Introduction

PHD Urban Solutions, LLC (“PHD Urban Solutions,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website and interact with our services.

This Privacy Policy applies to the personal data PHD Urban Solutions collects and explains how we collect, use, disclose, and protect your Personal Data (defined below) on PHD Urban Solutions' website or any other websites under our control, including any online services and mobile applications (“Site”). Please read this Privacy Policy carefully together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing Personal Data about you so that you are fully aware of how and why we are using your Personal Data. This Privacy Policy supplements the other privacy notices and is not intended to override them. Your use of our website or provision of Personal Data will constitute acknowledgment of the terms of this Privacy Policy. PHD Urban Solutions may from time to time update this Privacy Policy. Any changes to this Privacy Policy will become effective when we post or link to the revised Privacy Policy on the Site. Please review the “LAST UPDATED” legend at the top of this page to determine when this Privacy Policy was most recently revised.

Who is covered

This Privacy Policy applies when we receive any personal information from you, our clients, or other third parties, including the following circumstances:

• when you request information from us or provide information to us;
• when you or the organization you work for uses our services;
• when you or the organization you work for provides services to us;
• when you apply for a role or job opportunity with us;
• when you visit or use our Site and online services, including mobile applications;
• when you visit our office locations;
• when you are entered onto our mailing lists to receive publications and other marketing emails;
• when you complete any forms on our Site;
• when you visit our hosted events or seminars;

What information is collected

Personal data means any information about an individual that identifies the individual or can be used to identify or contact the individual.

We may collect, use, store, and transfer different kinds of personal data about you as required, such as the following:

• Identifying information – such as name (given or preferred), email, phone number, company name, designation, city/location, date of birth, age, address, employment history, billing and financial information
• Contact information – such as postal address or location, telephone number, email address, IP address.
• Financial information – such as billing and financial information
• Professional information – such as job titles, employment history, employer name and details
• Transaction information – such as details about payments to and from you and other details of products and services you have purchased from us.
• Marketing and Communications data includes your preferences in receiving marketing from us and your communication preferences.
• Information collected via automated methods such as log data such as operating system information, browser type, website use details, CPU speed, connection speed, the identification details of the device you use to access our website, IP address received from your browser or device to determine approximate location to assist with localization or for security purposes, metadata of emails and calendars.
• Call data – such as metadata of emails and calendars, image or video, and voiceprint for identification purposes on the automatic transcript.

If you do not provide Personal Data:

You do not have to provide us with any Personal Data to visit the Site. However, if you choose to withhold requested information, you may not be able to visit all sections or use all features of the Site. Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you, and we may have to terminate the provisions of services or decline the requested performance of a task.

How do we collect your information

We use different sources to collect information about you, including:

• Direct Interactions - You may be requested from time to time to provide your Personal Data via contact forms, registration forms, application forms, entry logs when you reach out to us:
  • on our Site to contact us;
  • to register for any online services or mobile applications;
  • to apply to any jobs;
  • on our social media pages
• Third parties or publicly available data - Your data may be received by us through publicly available data and various third parties where:
  • the data is shared for company’s corporate websites, microsites, and social media pages
  • the data is publicly available from corporate annual reports, SEC filings, and other publicly available filings
  • the third party sharing the information with us has lawfully collected and shared the information with us;
  • we use third-party tools to collect information when you visit or use our Site, such as Google Analytics;
  • we may collect information from public sources such as news, websites, or social media pages.

How we use your information

We will only use your Personal Data when the law allows us to. We may process your Personal Data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data. We will process your Personal Data only if:

• where we need to perform the contract we are about to enter into or have entered with you;
• where it is in our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• where we need to comply with a legal or regulatory obligation;
• where we have your consent, or where a third party has shared your information and they have your consent to use your information.

