Skip to main content

Privacy Policy

Last updated: 13 October 2026

1. Introduction

Urban Media ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use this website, urbanmedia.com.au. We are based in Melbourne, Australia and comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Sections 2 to 5 cover this website. Section 6 covers the information our client portal, the Urban Media Portal at portal.urbanmedia.com.au, receives when a client connects a YouTube channel, a Facebook Page, an Instagram account or a TikTok account to it. Sections 7 onwards apply to both.

2. Information We Collect

This website has no user accounts and takes no payments. The information we collect is limited to:

  • Enquiry details: when you submit an enquiry form we collect your name, business name, what you need from us, your email address, your phone number if you choose to provide it, and any file you choose to attach. Depending on the form, we also ask for the details of the job, such as a property or venue address.
  • Usage data: pages viewed, approximate location, device and browser information, and how you move through the site, collected through the analytics tools described below.
  • Technical data: your IP address and standard request information, received by our hosting provider and by the third-party services that deliver parts of the site.

3. How We Handle Enquiries

When you submit an enquiry through this website:

  • It is delivered to us by email through Resend, our email delivery provider.
  • A backup copy is saved as a private file in our cloud storage (Vercel Blob) so the enquiry is not lost if email delivery fails. These files are not publicly accessible.
  • It is also recorded as a lead in our internal client management system so we can follow it up.
  • A text message alert with your name, business name, email address, phone number and the start of your message is sent to us through ClickSend, our SMS provider.
  • A confirmation email is sent to you through Resend.
  • A notice that an enquiry was made, including your contact details in coded form, is sent to Meta. Section 4 explains exactly what is sent.

We use your enquiry details to respond to you and, if you engage us, to run the work. We do not add you to a marketing list just because you enquired.

4. Analytics and Advertising Tools

We use Google Analytics 4, the Google Ads tag and the Meta Pixel across the site. They load on every page and send visitor data to Google and Meta respectively, including page views, device and browser information, and IP address. We use this to understand how the site is used and to measure our advertising. Page addresses sent to Google Analytics are trimmed to a small allowlist of campaign parameters. The Meta Pixel receives the full address of each page you view. We do not send Google any of the details you type into our forms.

Our server also sends some of these events to Meta directly, through Meta's Conversions API, so they are still counted when a browser blocks the Meta Pixel:

  • When you submit an enquiry: your email address, and your phone number and name if you gave them. Each is converted on our server into a one-way code (a SHA-256 hash) before it is sent, so Meta receives the codes, not the details themselves, and uses them to match the enquiry to our advertising. The same message carries your IP address, your browser's user agent, the Meta cookie identifiers set by the Meta Pixel if your browser has them, the address of the page you submitted from, and which of our forms you used. Your message, business name, property or venue address and any attached file are never sent to Meta.
  • When you view a page, reach the last step of an enquiry form, or tap our phone number: the name of that event, your IP address, your browser's user agent, the Meta cookie identifiers if present, and the address of the page. No name, email address or phone number is included.

We also use Microsoft Clarity to see how visitors use the site, through heatmaps and recordings of visits: the pages viewed, clicks, taps, scrolling and mouse movement. Every enquiry form is masked, so what you type into it is hidden before anything is sent and Microsoft never receives it. Clarity does not run on the page you see after submitting an enquiry. Clarity sets cookies and sends data to Microsoft, including device and browser information and IP address.

These tools set cookies and use similar technologies. You can control cookies through your browser settings or use blocking tools. Google offers an opt-out browser add-on for Google Analytics, Meta offers advertising preference controls within your Meta account, and Microsoft's privacy statement explains how it handles Clarity data.

5. Third-Party Content

Some parts of the site load content directly from third parties. When they do, your browser sends that provider your IP address and standard request information:

  • Map imagery: the map on the Our Work page loads tiles from OpenFreeMap. The Melbourne map in the site footer is a static image served from this site, so it does not contact a map provider at all.
  • Weather data: the footer shows current Melbourne weather fetched from Open-Meteo.

Each of these providers has its own privacy policy. We do not send them anything about you beyond the request your browser makes.

6. Client Portal: Connected YouTube, Meta and TikTok Accounts

We make video, photography and social media content for real estate agencies and commercial businesses. In the Urban Media Portal, a client can choose to connect their own YouTube channel, Facebook Page, Instagram account or TikTok account so we can show them how their content is performing and publish the content they have approved. We only get access after the account owner signs in with that platform and grants permission on the platform's own consent screen, and we only use what we receive for the features described here.

For every connected platform: the data is stored in the portal's database, provided by Supabase and hosted in Sydney, Australia, and is encrypted in transit and at rest. The portal app is hosted by Vercel. Only Urban Media staff and the client who owns the account can see it in the portal. We do not sell it, rent it, use it for advertising, or share it with anyone else, and we do not use it to develop, improve or train AI or machine learning models.

