External Privacy Policy Urban Intelligence®
Purpose
At Urban Intelligence®, we are committed to protecting your privacy and respecting your personal data. This Privacy Policy explains how we collect, use, disclose, and store personal information under the New Zealand Privacy Act 2020 and our values of Integrity, Manaakitanga, and Kotahitanga.
• Name, email address, phone number, and other contact details.
• Organisation name and job title.
• Social media profile details, such as a LinkedIn URL.
• Login credentials (where applicable).
• Technical and usage data (for example, IP address, browser type, device information).
• User activity logs and interactions with our software.
• Communications, feedback, or survey responses.
• Information you provide through website forms, resource downloads, or demonstration requests.
• Any other personal data you voluntarily submit to us.
We do not collect sensitive information unless it is explicitly required and you have consented to it.
• You register, log in, or use Resilience Explorer® or other Urban Intelligence® platforms.
• You complete a form, download a resource, or request a demonstration through our website.
• You interact with us via our website, events, or email.
• You provide feedback or complete surveys.
• You participate in projects or research with us.
• We use cookies and analytics to understand user behaviour.
Collecting business contact details from public sources.
We may collect business contact details, such as a work email address and role, from publicly available sources like an organisation's website, where relevant to our work supporting councils, central government, iwi, and infrastructure managers. Where we contact you using details collected this way, we will tell you how we obtained them and any marketing message will identify us and include an option to unsubscribe. You can ask us to stop contacting you or to delete your details at any time.
• Provide secure access to our services and platforms.
• Respond to enquiries and provide customer support.
• Create a contact record and follow up with you after you submit a website form or download a resource, including relevant sales and account conversations.
• Understand user needs and improve our offerings.
• Generate insights and reports relevant to your work.
• Fulfil legal obligations and manage internal operations.
• Ensure system integrity and prevent misuse.
How we use personal information
We use your personal information to:
• Provide, support, and improve our products and services.
• Communicate with you about your account or project.
• Follow up on enquiries, form submissions, and resource downloads, and contact you about our services and how we can support your work.
• Send updates, reports, and important notices.
• Send you sales and marketing communications about our services, where you have not opted out.
• Conduct research and improve system performance.
• Comply with legal and contractual obligations.
Sales and Marketing Communications
Where you give us your details, or where we collect your business contact details from a public source, we may contact you to introduce Urban Intelligence®, explain what we do, and discuss how Resilience Explorer® could support your work. This includes proactive sales contact, not only replies to a specific enquiry.
We may also send broader marketing communications such as updates about new features, events, and research opportunities. All of our sales and marketing messages clearly identify us and include a simple option to unsubscribe. You can opt out of sales and marketing communications at any time.
When you unsubscribe, we stop sending you marketing messages. We keep a limited record of your contact details so that we can honour your request and make sure you are not added back to our marketing lists. We do not delete your full record automatically, as we may need to retain it for the reasons set out under Data Retention.
Transactional communications (for example, password resets and account notices) are considered essential and cannot be unsubscribed from.
How we share your information
We may share your information:
• With your consent, with partners or collaborators on joint projects.
• With trusted third-party providers (for example, cloud services and email delivery platforms).
• With site owners or administrators (for example, a platform owner may view user logins).
• With legal or regulatory authorities if required by law.
• To protect the rights, safety, or integrity of Urban Intelligence® and our users.
• In a business transfer, if Urban Intelligence® is involved in a merger, acquisition, restructuring, or sale of all or part of its business or assets, in which case your information may be transferred to the new owner, who will continue to be bound by this policy.
We do not sell your personal information.
Overseas Disclosure
Some of the trusted service providers we use to deliver our services, such as customer relationship management, email delivery, and cloud hosting platforms, store or process personal information outside New Zealand. Depending on the provider and how our accounts are configured, your information may be held in Australia, the United States, or the European Union, and some processing, support, and back-up activity may occur in the United States or other locations where these providers operate.
Under Information Privacy Principle 12 of the Privacy Act 2020, we only use overseas providers who are required, through contractual terms or their own privacy obligations, to protect your personal information to a standard comparable to that required in New Zealand, or where you have authorised the disclosure.
Data security
We take reasonable and proportionate steps to protect your personal information from:
• Loss, misuse, and unauthorised access.
• Data breaches or corruption.
• Accidental disclosure or alteration.
We use encrypted communications, secure cloud infrastructure, role-based access, and audit logging.
If a privacy breach occurs that is likely to cause serious harm, we will notify the affected individuals and the Office of the Privacy Commissioner as required under the Privacy Act 2020.
Data retention
We only retain personal information for as long as necessary to:
• Provide our services.
• Fulfil the purposes for which the information was collected.
• Comply with legal and contractual obligations.
We retain contact, lead, and client project records in our systems for as long as we have a legitimate business reason to keep them. Because many client projects run over multiple years, we generally retain these records for the life of the relationship and beyond, so that historical project context remains available. We hold records securely throughout this period.
You can request deletion of your personal information at any time, and we will action your request unless we are required to retain the information by law or contractual obligation. See Your Rights below.
Cookies and analytics
Our website and platforms use cookies and similar technologies. Some are strictly necessary to make the site work and cannot be switched off. Others are optional, and we only use them where you have agreed. The cookies we use fall into these categories:
Strictly necessary cookies.
These are required for the site to function, for example, to keep you logged in or remember your cookie choices. They do not require your consent.
Analytics cookies.
These help us understand how the site is used so we can improve it. They may collect information such as your IP address and the pages you visit.
Marketing cookies.
From time to time we may use these to measure and improve our campaigns and to understand which of our content is useful to you.
Where cookies are not strictly necessary, we ask for your consent before they load, through a cookie banner on our website. You can accept or decline optional cookies, and you can change your choice at any time using the cookie settings on the site or your browser settings. Some of these cookies are provided by third parties who may process data overseas, as described under Overseas Disclosure.
Our website may also use embedded third-party services, such as analytics, maps, fonts, or media, which may receive limited technical information like your IP address and browser or device details when a page loads. Our website may contain links to other websites. We are not responsible for the privacy practices of third-party websites or services, and we encourage you to read their privacy policies.
Other important information
Children's Privacy
Our services are intended for organisations and their staff, not for children. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information without appropriate consent, we will take reasonable steps to delete it.
If You Do Not Provide Information
Some of the information we collect is necessary for us to provide our services. If you choose not to provide it, we may not be able to give you access to Resilience Explorer®, respond to your enquiry, or provide the service you requested.
Your rights
You have the right to:
• Access the personal data we hold about you.
• Request correction of inaccurate or outdated information.
• Withdraw consent (where applicable).
• Request deletion of your personal data (subject to legal limitations).
• Lodge a complaint with the Office of the Privacy Commissioner or relevant data authority.
Changes to this policy
This Privacy Policy may be updated to reflect changes in law, services, or technology. Significant updates will be:
• Posted on our website.
• Communicated via email (if appropriate).
We encourage users to review this policy periodically.
Contact us
Privacy Officer: Chief Technology Officer, Urban Intelligence® Ltd
For privacy enquiries, or to access, correct, or delete your information, our first point of contact is the People and Office Coordinator, who will action your request or escalate it to the Privacy Officer as needed.
Urban Intelligence® Ltd
Level 3, 209 Tuam Street
Christchurch, New Zealand
