Privacy Policy

Effective date: 25 July 2026

1. About this Privacy Policy

Urbanza Pty Ltd trading as Urbanza Town Planners, ABN 58 699 768 002, referred to in this Privacy Policy as Urbanza, we, us or our, respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you:

• visit our website;

• submit an enquiry or request a quote;

• request a preliminary property or development assessment;

• engage us to provide town planning or related services;

• communicate with us by email, telephone, online form or another method; or

• otherwise interact with Urbanza.

Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2. Personal information we may collect

The types of personal information we may collect include:

• your name, telephone number and email address;

• your residential, postal or business address;

• the address and ownership details of a development property;

• information about your proposed development or land use;

• company, trust or business details;

• copies of plans, reports, development approvals, title documents and property records;

• correspondence between you, Urbanza, councils and project consultants;

• billing, invoicing and payment information;

• details of enquiries, complaints or feedback;

• information submitted through our website forms;

• technical information relating to your use of our website; and

• any other information you choose to provide to us.

We do not generally seek to collect sensitive information through our website. Please avoid sending sensitive or unnecessary personal information unless it is relevant to the service you are requesting.

3. How we collect personal information

We may collect personal information:

• directly from you;

• through our website enquiry and quotation forms;

• during telephone calls, meetings and email correspondence;

• from property owners, applicants, clients or their authorised representatives;

• from architects, building designers, surveyors, engineers, solicitors and other consultants;

• from local or State government authorities;

• through publicly available planning, property and development records;

• from searches of planning schemes, mapping systems and development application registers;

• from website analytics, cookies and similar technologies; and

• from other sources where you have provided consent or where collection is permitted by law.

Where practicable, we will collect personal information directly from you.

4. Why we collect and use personal information

Urbanza may collect and use personal information to:

• respond to enquiries and quotation requests;

• assess the planning and development potential of a property;

• prepare fee proposals and engagement documents;

• provide town planning, development advisory and project coordination services;

• prepare and lodge development applications;

• obtain property, planning and development information;

• communicate with councils, consultants and other project stakeholders;

• manage Council information requests and approval conditions;

• coordinate plan sealing, building format plans and related services;

• prepare town planning letters of opinion;

• issue invoices and process payments;

• maintain business and project records;

• improve our website, services and customer experience;

• send service updates or marketing communications where permitted;

• comply with legal, regulatory, professional and insurance obligations; and

• protect our lawful interests and respond to disputes or complaints.

We will not use your personal information for an unrelated purpose unless you have consented to that use or it is otherwise permitted or required by law.

5. Website forms and project documents

Information submitted through our website may be used to contact you and assess your enquiry.

Submitting a website form does not automatically create a consultant-client relationship between you and Urbanza. A formal engagement generally begins only when our written fee proposal or other engagement document has been accepted in accordance with its terms.

Please ensure that you are authorised to provide any property documents or personal information belonging to another person.

6. Disclosure of personal information

Urbanza may disclose personal information where reasonably necessary to provide our services, including to:

• local councils and State government authorities;

• architects, designers, surveyors, engineers and other project consultants;

• legal, accounting, insurance and professional advisers;

• contractors and administrative service providers;

• website hosting and technology providers;

• cloud storage, email and document management providers;

• payment and invoicing providers;

• analytics, advertising and customer relationship management providers;

• regulators, courts or law enforcement bodies where required; and

• any other party you authorise us to contact.

We do not sell your personal information.

7. Contractors and project consultants

Where Urbanza coordinates third-party consultants for a project, relevant project information may be provided to those consultants so they can prepare quotations, plans, reports or other services.

Unless expressly agreed otherwise in writing, those consultants may operate as independent businesses and may have their own privacy practices and contractual terms.

8. Overseas storage and disclosure

Some technology, website hosting, cloud storage, analytics or communication providers used by Urbanza may store or process information outside Australia.

The countries in which information may be processed can depend on the service provider and may change from time to time. Where reasonably practicable, we take steps to use reputable providers and protect information from misuse, interference, loss and unauthorised access.

By using our website or providing information to us, you acknowledge that electronic information may be processed through third-party systems located in Australia or overseas.

9. Cookies and website analytics

Our website may use cookies and similar technologies to:

• operate website functionality;

• remember website preferences;

• understand how visitors use our website;

• measure website performance;

• improve content and navigation;

• prevent fraud or misuse; and

• support advertising and marketing activities.

Cookies are small data files placed on your device. You can restrict or disable cookies through your browser settings, although some website functions may not operate correctly as a result.

Third-party services such as Wix, Google or Meta may also use cookies where their services have been activated on our website.

10. Marketing communications

Where permitted by law, Urbanza may use your contact information to provide updates about our services or information we reasonably believe may be relevant to you.

You can unsubscribe from marketing emails by using the unsubscribe function in the communication or contacting us at info@urbanza.com.au.

We may still send administrative or project-related communications where they are necessary to provide an engaged service.

11. Storage and security

Urbanza takes reasonable steps to protect personal information from:

• misuse;

• interference;

• loss;

• unauthorised access;

• unauthorised modification; and

• unauthorised disclosure.

Information may be held electronically through secure business systems, email platforms, cloud services, project files and backups.

However, no internet transmission or electronic storage method is completely secure. You should avoid sending highly sensitive information through an unsecured website form or email where an alternative secure method is available.

12. Retention of information

We retain personal information for as long as reasonably required to:

• provide our services;

• manage ongoing or completed projects;

• respond to enquiries or disputes;

• maintain professional and business records;

• comply with taxation, insurance and legal obligations; and

• protect our lawful interests.

When information is no longer reasonably required, we may securely destroy or de-identify it, subject to applicable record-keeping requirements.

13. Accessing or correcting your information

You may request access to personal information Urbanza holds about you or ask us to correct information that is inaccurate, incomplete or out of date.

Requests should be sent to info@urbanza.com.au and should include enough information for us to identify you and the information concerned.

We may request proof of identity before providing access. In some circumstances, access may be limited or refused where permitted by law. Where appropriate, we will explain the reason for that decision.

14. Privacy complaints

Questions or complaints about our handling of personal information should be directed to:

Privacy Officer
Urbanza Pty Ltd
ABN 58 699 768 002
Email: info@urbanza.com.au
Phone: 0470 426 266

Please describe your concern and provide relevant supporting information. We will review the matter and aim to respond within a reasonable timeframe.

Where the Privacy Act applies and you are not satisfied with our response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner.

15. Third-party websites

Our website may contain links to council websites, government mapping systems, social media platforms or other third-party websites.

Urbanza does not control the privacy, security or content practices of third-party websites. You should review the privacy policy of the relevant website before providing personal information.

16. Changes to this Privacy Policy

Urbanza may update this Privacy Policy to reflect changes to our services, technology, business practices or legal obligations.

The current version will be published on our website with its effective date.

17. Contact us

For privacy questions, access requests or complaints, contact:

Urbanza Pty Ltd trading as Urbanza Town Planners
ABN: 58 699 768 002
Email: info@urbanza.com.au
Phone: 0470 426 266
Website: urbanza.com.au