Privacy Policy

Last Updated

November 25, 2025

Urbis AI – Intelligent Real Estate Solutions Inc. (“Urbis”, “we”, “us”, or “our”) respects your privacy and is committed to protecting Personal Information. This Privacy Policy explains how we collect, use, disclose, and protect Personal Information when:

you visit our website
you interact with our marketing or sales teams
you create or administer an account for the Urbis Platform
you otherwise communicate with us

This Privacy Policy describes how Urbis handles Personal Information when we act as a controller. When customers upload documents, data, and other content to the Urbis Platform (“Customer Data”), we process that Customer Data on behalf of the customer in accordance with our Terms of Service and, where applicable, our Data Processing Addendum. For Customer Data, the customer is responsible for the Personal Information contained in that data and our obligations are set out in those contracts.

If there is any conflict between this Privacy Policy and a written agreement between Urbis and a customer regarding the processing of Customer Data, that agreement will control for Customer Data.

In our business customer contracts we sometimes refer to “Personal Data” instead of “Personal Information”. Unless we say otherwise, those terms are intended to have the same meaning.

1. Personal Information We Collect
2. How We Use Personal Information
3. Service Providers, AI Model Providers, and Other Third Parties
4. Relationship to Customer Data and Customer Contracts
5. Your Choices
6. Data Retention
7. Security
8. International Processing
9. Updates to this Privacy Policy
10. Contact Us

1. Personal Information We Collect

The types of Personal Information we collect depend on how you interact with us and the Urbis Platform.

1.1 Information you provide directly

We may collect:

Contact information such as your first and last name, business email address, business mailing address, professional title, company name, and phone number.
Account and profile information such as username, password, and preferences associated with your account for the Urbis Platform.
Communications information such as the content of emails, messages, and other communications you send to us, including support requests, feedback, or responses to our questions.
Research and survey information such as responses you choose to provide in surveys, research interviews, or product feedback programs.
Marketing preferences such as your preferences for receiving marketing emails or event invitations from us.

If you choose to contact us or provide information through forms on our website, you may also provide additional information that you choose to include in the free text fields.

1.2 Information we collect automatically

When you visit our website or use the Urbis Platform, we may automatically collect:

Usage information such as the features you use, pages you visit, actions you take, time spent in the platform, and the date and time of your requests.
Technical information such as IP address, browser type and version, device identifiers, operating system, and other technical data transmitted by your browser or device.
Log information such as system logs, error logs, security logs, and audit logs related to your use of the Urbis Platform.

We may use cookies, local storage, and similar technologies to collect some of this information. You can manage cookie preferences through your browser settings, noting that disabling certain cookies may affect functionality.

1.3 Information from third parties

We may receive Personal Information from:

Your employer or organization when they designate you as an administrative or end user of the Urbis Platform.
Business partners and service providers such as referral partners, event partners, or marketing platforms that help us identify potential customers or contacts.
Public sources such as professional networking sites and company websites where you have made your professional information publicly available.

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2. How We Use Your Personal Information

We use Personal Information for the purposes described below and for other purposes described at the time of collection.

2.1 Providing and supporting the Urbis Platform

We use Personal Information to:

create and administer accounts
authenticate users and manage access
provide customer support and respond to inquiries
operate, maintain, and secure the Urbis Platform

2.2 Research, development, and de identified data

We may use information about how you and others use the Urbis Platform to maintain, secure, and improve our products and services and to develop new features and capabilities.

We may generate de identified and or aggregated information that is derived from Personal Information and from Customer Data. This de identified and aggregated information does not identify any individual, Customer, User, or specific property, tenant, or transaction, and is not reasonably capable of being re identified.

We use this de identified and aggregated information to analyze usage, improve the performance and security of the Urbis Platform, and support internal analytics and business planning. We maintain such information in a de identified form and do not attempt to re identify it. Urbis uses Customer Data for internal model refinement or quality improvement only in de-identified form that does not identify any Customer, User, individual, property, or transaction, and does not provide such data to third-party providers for training general-purpose foundation models.

2.3 Marketing and communication

We may use Personal Information to:

send product updates, newsletters, and other marketing communications
invite you to events, webinars, or research programs
personalize content and communications based on your interactions with us

You can opt out of marketing emails at any time by using the unsubscribe link in the message. We may still send you transactional or service related emails where necessary.

2.4 Security and fraud prevention

We may use Personal Information and usage information to:

monitor and protect the security and integrity of the Urbis Platform
detect, investigate, and prevent fraud, abuse, and security incidents
enforce our Terms of Service and other agreements

2.5 Legal and compliance

We may use Personal Information as we believe necessary or appropriate to:

comply with applicable laws and regulations
respond to lawful requests and legal processes
protect our rights, privacy, safety, or property, and that of you or others

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3. Service Providers, AI Model Providers, and Other Third Parties

We share Personal Information with third parties in the following circumstances.

3.1 Service providers

We may share Personal Information with third party service providers who perform services on our behalf such as:

hosting and infrastructure
customer support tools
email and communications services
analytics and monitoring
sales and marketing tools
payment processing

These service providers are authorized to use Personal Information only as necessary to provide services to us and are subject to appropriate contractual obligations to protect Personal Information.

