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Privacy Policy

Urban coLab Privacy Policy

This Privacy Policy sets out the policy of Urban coLab Pty Ltd (“Urban coLab”) with respect to the way in which we obtain, use, and disclose Personal Information about you, including through our website at www.urbancolab.com.au. We are bound by the Australian Privacy Principles (“APPs”) contained in the Privacy Act 1988 (Cth) (“the Act”).

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We respect your privacy and are committed to protecting your Personal Information. This Privacy Policy explains how we collect, use, store, and disclose your information, and your rights in relation to that information.

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This Privacy Policy applies to:

  • Clients and prospective clients who engage or enquire about our services

  • Suppliers engaged by us

  • Independent contractors, consultants, or applicants seeking to work with us

  • Employees (except where the use or disclosure relates to “employee records” under the Act).
     

What Personal Information do we collect from you?

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For the purposes of this Privacy Policy, “Personal Information” means information or an opinion (whether true or not) about an identified individual, or an individual who is reasonably identifiable, whether or not the information is recorded in material form. The type of Personal Information we collect depends on your relationship with Urban coLab, for example whether you are a vendor, purchaser, landlord, tenant, supplier, employee, agent, or independent contractor.

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Generally, we may collect your name, address, email, mobile and telephone numbers, and where applicable, fax number. If you are a supplier, we may also require details of your company’s ABN and/or ACN, financial information such as bank account and credit card details, profit and loss statements, and your employer and occupation details. If you are a customer, we may require financial information including bank account and credit card details. From employees or prospective employees, we may collect information such as emergency contact details, qualifications, previous employment history, driver’s licence number, medical and health information, passport details, visa and immigration information (where relevant), wages and salary details, leave summaries, superannuation and tax file number, date of birth, and information relating to performance and conduct.

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From time to time, Urban coLab may capture photos or videos for marketing and promotional purposes that may include images of employees, independent contractors, suppliers or customers. We will not do this without your prior written consent. When you visit our website or interact with our social media channels such as Facebook or Instagram, we may also obtain other information about you which may itself constitute Personal Information, or which, when combined with other information, may identify you. This may include photos, videos and other information you share, with the level of information accessible depending on your privacy settings on these platforms.

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In some circumstances, you may choose to deal with us anonymously or use a pseudonym. However, in most cases this will not be practicable, as if you do not provide the Personal Information we require, or if it is provided in a way that does not identify you, we may be unable to provide you with the services you request.

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How do we collect your Personal Information?

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We may collect Personal Information directly from you when you:

  • contact us via our website, email, phone, or social media channels

  • subscribe to our newsletter or marketing communications

  • attend an event hosted by Urban coLab

  • engage us for creative, communications, or marketing services

  • apply for employment or contract opportunities with us.
     

When you visit our website, certain information may be recorded for statistical purposes, including:

  • your Internet Protocol (IP) address

  • the date and time of your visit

  • the pages accessed and documents downloaded

  • the type of browser you are using.
     

This statistical information does not personally identify you.
 

Our website may use tracking technologies, such as cookies, to recognise your browser when you return to the site, track the pages you visit, and deliver relevant advertising to your IP address. Cookies are small data files transferred to your device for record-keeping purposes. While most browsers accept cookies by default, you can adjust your settings to refuse them. Please note, however, that disabling cookies may affect the functionality of certain features on our website.
 

How do we use your Personal Information?
 

We collect and use your Personal Information to:

  • provide our services to you

  • respond to your enquiries and feedback

  • manage client relationships and supplier arrangements

  • send you updates, marketing, or promotional material that may be of interest

  • improve our website, content, and user experience

  • comply with legal obligations.
     

We will not rent, sell, or disclose your Personal Information to third parties without your consent, unless permitted or required by law.
 

We may disclose your information to:

  • contractors, consultants, and suppliers we work with in providing services to you

  • third-party technology platforms (e.g. website hosting, CRM, email marketing providers, social media platforms)

  • regulatory authorities where required by law

  • a purchaser of our business (in the event of a sale or restructure).
     

Disclosure of your Personal Information via Social Media Sites
 

Please note that any material you share on our social media channels, such as photos, videos, posts or comments, may be visible to the public. Once shared, this material can be copied or re-shared by others, and Urban coLab cannot control or remove it once it has been redistributed. While you may be able to delete the material from your original post, copies made by others may remain beyond our control. Urban coLab is not responsible for material you choose to share publicly.
 

We also reserve the right to remove any photos, comments or other material from our social media sites that we consider inappropriate, offensive, or inconsistent with our values.
 

Cross Border Disclosure
 

We do not actively disclose your Personal Information overseas. However, some of the programs, software, online tools, or Social Media Sites used by Urban coLab may be based in and/or hosted overseas. For example, we may use platforms such as Mailchimp (USA), Google (global), or Meta (Facebook/Instagram, global) while providing our services and communications.
 

