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Privacy Policy

1. Who we are

This Privacy Policy explains how Urban Intelligence Consulting Pty Ltd (ABN 30 691 639 568) and its related bodies corporate, affiliates, subsidiaries, child brands and products (together, Urban Intelligence, we, us, our) collect, use, disclose and protect personal information. This Policy applies to all of our websites, platforms, AI and data services, and software products (collectively, the Services), including any present or future “arms” of the business (for example: separate branded SaaS tools, AI assistants, data dashboards, or APIs) (each an Urban Product).

We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where applicable, we also comply with the Spam Act 2003 (Cth) for electronic communications and the Notifiable Data Breaches (NDB) scheme.

Note: Some Urban Products may have product-specific privacy notices. If there is any inconsistency, the product-specific notice prevails for that product.

2. The information we collect

We collect personal information that is reasonably necessary for our functions and activities, including to provide and improve our Services. The information we collect will depend on how you interact with us and can include:

  • Identity & contact: name, employer, job title, postal address, email, phone.

  • Account & usage: usernames, profile details, authentication data, subscription tier, feature usage, logs, support tickets.

  • Device & technical: IP address, device type, operating system, browser, app version, cookies, analytics identifiers, crash data.

  • Content & files you provide: form submissions, uploaded datasets or documents, prompts provided to AI features, feedback, and in some cases, de-identified or anonymised datasets supplied for analysis.

  • Payment & billing: transaction details, billing address, limited payment information processed via our secure payment providers (we do not store full card details).

  • Business customer data: if you are an enterprise client, we may process personal information contained in your datasets on your instructions (as a processor/service provider).

  • Recruitment: CV, cover letter, employment history, referee details (if you apply for a role).

  • Sensitive information: We do not intentionally collect sensitive information (e.g., health information) unless it is necessary and you have expressly consented or we are otherwise permitted by law.

If you do not provide requested information, we may be unable to supply some or all of the Services.

3. How we collect information

We collect personal information when you:

  • Visit our websites or use an Urban Product;

  • Create an account, subscribe, or purchase a plan;

  • Use AI features (e.g., submit prompts, upload inputs, review outputs);

  • Contact us for support, sales, or training;

  • Register for webinars, events, or newsletters;

  • Participate in research, surveys, or beta programs;

  • Provide data to us under a services agreement (B2B clients);

  • Interact with our ads, social media pages, or referral partners.

We may also receive information from third parties, such as analytics providers, integration partners, identity providers (SSO), payment processors, public databases, or your employer if you use an enterprise plan.

4. Why we use your information (lawful purposes)

We use personal information to:

  • Provide, operate, secure and support the Services and Urban Products;

  • Create and manage accounts, subscriptions, and billing;

  • Respond to enquiries and provide customer success and technical support;

  • Configure and improve features (including AI/ML features), quality assurance, and diagnostics;

  • Personalise content, measure performance, and perform analytics;

  • Conduct research and product development (including de-identified statistics and benchmarking);

  • Send service, security and transactional communications;

  • Send marketing communications where permitted and manage preferences;

  • Enforce our agreements and comply with legal obligations.

AI/automated decision-making

Some Urban Products may involve AI-assisted features (e.g., generating insights or recommending actions).

  • We aim to use de-identified or aggregated data for training and evaluation where possible.

  • We will not use your identifiable customer content to train our models unless (a) you have clearly consented, or (b) your enterprise agreement allows and includes appropriate safeguards.

  • We do not rely on solely automated decisions that have legal or similarly significant effects without appropriate human review.

5. Direct marketing

We may send you emails about product updates, events, or resources if you have subscribed or we reasonably believe they are relevant to you. You can opt out at any time via the unsubscribe link or by contacting us. We comply with the Spam Act 2003 (Cth).

6. Disclosing your information

We may disclose personal information to:

  • Service providers and partners who support our operations (e.g., cloud hosting, analytics, payment processing, email delivery, customer support, security, and professional advisers).

  • Affiliates and related entities within the Urban Intelligence group to help deliver integrated Services.

  • Enterprise customers (your employer) where your use is under an enterprise agreement and necessary for administration, security, or compliance.

  • Law enforcement, regulators, or courts as required or authorised by law.

  • Successors/assignees in connection with a merger, acquisition, or restructure.

We require third parties to handle personal information in accordance with the Privacy Act and apply appropriate security measures.

7. Overseas disclosures

Our infrastructure and providers may be located in Australia and overseas (for example, data centres or sub-processors in the United States, the EU, the UK, or the Asia-Pacific region). Where we disclose personal information overseas, we will take reasonable steps to ensure recipients do not breach the APPs in relation to your information (APP 8), including through contractual safeguards and due diligence.

8. Cookies, analytics and tracking

We use cookies, local storage and similar technologies to operate the Services, remember preferences, and analyse usage. We may use third-party analytics and performance tools (e.g., GA4, error logging, session diagnostics) and advertising tools (e.g., ad pixels) to understand how our Services are used and to improve them. You can manage cookies in your browser; disabling some cookies may affect functionality.

9. Data security

We implement administrative, technical and physical safeguards designed to protect personal information against unauthorised access, modification or disclosure, and misuse, interference or loss. Measures may include access controls, encryption in transit and at rest (where appropriate), network security, secure development practices, logging and monitoring, supplier risk assessments, and workforce training. No method is 100% secure; we cannot guarantee absolute security.

10. Data retention and deletion

We keep personal information only for as long as needed for the purposes described in this Policy or as required by law. When information is no longer needed, we will take reasonable steps to de-identify or securely destroy it. If you close your account, we may retain limited records for legal, tax, audit, security or compliance purposes.

11. Access, correction and choices

You may request access to the personal information we hold about you, and you may request corrections if you believe it is inaccurate, incomplete or out of date. We will respond within a reasonable time in accordance with the APPs.

You also have choices to:

  • Opt out of marketing;

  • Adjust cookie/analytics settings (browser or product settings, where available);

  • Contact us to request deletion (subject to legal obligations and product constraints).

12. Children

Our Services are intended for business and professional users. We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information, please contact us and we will take appropriate steps.

13. Business customer (“processor”) data

For enterprise customers, we process customer data strictly on your instructions under our agreement (acting as a processor/service provider). You are responsible for ensuring you have a lawful basis to supply customer data and for providing any required privacy notices to your end users. We implement appropriate technical and organisational measures to protect such data and assist with your privacy requests, security reviews, and data incident notifications as set out in our agreement.

14. Notifiable Data Breaches (NDB)

If an eligible data breach occurs (i.e., likely to result in serious harm and we have not been able to prevent it), we will comply with the NDB scheme under the Privacy Act, including assessing the incident, taking remedial action, and notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

15. Third-party links and integrations

Our Services may link to third-party sites or integrate with third-party platforms (e.g., mapping, data sources, authentication, AI providers). These third parties have their own privacy practices. We encourage you to review their privacy policies.

16. Changes to this Policy

We may update this Policy from time to time to reflect legal, technical or business developments. The updated version will be posted on our website. We recommend checking back periodically.

17. Contact us

If you have questions, wish to exercise your rights, or make a complaint, please contact:

Urban Intelligence Pty Ltd

Email: hello@urbanintelligence.com.au

We will acknowledge and respond to complaints within a reasonable period. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

  • Website: oaic.gov.au

  • Phone: 1300 363 992

  • Mail: GPO Box 5218, Sydney NSW 2001