Privacy Policy

Last updated: September 8, 2026

This Privacy Policy describes how Urbania3D ("we", "the platform") collects, uses, shares and protects the personal data of people who interact with our services: the digital real estate showrooms we operate for our clients (property developers and real estate sales firms) and the associated integrations, including lead capture from advertising campaigns on third-party platforms such as Meta (Facebook and Instagram).

Roles. In most cases, Urbania3D acts as a Processor: we process personal data on behalf of and following the instructions of our real estate client, who is the Controller and the owner of the campaign or project. As regards the operation of the platform itself (accounts, aggregated analytics, security), Urbania3D acts as Controller.

1. What data we collect

Contact data of prospects / leads: first and last name, email address, phone number, identity document number (when the form requests it) and any other field included in the client's form, plus any messages or inquiries the person voluntarily sends.
Leads from third-party campaigns (Meta Lead Ads, etc.): when a person completes an ad form on Facebook or Instagram for one of our clients, we receive from Meta the data that person provided in the form (typically name, email and phone) in order to deliver it to the client's CRM. We only access this data with the authorization the client grants when connecting their page, and solely for the purpose of passing it on to their dashboard.
Technical and usage data: IP address, device and browser type, pages visited and interactions within the showroom, through cookies and similar technologies.

We do not intentionally collect special categories of data (health, beliefs, etc.). We do not request data from minors.

2. What we use the data for

Delivering captured leads to the CRM / dashboard of the relevant real estate client, so that they can manage their commercial relationship with the interested person.
Managing prospects: recording the source, stage and notes of the commercial follow-up.
Operating and improving the showroom platform (functionality, performance, security).
Producing metrics and aggregated analytics on showroom usage.
Complying with legal obligations and preventing fraud or abuse.

3. Legal basis for processing

We process data on the basis of the consent the person gives when submitting a form (in the showroom or in an advertising campaign), the client's legitimate interest in handling commercial inquiries, and the performance of a contract or pre-contractual measures where applicable. For third-party leads, consent is collected in the advertising platform's own form (for example, the Meta Lead Ads form).

4. Who we share data with

The real estate client that owns the showroom, campaign or project: the natural recipient of the leads (and their Controller).
Service providers (sub-processors) that help us operate the platform, under confidentiality and security obligations, for example database and hosting infrastructure (Supabase), network, delivery and storage infrastructure (Cloudflare), and the advertising platforms themselves (Meta) as the source of the leads.
Authorities where there is a legal obligation or a valid request.

We do not sell personal data or hand it over to third parties for their own advertising purposes.

5. International transfers

Some of our providers process data on servers located outside the person's country of residence (for example, in the United States or the European Union). In those cases we adopt appropriate contractual and technical safeguards to protect the information.

6. Google data (Google Calendar)

Urbania3D offers users of its internal dashboard the option to voluntarily connect their Google Calendar, so that our note-taking assistant automatically joins scheduled video calls and produces a transcript of the meeting. This section specifically describes that processing and supplements the rest of this policy.

6.1. What Google data we access

We request a single permission, the minimum necessary for the feature: https://www.googleapis.com/auth/calendar.events.readonly (read access to calendar events). With that permission we access exclusively:

The title, start and end date and time and status of upcoming events.
The video call link associated with the event (for example, the Google Meet link).
The list of invited people and their response to the invitation, solely to decide whether joining is appropriate.

We do not request write permissions. We do not create, modify or delete events, and we do not access your email, contacts, files or any other service in your Google account.

6.2. What we use it for

We use it for a single purpose: determining which meeting the note-taking assistant should join and at what time. We do not use it for advertising, we do not sell it, we do not build profiles with it, and we do not use it to train generalized artificial intelligence models.

The user controls which meetings are recorded: they can exclude events by keywords, limit recording to meetings with guests, or mark a specific event so that the assistant does not join.

6.3. How we store it

Urbania3D does not keep a copy of your calendar. Events are queried at the moment and discarded. For each meeting actually recorded we keep its title, date, duration, participants and the resulting transcript, within the organization's private dashboard.

The Google authorization token is not stored in our databases: it is handed to our recording and transcription provider (Recall.ai), which manages synchronization and renewal of access on our behalf.

6.4. Who we share it with

We share this data only with the providers necessary to deliver the service, under contractual confidentiality obligations: Recall.ai (joining the meeting, recording and transcription) and the infrastructure providers mentioned in section 4. We do not sell or transfer Google data to third parties for any other purpose.

6.5. How to revoke access and delete the data

You can disconnect your calendar at any time from the Urbania3D dashboard itself, with the Disconnect button. When you do, we immediately stop accessing your events and delete the connection.

You can also revoke the permission directly from your Google account, at myaccount.google.com/permissions.

To request the deletion of transcripts already generated, follow the data deletion instructions or write to us at urbania3d.app@gmail.com.

Limited Use. Urbania3D's use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. In particular: we do not transfer Google data to third parties except to provide or improve this feature, to comply with the law, or as part of a merger or acquisition; we do not use or transfer it for advertising purposes; we do not allow people to read it, except with your express consent, for security purposes, to comply with the law, or when it is aggregated and anonymized; and we do not use it to develop, improve or train generalized or non-personalized artificial intelligence or machine learning models.

7. Retention

We keep lead data for as long as necessary to fulfil the purposes described and according to the instructions of the Controller client, or until the person requests its deletion. Technical and security data is kept for limited and proportionate periods.

8. Your rights

You may exercise, at any time and free of charge, your rights of access, rectification, updating, erasure (deletion), objection and portability of your data, as well as withdraw your consent.

To exercise them, write to us at urbania3d.app@gmail.com. Since in many cases we act as Processor, we may forward your request to the Controller client of the campaign or project, and/or handle it directly where appropriate. See also our data deletion instructions.

9. Security

We apply reasonable technical and organizational measures to protect the data: encryption in transit, role-based access control, per-client isolation (multi-tenant) and encrypted storage of sensitive credentials.

10. Cookies

We use cookies and similar technologies for the operation of the showroom, to remember preferences and to measure usage in aggregate. You can manage them from your browser settings.

11. Minors

Our services are not directed at minors and we do not knowingly collect data from them.

12. Changes to this policy

We may update this policy. We will publish the current version on this page with its "last updated" date. Continued use of the services implies acceptance of the current version.

13. Contact

For any question about privacy or this policy, write to us at urbania3d.app@gmail.com.