Payments

If you choose to purchase a subscription or make a payment in connection with the Urbis Platform, you will provide certain payment information (such as your payment card number, CVV, and billing address) directly to our third party payment processor or processors (collectively, “Payment Processors”).

We do not store your full payment card details on our systems. We only receive limited information from our Payment Processors, for example the last four digits of your card, card type, and payment status, which we use for account management, invoicing, and fraud prevention.

The Payment Processor’s use of your payment information is governed by its own terms and privacy policy, which we encourage you to review.

AI and model providers

We use third party AI and machine learning infrastructure and model providers (“Third Party Model Providers”) to help us process certain queries, generate responses, and improve the quality and performance of the Urbis Platform. When we do so, we send only the information that is needed for the relevant operation and we use technical and contractual safeguards to protect that information in transit and at rest.

We configure and manage Third Party Model Providers so that Personal Information and Customer Data we send to them is not used by those providers to train their own general purpose foundation models. We use only provider configurations that support this restriction. These providers may process limited logs of requests for security, abuse monitoring, and reliability, in accordance with their own terms, but not for training their general purpose models.

Subprocessor list

We use a number of third party service providers to host and deliver the Urbis Platform, provide support, process payments, and perform other operational functions. We maintain a list of key service providers (subprocessors) that process Customer Data on our behalf and will make this list available upon request or via a link from our website or trust documentation.

3.2 Business transfers

If we are involved in a merger, acquisition, financing, reorganization, or sale of all or a portion of our business, Personal Information may be transferred as part of that transaction, subject to any applicable legal requirements and continued protection consistent with this Privacy Policy.

3.3 Legal and safety disclosures

We may disclose Personal Information if we believe in good faith that such disclosure is necessary to:

comply with laws, regulations, or legal processes
respond to lawful requests from public or government authorities
enforce our agreements, policies, and terms
protect the rights, property, or safety of Urbis, our customers, users, or the public

We will limit such disclosure to what is legally required or reasonably necessary in the circumstances.

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4. Relationship to Customer Data and Customer Agreements

This Privacy Policy describes how Urbis handles Personal Information when we act as a controller, for example information about visitors to our website, individuals who interact with our marketing or sales teams, and users who create accounts or administer subscriptions.

When customers upload documents, data, and other content to the Urbis Platform, that information is treated as Customer Data and we process it on behalf of the customer in accordance with the applicable customer agreement, including our Terms of Service and, where in place, our Data Processing Addendum. In those circumstances the customer is responsible for the Personal Information contained in Customer Data and for fulfilling any obligations towards individuals whose Personal Information may appear in that data.

If there is any conflict between this Privacy Policy and a written agreement between Urbis and a customer with respect to the processing of Customer Data, that agreement will control for Customer Data.

5. Your Choices

You have certain choices regarding Personal Information we collect about you.

Marketing communications: You can opt out of marketing emails by using the unsubscribe link in those messages.
Account information: If you have an account, you can update certain account and profile information by logging into the Urbis Platform and updating your settings.
Cookies and tracking technologies: You can set your browser to refuse cookies or to indicate when a cookie is being sent. Some parts of the Urbis website may not function properly without cookies.

Depending on where you live, you may also have additional rights under applicable Data Protection Laws, such as the right to request access to, correction of, or deletion of Personal Information that we control about you, or to request information about how we handle Personal Information. You can contact us using the details in Section 8 if you wish to exercise these rights. We may need to verify your identity before responding and may not be able to fulfill a request where we are restricted by law or where we act solely as a processor on behalf of a customer.

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6. Data Retention

We retain Personal Information for as long as reasonably necessary to:

provide the Urbis Platform and related services
comply with legal and regulatory obligations
resolve disputes and enforce our agreements
support our legitimate business interests as described in this Privacy Policy

The specific retention period depends on the nature of the information and the purposes for which it is processed. We may retain de identified and aggregated information that does not identify any individual, Customer, or transaction for longer periods.

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7. Security

We use technical and organizational measures designed to protect Personal Information in our custody and control from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. These measures include access controls, encryption in transit and at rest where appropriate, logical segregation of environments, and internal policies and training.

No method of transmission over the internet or method of electronic storage is fully secure. While we work to protect Personal Information, we cannot guarantee absolute security.

8. International Processing

We are based in Canada and currently offer the Urbis Platform to business customers in Canada and the United States.

Personal Information that we collect about you will be processed and stored in Canada and the United States. We and our service providers use technical and organizational measures designed to protect Personal Information in our custody and control.

By using the Urbis website or the Urbis Platform, or by providing us with Personal Information, you understand that your information will be processed in Canada and the United States, which may have different data protection laws than the laws of your home jurisdiction. Where we are required to do so by applicable law, we will take appropriate steps to ensure that transfers of Personal Information provide an adequate level of protection

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9. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we update the policy, we will revise the “Updated” date at the top of this page. We may also provide additional notice, such as a notice on our website or in the Urbis Platform, where required by law.

Your continued use of the Urbis website or the Urbis Platform after any update to this Privacy Policy becomes effective means that you accept the updated policy.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, you can contact us at:

Email: privacy@urbis.ai 
Mailing address: 87 Allan Street, Oakville, Ontario L6J 3M7 

Urbis AI – Intelligent Real Estate Solutions Inc.

We will review and respond to your request in accordance with applicable laws.

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