1. Who we are and our role
Urbanxo is operated by [Legal entity name], [Registered address](“we”). Contact for all privacy matters: [privacy email].
- We are the controller for data about people who use Urbanxo (account holders, workspace members), billing contacts, marketplace users and enquirers, and visitors to our own websites.
- We are a processor for data our customers store about theirbuyers, members and contacts (for example a developer's client list, offers, installment schedules and payment records). The customer decides how that data is used; their own privacy notice applies, and you should send requests about it to them. We handle it only under our Data Processing Agreement.
2. Data we collect as controller
| Data | Examples | Source |
|---|---|---|
| Account | Name, email, username, password (stored only as a bcrypt hash), login method | You |
| Security & usage | Sessions, IP address, browser/user agent, admin audit records | Automatically |
| Billing | Plan, subscription status, Paddle customer/subscription IDs. Card details are collected and kept by Paddle only | You, Paddle |
| Marketplace | Listings, contact name/phone/email you publish; enquiries (name, email, phone, message) | You, enquirers |
| Public-site analytics | Pages and units viewed, filters used, linked to an anonymous id that lasts one browser tab | Automatically |
| Communications | Support emails, notification preferences, linked WhatsApp/Telegram accounts | You |
3. Why we use it (legal bases)
| Purpose | Legal basis (GDPR) |
|---|---|
| Providing accounts, workspaces and features you ask for | Contract — Art. 6(1)(b) |
| Security, fraud and abuse prevention (incl. AI misuse screening), debugging | Legitimate interests — Art. 6(1)(f) |
| Billing, tax and accounting | Contract; legal obligation — Art. 6(1)(c) |
| Aggregate public-site statistics for workspace owners | Legitimate interests — Art. 6(1)(f) |
| Service announcements and legally required notices | Contract; legal obligation |
| Optional marketing emails | Consent — Art. 6(1)(a), withdraw any time |
We do notsell or “share” personal data (as those terms are defined in US state privacy laws), use it for cross-context behavioural advertising, or use customer data to train AI models.
4. Who receives it
Service providers that host or process data for us under contract — listed with purpose and location on the Sub-processors page. We disclose data to authorities only when legally required, and we challenge requests that are overbroad. In a merger or acquisition, data may transfer to the successor under this Policy.
5. International transfers
Primary data is hosted in [Hosting region]. Some providers (for example email delivery and AI) are in the USA. Where data leaves the EEA, UK or Switzerland we rely on adequacy decisions (including the EU-US Data Privacy Framework where the provider is certified) or the EU Standard Contractual Clauses with the UK and Swiss addenda.
6. How long we keep it
| Data | Retention |
|---|---|
| Account and workspace data | While the account/workspace exists. After you request deletion: a 30-day grace period, then permanent deletion |
| Customer business data (buyers, offers, sales, installments, payments) | Controlled by the customer; deleted with the workspace or by the customer at any time |
| Expired login sessions (IP, user agent) | 30 days after expiry |
| Password-reset and pairing codes | 1 day after expiry |
| Public-site analytics events | 13 months |
| AI abuse-screening logs | 12 months |
| Platform administrator audit log | 24 months |
| Workspace activity log (who changed what; no personal data stored in entries) | 24 months |
| Lapsed subscriptions | Workspace kept at least 90 days after the subscription ends so you can renew or export; deleted afterwards following notice |
| Invoices and payment records | Held by Paddle as Merchant of Record for the period tax law requires |
| Backups | Expire automatically on the provider's rolling schedule; never restored except for disaster recovery |
7. Security
Encryption in transit (TLS) and at rest, bcrypt password hashing, role-based access, workspace isolation, encrypted third-party tokens, audit logging and breach procedures. Details on the Security page. No system is perfectly secure; we will notify you and regulators of breaches where the law requires.
8. Your rights
Everyone
Signed-in users can do most things themselves under Privacy & data(the shield icon in the app header): export personal data, delete their account, and — for workspace owners — export or delete a workspace and erase a client's personal data. For anything else, email [privacy email]. We reply within 30 days (GDPR: one month, extendable by two for complex requests; US state laws: 45 days) and may verify your identity first.
EU, EEA, UK and Switzerland
Rights of access, rectification, erasure, restriction, portability, objection (including to processing based on legitimate interests), and withdrawal of consent. You may complain to your local data-protection authority.
United States
Depending on your state (for example California, Virginia, Colorado, Connecticut, Texas, Oregon), you may have rights to know/access, correct, delete and port your data, and to opt out of sale, sharing, targeted advertising and profiling. We don't sell or share personal data or use it for targeted advertising. You can use an authorized agent, and we won't discriminate against you for exercising your rights. If we decline a request, you can appeal by replying to our decision; we answer appeals within the period your state law sets.
Data held for our customers
If you are a buyer, member or contact of an Urbanxo customer, please contact that business. If you contact us, we will forward your request to them.
9. Cookies and browser storage
| Name / type | Purpose | Duration | Consent |
|---|---|---|---|
| Session cookie (Better Auth) | Keeps you signed in; security | Up to 7 days | Strictly necessary |
| Paddle checkout cookies (on /pay only) | Payment processing and fraud prevention | Set by Paddle | Strictly necessary |
| Member portal session (ux_member_session, on /member only) | Keeps a club member signed in to their portal | Up to 30 days | Strictly necessary |
| Anonymous tab id (sessionStorage) | Counts page/unit views on public sites | Until the tab closes | No cookie; not used across visits |
| Recently viewed units, assistant chat memory (localStorage) | Lets visitors return to units and continue a chat they started | Until cleared | Stays in your browser; never sent to us |
| Vercel Web Analytics | Aggregate page statistics for our own website | No cookies | Not required |
We use no advertising or cross-site tracking cookies.
10. Artificial intelligence and automated decisions
AI features run only when a user clicks an AI action; the request content is sent to the AI providers listed on the Sub-processors page under their business API terms. We never use your data to train AI models, and we choose providers whose API terms exclude training on API inputs by default. Scores in Urbanxo Signal (deal health, collections risk) help sales teams prioritise; they don't make decisions with legal or similarly significant effects about anyone — a person always decides.
11. Children
Urbanxo is not intended for anyone under 18, and we don't knowingly collect their data.
12. Changes
We will post updates here with a new effective date and email workspace owners about material changes at least 30 days in advance.