information Do We Collect?
- How Do We Process Your Information?
- What Legal Bases Do We Rely On?
- When and With Whom Do We Share Your Personal Information?
- Do We Use Cookies and Other Tracking Technologies?
- Do We Offer Artificial Intelligence-Based Products?
- How Long Do We Keep Your Information?
- How Do We Keep Your Information Safe?
- Do We Collect Information From Minors?
- What Are Your Privacy Rights?
- Controls for Do-Not-Track Features
- Do United States Residents Have Specific Privacy Rights?
- Do We Make Updates to This Notice?
- How Can You Contact Us About This Notice?
- How Can You Review, Update, or Delete the Data We Collect From You?
1. What Information Do We Collect?
Personal information you disclose to us
We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information we collect may include:
- Email addresses
- Names
- Usernames
- Passwords (stored in hashed form — never in plaintext)
- Billing addresses
- API authentication keys (stored in hashed form; used to authenticate requests to the Rendova.io Public API)
- Usage and audit log data (including IP address, request timestamp, API endpoint, and document template identifier, collected automatically when you use the Services)
Sensitive Information. We do not process sensitive information.
Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number and security code. All payment data is handled and stored by Stripe. You may find their privacy notice at https://stripe.com/privacy. Payment card data is never stored on Rendova.io servers. Rendova.io retains subscription plan, billing status, and transaction history only.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
2. How Do We Process Your Information?
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for the following reasons:
- To facilitate account creation and authentication. We process your information so you can create and log in to your account.
- To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
- To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, in accordance with your marketing preferences. You can opt out at any time.
- To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
- To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
- To determine the effectiveness of our marketing campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
- To save or protect an individual's vital interest. We may process your information when necessary to prevent harm.
3. What Legal Bases Do We Rely On to Process Your Information?
We only process your personal information when we believe it is necessary and we have a valid legal reason (legal basis) to do so under applicable law.
If you are located in the EU or UK:
The GDPR and UK GDPR require us to explain the valid legal bases we rely on. We may rely on the following:
- Consent. We may process your information if you have given us permission to use your personal information for a specific purpose. You can withdraw your consent at any time.
- Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests, including to analyse how our Services are used, support our marketing activities, and diagnose problems or prevent fraud.
- Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations.
- Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party.
If you are located in Canada:
We may process your information if you have given us specific permission (express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (implied consent). You can withdraw your consent at any time by contacting us.
6. Do We Offer Artificial Intelligence-Based Products?
We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.
As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, "AI Products"). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.
Use of AI Technologies
We provide the AI Products through third-party service providers ("AI Service Providers"), including Anthropic. Your input, output, and personal information will be shared with and processed by these AI Service Providers to enable your use of our AI Products. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.
Our AI Products
Our AI Products are designed for the following functions:
- AI applications
- AI automation
- Text analysis
How We Process Your Data Using AI
All personal information processed using our AI Products is handled in line with this Privacy Notice and our agreement with third parties. This ensures high security and safeguards your personal information throughout the process.
7. How Long Do We Keep Your Information?
We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than the period of time in which users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, we will securely store your personal information and isolate it from any further processing until deletion is possible.
8. How Do We Keep Your Information Safe?
We aim to protect your personal information through a system of organisational and technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure. You should only access the Services within a secure environment.
9. Do We Collect Information From Minors?
We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 years of age. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@rendova.io.
10. What Are Your Privacy Rights?
Depending on where you are located geographically, you may have certain rights regarding your personal information.
In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. You can make such a request by contacting us using the details in Section 14.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.
If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.
Withdrawing your consent
If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us at support@rendova.io. Note that this will not affect the lawfulness of the processing before its withdrawal.
Opting out of marketing communications
You can unsubscribe from our marketing emails at any time by clicking the unsubscribe link in any email we send, or by contacting us at support@rendova.io. You will then be removed from the marketing lists. We may still send you service-related messages necessary for the administration of your account.
Account Information
If you would like to review or change the information in your account or terminate your account, you can log in to your account settings and update your user account.
Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements.
Cookies and similar technologies
Most web browsers are set to accept cookies by default. If you prefer, you can choose to remove or reject cookies, though this may affect certain features of our Services. For further information, please see our Cookie Notice.
11. Controls for Do-Not-Track Features
Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.
California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.
12. Do United States Residents Have Specific Privacy Rights?
If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information.
Categories of Personal Information We Collect
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Name, alias, email address, account name, IP address, online identifier | YES |
| B. Personal info (CA Customer Records) | Name, contact information, financial information | YES |
| C. Protected classification characteristics | Gender, age, race, national origin | NO |
| D. Commercial information | Transaction information, purchase history, subscription plan and status | YES |
| E. Biometric information | Fingerprints, voiceprints | NO |
| F. Internet or other network activity | Browsing history, online behaviour, interest data | NO |
| G. Geolocation data | Device location | NO |
| H. Audio, electronic, sensory information | Images and audio, video or call recordings | NO |
| I. Professional/employment-related | Business contact details, job title, work history | NO |
| J. Education information | Student records and directory information | NO |
| K. Inferences from personal information | Profile or summary about individual preferences | NO |
| L. Sensitive personal information | — | NO |
Note: Payment card data is processed exclusively by Stripe, Inc. and is not stored on Rendova.io servers. Rendova.io retains subscription plan, billing status, and transaction history only.
Your Rights
You have rights under certain US state data protection laws, including:
- Right to know whether or not we are processing your personal data
- Right to access your personal data
- Right to correct inaccuracies in your personal data
- Right to request the deletion of your personal data
- Right to obtain a copy of the personal data you previously shared with us
- Right to non-discrimination for exercising your rights
- Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling
How to Exercise Your Rights
To exercise these rights, please contact us at support@rendova.io or visit www.rendova.io/user_info.
Appeals
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@rendova.io. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decision. If your appeal is denied, you may submit a complaint to your state attorney general.
California "Shine The Light" Law
California Civil Code Section 1798.83 permits California residents to request, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes. We have not disclosed personal information to third parties for direct marketing in the preceding twelve months. To make such a request, please contact us using the details in Section 14.
13. Do We Make Updates to This Notice?
Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this page. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
14. How Can You Contact Us About This Notice?
If you have questions or comments about this notice, you may email us at support@rendova.io or contact us by post at:
15. How Can You Review, Update, or Delete the Data We Collect From You?
Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. To request to review, update, or delete your personal information, please visit www.rendova.io/user_info or contact us at support@rendova.io.