Privacy Policy

1. About this policy

1. 1.1
   Who we are: URplanner is a town planning platform for Victoria, based in Melbourne, operated by BenjaminD Pty Ltd (ACN 703 322 829). In this policy, “we”, “us” and “our” mean URplanner, and the “Platform” means urplanner.com.au and the URplanner apps.
2. 1.2
   What it covers: This policy explains what personal information we collect, how we use and share it, and the choices you have. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2. Information we collect

1. 2.1
   Account details: your name, email address and password (stored only in scrambled, hashed form), and your plan and membership history.
2. 2.2
   Firm details: anything you add for your reports, such as your firm name, logo, ABN, address, phone number and website.
3. 2.3
   Project content: property addresses you search, drawings and documents you upload (for example plans, titles, surveys, arborist and STORM reports), house designs, sketches, and the reports and applications you create.
4. 2.4
   People you add: details of other people you enter into the Platform, such as landowners, clients and applicants (names, email addresses, postal addresses and signatures) for permit applications, owner signing and fee proposals. Please only add people's details when you are entitled to.
5. 2.5
   Enquiries: what you send us when you request a consultation or contact us, such as your name, email, phone number and message.
6. 2.6
   Payments: payments are handled by Stripe. We do not see or store your full card number. We keep your plan, billing period and payment status.
7. 2.7
   Usage and device information: pages you visit, the page that referred you, advertising tags in links (such as UTM tags and ad click IDs), an anonymous visitor ID, your browser and device type, and your IP address in our server logs.

3. Cookies and tracking

We use cookies and similar technologies on the live website:

1. 3.1
   Essential cookies: to keep you signed in and secure. The Platform does not work without them.
2. 3.2
   Our own analytics: an anonymous visitor ID (kept for up to 12 months) and the source of your first visit (kept for 30 days), so we can tell which marketing brings people to URplanner.
3. 3.3
   Google Analytics: to understand how the website is used, such as page views and how people move around it.
4. 3.4
   Meta Pixel: to measure and improve our advertising on Facebook and Instagram. It sends Meta information about your visit (such as pages viewed, and whether you created an account, started a trial or bought a plan) together with identifiers from your browser. Meta may use this to show you URplanner ads and to measure how well they work.
5. 3.5
   Your choices: you can block or delete cookies in your browser settings. You can also:

   • Opt out of Google Analytics with Google's browser add-on (tools.google.com/dlpage/gaoptout).
   • Manage how Meta uses your activity for ads in your Facebook or Instagram ad preferences, including “Activity information from ad partners”.

4. How we use your information

1. 4.1
   To provide the Platform: running your account, searching properties, reading your drawings, drafting assessments and reports, and preparing applications and proposals.
2. 4.2
   AI processing: your drawings and documents are processed by artificial intelligence services to read dimensions and draft assessments. This is how the Platform works; see the Terms of Service for its limitations.
3. 4.3
   Emails: sending account emails (such as sign-up codes and password resets), welcome and service emails, and emails you ask the Platform to send for you, such as reports, signing requests and fee proposals.
4. 4.4
   Payments and support: processing payments, answering questions and fixing problems.
5. 4.5
   Improving and marketing URplanner: understanding how the Platform is used, measuring our advertising, and telling you about URplanner. You can opt out of marketing emails at any time.
6. 4.6
   Security and legal: preventing misuse and fraud, and meeting our legal obligations.

5. Sending from your own email (Google and Microsoft)

You can choose to connect your Gmail / Google Workspace or Outlook / Microsoft 365 mailbox so that fee proposals and invoices you send through the Platform go from your own address. This is optional.

1. 5.1
   What we ask for: permission to see your email address and to send email on your behalf (Google: “openid”, “email” and “gmail.send”; Microsoft: “User.Read”, “Mail.Send” and “Mail.ReadWrite”). Microsoft only offers large attachments (over about 3 MB) through a draft in your mailbox, so on Microsoft we also ask for “Mail.ReadWrite”: we use it only to create the email you are sending as a draft, add its attachments and send it. We do not ask for access to your contacts, calendar or files.
2. 5.2
   How we use it: only to send the emails you choose to send from the Platform (fee proposals, invoices, their attachments and test emails) to the recipients you enter, and to show which address is connected. We never read, search, change or delete any other email in your mailbox, and do not keep a copy of the emails we send. If a send with large attachments fails part-way, we delete the unfinished draft we created.
3. 5.3
   What we store: your connected email address, when it was connected and last used, and the sign-in key (refresh token) Google or Microsoft gives us, stored encrypted. You can disconnect at any time in Account → Send from your own email; this deletes the key. You can also remove URplanner's access in your Google Account (myaccount.google.com/permissions) or at myapps.microsoft.com.
4. 5.4
   Google user data: URplanner's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, do not use it to train AI models, and do not let people read it, except where you ask us to for support, for security, or where the law requires.

6. Who we share it with

We do not sell your personal information. We share it only as needed to run the Platform, with:

1. 6.1
   Hosting and email: Floot, which hosts the Platform and its database and delivers its emails; and Microsoft, which hosts our team mailbox.
2. 6.2
   File storage: Cloudflare, which stores uploaded drawings and generated reports in private storage.
3. 6.3
   AI services: Anthropic (Claude), which reads drawings and documents and drafts text; and fal.ai, which creates facade renders from images you choose.
4. 6.4
   Maps and analytics: Google (Maps, Street View and Analytics) and Meta (Meta Pixel).
5. 6.5
   Payments: Stripe.
6. 6.6
   People you choose: clients, landowners, councils and others you send reports, applications or proposals to through the Platform.
7. 6.7
   When required by law: regulators, courts or law enforcement, if the law requires it.

7. Overseas storage and processing

Several of the providers above store or process information outside Australia, including in the United States. We use established providers that protect information with their own security and privacy commitments.

8. Security and how long we keep information

1. 8.1
   Security: information is sent over encrypted connections, files are kept in private storage, and access is limited to what is needed to run the Platform. No system is completely secure, so please use a strong password and tell us straight away if you think your account has been misused.
2. 8.2
   Retention: we keep your information while your account is open. If you ask us to delete your account, we delete or de-identify your personal information and project files, except records we must keep by law (for example, payment records for tax purposes).

9. Access, correction and deletion

You can update most of your details in your account. You can also ask us for a copy of the personal information we hold about you, or ask us to correct or delete it, by emailing us. We will respond within 30 days.

10. Questions and complaints

If you have a question or complaint about your privacy, contact us first and we will try to resolve it. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992).

11. Changes to this policy

We may update this policy as the Platform changes. The date at the top shows when it was last updated.

12. Contact us

For privacy questions, requests or complaints:

Entity

URplanner, operated by BenjaminD Pty Ltd (ACN 703 322 829)

Email

team@urplanner.com.au

Location

Melbourne, Victoria, Australia