YouTube (YouTube API Services)

The Urban Media Portal uses YouTube API Services. By using the Urban Media Portal's YouTube features you are agreeing to be bound by the YouTube Terms of Service: https://www.youtube.com/t/terms. Google's handling of your information is described in the Google Privacy Policy: http://www.google.com/policies/privacy.

  • What we access: when you connect your channel with Google sign-in, we receive your channel's name, ID, custom URL and profile image, the list of videos on your channel with their statistics, and YouTube Analytics reports for your channel. This access is read-only.
  • Uploading: you also grant permission to upload videos. We use it only to upload a finished video to your own channel after you have reviewed and approved it in the portal, with the title, description and visibility you approved. We never upload to any other channel, and we cannot edit or delete videos already on your channel.
  • How we use it: to show you your channel's performance in your portal dashboard and monthly reports, and to upload the videos you approve. Nothing else.
  • Storage: the access tokens Google issues to us, your channel details and your analytics are stored in the portal database described above.
  • Sharing: none. We do not share YouTube data with any third party, other than the hosting providers named above that store it on our behalf.
  • Retention: we keep the access tokens until you disconnect the channel or revoke our access. We keep channel analytics while you are our client so your reports have history, and delete it when you ask us to or when you stop being our client.
  • Revoking access: you can disconnect your channel at any time in the portal, which deletes the stored tokens straight away. You can also remove the Urban Media Portal's access in your Google security settings at https://security.google.com/settings/security/permissions.
  • Deletion: to have all YouTube data we hold about you deleted, email info@urbanmedia.com.au and we will delete it and confirm by email.

Urban Media's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Meta (Facebook and Instagram)

  • What we access: when you connect with Facebook Login, we receive your name and email address, the list of Facebook Pages you manage and choose to connect, and the Instagram business account linked to each one. For those accounts we read profile details, posts and their insights, Instagram comments and Instagram direct messages, and read-only performance data for your ad account.
  • How we use it: to show you your Page, Instagram and ad performance in the portal and in your reports; to let you, and us on your behalf, read and reply to Instagram comments and messages inside the portal; and to publish posts you have approved to your Page and Instagram account.
  • Storage, sharing and retention: as described at the start of this section. Access tokens are kept until you disconnect or remove our access.
  • Revoking access and deletion: disconnect the account in the portal, or remove the Urban Media Portal under Settings & privacy, Settings, Business integrations (or Apps and websites) in Facebook. When you remove the app, Meta notifies us and we automatically delete the connected accounts, their access tokens, scheduled posts and stored analytics. You can also email info@urbanmedia.com.au to have your data deleted. Meta's own handling is described in the Meta Privacy Policy.

TikTok

  • What we access: when you connect with TikTok Login Kit, we receive your display name, avatar, profile link and bio, your follower, following, like and video counts, and the list of your public videos with their statistics. Once TikTok has approved it and you have granted the permission, we can also post videos to your account or send them to your TikTok drafts.
  • How we use it: to show you your account's performance in the portal and in your reports, and to post the videos you have approved, with the caption and settings you chose.
  • Storage, sharing and retention: as described at the start of this section. Access tokens are kept until you disconnect or remove our access.
  • Revoking access and deletion: disconnect the account in the portal, or remove the Urban Media Portal in the TikTok app under Settings and privacy, Security, Manage app permissions. To have your data deleted, email info@urbanmedia.com.au. TikTok's own handling is described in the TikTok Privacy Policy.

7. Data Sharing and Disclosure

We may share your information in the following circumstances:

  • With your consent: when you authorise us to share information with third parties.
  • Service providers: with the providers named in this policy (our hosting, email delivery, text message, analytics, session recording, advertising, and map providers, and for the client portal, Supabase and Vercel), only as needed to operate the site and portal and handle your enquiry. Data from connected YouTube, Meta and TikTok accounts is never shared beyond this, as section 6 explains.
  • Legal requirements: when required by law, court order, or government request.
  • Protection of rights: to protect our rights, privacy, safety, or property, and that of others.

We do not sell your personal information.

8. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. This includes encryption in transit, access controls, and keeping enquiry backups in private storage. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

We retain enquiry details for as long as necessary to respond to you and, where an enquiry leads to work, for the duration of that engagement plus a reasonable period for our records and legal compliance. If you would like your enquiry details deleted, contact us and we will delete them unless we are required to keep them by law. Data held by our analytics and advertising providers is retained according to their own policies. Retention and deletion of data from connected YouTube, Meta and TikTok accounts is set out in section 6.

10. Your Rights

Under Australian privacy law, you have the right to request access to the personal information we hold about you, request that we correct inaccurate or incomplete information, and request that we delete your personal information, subject to legal requirements. If you believe your privacy has been breached, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, contact us at info@urbanmedia.com.au.

11. Children's Privacy

This website is not directed at children, and we do not knowingly collect personal information from children. If we become aware that we have, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. Your continued use of the website after changes constitutes acceptance of the updated policy.

13. Contact Us

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

Urban Media
ABN 28 169 446 902
Email: info@urbanmedia.com.au
Phone: 0456 785 904