Our use of such platforms may involve disclosure of your Personal Information to organisations located outside Australia. The collection, storage, and use of your information by these overseas organisations will be subject to their own terms and privacy policies (for example, Mailchimp’s privacy policy can be found at: https://mailchimp.com/legal/privacy/).
 

By engaging with Urban coLab (for example, subscribing to our mailing list, following us on social media, or using our website), you consent to your Personal Information being disclosed in this way. Where you provide this consent, Urban coLab is not required to take additional steps to ensure that these organisations comply with the Australian Privacy Principles (APPs) in relation to your information.
 

Direct Marketing
 

You acknowledge that where we reasonably determine it to be appropriate, Urban coLab may add some of your Personal Information (including your name, email address, phone number, and business details) to our databases. These databases may be used for ongoing marketing, communications, and relationship management purposes, including letting you know about services, events, content, or opportunities that may be relevant to you.
 

The type of marketing activities we may undertake include sending you updates, newsletters, invitations to events, industry insights, or information about other Urban coLab services.
 

Each direct marketing communication you receive from us will include clear and simple instructions on how to unsubscribe from our mailing list. You can also opt out of receiving marketing communications at any time by contacting our Privacy Officer via the details set out below. There is no fee for such a request.
 

Security
 

Urban coLab is committed to protecting the security of your Personal Information. We take all reasonable steps to safeguard it from misuse, interference, loss, unauthorised access, modification, or disclosure. Measures we use include:

  • secure storage of records and restricted staff access

  • requiring confidentiality obligations from our employees, contractors, and service providers

  • industry-standard security practices such as encryption, firewalls, data back-up, password protection, and anti-virus software.
     

Please note that while we take these precautions, no method of electronic transmission or storage is completely secure. Our website does not provide systems for fully secure transmission of Personal Information across the internet (except where otherwise stated). When you provide Personal Information to us electronically, you do so at your own risk.
 

Our website may contain links to other websites. Urban coLab is not responsible for the privacy or security practices of any third-party sites, and we encourage you to review their policies before sharing your Personal Information.
 

We cannot guarantee the absolute security of your Personal Information and will not be liable for any unauthorised access, disclosure, or loss outside our reasonable control.
 

Access to your Personal Information
 

Urban coLab takes reasonable steps to ensure that the Personal Information we hold about you is accurate, complete, and up to date, and relevant to the purposes for which it is collected and used.
 

We will also take reasonable steps to securely destroy or permanently de-identify Personal Information that is no longer required, unless we are required by law to retain it (for example, some records may need to be kept for up to seven years).
 

If you would like to access the Personal Information we hold about you, please contact our Privacy Officer using the details set out at the end of this Privacy Policy. We will respond within a reasonable timeframe. In some cases, we may need to refuse access where permitted by law, and if so, we will explain why.
 

If you believe the Personal Information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, you can request that it be corrected. There is no fee for requesting a correction. If we cannot make the change you request, we will explain our reasons.
 

Changes to this Privacy Policy
 

From time to time, Urban coLab may update or amend this Privacy Policy to reflect changes in our practices, technologies, or legal obligations. When we do, the updated version will be published on our website.
 

We encourage you to review this Privacy Policy periodically so you remain informed about how we protect your Personal Information.
 

Complaints
 

If you believe Urban coLab has not complied with our obligations under the Privacy Act, or you have concerns about how your Personal Information has been collected, used, or disclosed, please contact our Privacy Officer using the details set out below.
 

Our Privacy Officer will work with you to ensure your concerns are fully examined and handled in accordance with this process. We will treat your complaint and all related details in strict confidence. If it becomes necessary to discuss aspects of your complaint with parties outside Urban coLab, we will obtain your consent first.
 

To help us respond effectively, please provide as much detail as possible about the nature of your complaint and the outcome you are seeking. We may request to meet with you to discuss your concerns and work towards a resolution.
 

How we will respond to your complaint
 

We will do our best to resolve your complaint as quickly as possible. The time required will depend on the nature and complexity of the issues you raise, but you can expect:

  • an acknowledgement of your complaint within five (5) business days, and

  • an estimate of how long it may take us to provide a full response. We will aim to finalise the matter within 30 days.
     

If we determine that your complaint is justified, we will decide what steps to take in response. While we will always try to align our response with the nature of your complaint and the outcome you are seeking, this may not always be possible.
 

Our response may include one or more of the following:

  • rectifying the issue you have raised

  • providing additional information or explanation about how we have handled the matter

  • updating or changing our policies or procedures where appropriate.
     

If you are not satisfied with the outcome, you may choose to escalate the matter to the Office of the Australian Information Commissioner (OAIC). An online privacy complaint form is available at: www.oaic.gov.au/privacy/making-a-privacy-complaint.
 

Contact Details

Urban coLab Pty Ltd
Level 12, 70 Pitt Street
Sydney, NSW 2000
 

Privacy Officer:

hello@urbancolab.com.au

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