A walkthrough of the key details, timelines, stakeholders, and important information to ensure an efficient and streamlined PebblePad contract renewal process.

Types of renewal 

• Contract End Renewal (or Contract Renewal)
  This occurs when the existing contract ends.  

• Optional Year Renewal
  With multi-year deals, a contract can include the option to extend for a specified number of years (1 or more) after the base contract term has expired.    

• Next Year Renewal (or Annual Invoicing)
  This applies for multi-year deals when we invoice for the upcoming year of contracted period.  

• Auto-renewals
  This is for 12 month rolling contracts with online Terms and Conditions.  

Key renewal contacts

The renewal process may involve multiple stakeholders at different points throughout the renewal journey. Our respective teams will include:

PebblePad contacts 

• Customer Success Manager (CSM)
  Your CSM will facilitate the contract end renewal process and co-ordinate meetings to ensure the correct stakeholders are informed and up to date on progress. 

• Business Development Manager
  They will lead a contract end renewal where a re-negotiation of a new contract is required. 

• Renewals Manager
  They will be the main point of contact for optional year, next year and auto-renewals; as well as be able to answer any general contractual, invoicing and security questions. 

Customer contacts

• Account Owner
  The main point of contact for PebblePad within your organization. 

• Contract Contact
  The main point of contact who is responsible for contract sign-off and payment. 

• Executive Sponsor
  A senior stakeholder responsible for overall strategy for PebblePad at your organization. 

Read more about PebblePad Roles.

Contract renewal timelines

The contract renewal process typically begins with an Executive Business Review (EBR) at least seven months before the contract end date to:

• review the success of the current contract,
• plan ahead for the next contract period.

Your Customer Success Manager is the main point of contact for the EBR process.

Invoicing and payment

Regardless of contract type, all renewals are invoiced 60 days prior to your annual subscription renewal date to ensure:

• contractual terms and conditions are upheld, 
• services can be delivered without interruption. 

The Renewals Manager is the main point of contact for all invoicing.

Supporting documents
Contract documentation
Privacy Policy
GDPR policy
Environmental sustainability policy
Modern slavery policy

Please email our contracts team for:
A copy of Higher Education Community Vendor Assessment Toolkit
Details of our latest Penetration Testing results
Data flow documents / diagram
Sample DPIA
Insurance evidence