We may use your Personal Data to:

• provide and improve our services and products to you or the organization you work for (including auditing and monitoring use of those services and products);
• maintain and develop our relationship with you and our clients;
• monitor and analyze our business;
• facilitate our internal business operations;
• fulfill our legal, regulatory (including in relation to anti-money laundering or sanction requirements), accounting, reporting, risk management, or professional obligations;
• identify services you may be interested in;
• send you updates, publications, marketing, and details of events;
• protect, establish, exercise, or defend legal rights;
• process and respond to requests, inquiries, or complaints received from you;
• enable registration/sign-up and the upkeep of your accounts;
• deliver content tailored to your location;
• analyze and comprehend Our audience, refine Our service (including user interface experiences), enhance recommendation algorithms and delivery mechanisms, which could necessitate sharing personal information with Our group entities, affiliates, or third-party service providers;
• assist advertisers in comprehending Our audience and confirming the efficacy of advertising on Our Site (usually in the form of aggregated traffic statistics for various site pages), while also providing you with pertinent advertisements;
• present you with interest-based content such as newsletters, blogs, articles, white papers, stories, and news on our site;
• facilitate your involvement in our in-person events, webcasts, and webinars hosted on the Site or any external location;
• correspond with you regarding Our service (e.g., via email), to share updates on new features and content available, promotional announcements, surveys, and to assist you with operational needs like password resets;
• enable participation in interactive features offered through Our Services;
• share with Our customer support team to address your inquiries/concerns related to your rights or the services provided to you;
• provide, update, maintain, and protect our services. This includes the use of information to support delivery of the services under a customer agreement, prevent or address service errors, security, or technical issues, analyze and monitor usage, trends and other activities, or at an authorized user’s request;
• develop and provide search, learning, and productivity tools and additional features. It is in our interest and in the interest of customers to continuously improve and develop the customer support, features, and user experience
• account information is used to communicate with enterprise customers to resolve their queries or requests. Account information is used to send service emails and other relevant operational communications to enterprise customers. Additionally, account information is used for billing and invoicing tracking purposes, account management, and other administrative matters;
• operate sweepstakes, contests, and similar promotions.

Your anonymized and/or pseudonymized information may be used:

• to enhance the design and content of our Site, ultimately providing you with an improved browsing experience;
• to assess content performance and analyze marketing effectiveness, reach, comparison, our digital services use to improve our services;
• to enhance personalized communications and offers for you;
• to monitor user behavior on our Site.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who will have access to my information?

We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We may have to share your personal data with the parties set out below for the purposes set out in paragraph 5 above:

a) Intra-group transfers - We may share your information within affiliate companies from the PHD Urban Solutions business unit i.e., PHD Urban Solutions affiliates operating from different geographical jurisdictions other than the location where you submitted the information to perform its legal duties or offer the necessary services required.

Business Transfers: Your information may be shared or transferred during events like mergers, sales of company assets, financing arrangements, or acquisitions involving all or part of our business with another company.

b) Third-Party Service Providers - We may provide Personal Data to third-party service providers including but not limited to, data analytics, order fulfillment, payment processing, virtual computing, hosting, storage services, cloud service providers, promotions and surveys, background checks and other services. Additionally, certain selected third parties may use tracking technology on our website services to analyze your interactions with them over time, helping us improve our content and understand online activity.

Furthermore, we may disclose your information to specific third parties. We’ve categorized each party to provide clarity regarding the purpose of our data collection and processing practices. If your data was processed based on your consent and you wish to withdraw that consent, please do not hesitate to contact us at privacy@phdurban.com or unsubscribe from our mailing list by contacting unsubscribe@phdurban.com

Where we transfer your information internationally, we will take reasonable steps to ensure that your information is treated securely and the means of transfer provides adequate safeguard.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We DO NOT share, sell, rent, or trade your information with third parties.

Data Retention

We’ll retain your personal information only for as long as it’s essential for the purposes outlined in this Privacy Notice, unless the law mandates or permits a lengthier retention period, such as for tax, accounting, or legal obligations. None of the purposes mentioned in this notice will require us to hold your personal information beyond the duration of your account with us.

Once there’s no longer a valid business need to handle your personal data, we’ll either delete it or anonymize it. If deletion or anonymization isn’t immediately feasible, like in cases where your information is stored in backup archives, we’ll securely store it and segregate it from further processing until we can carry out the deletion.

General data is retained by us for a maximum of 7 years, with regulatory and financial data retained for a maximum of 10 years.

We regularly review and delete any data that is no longer needed.

Protection of Data

PHD Urban Solutions has established reasonable organizational and technical measures to protect Personal Data within our organization from loss, misuse, or unauthorized access, disclosure, alteration, or destruction. These measures encompass internal assessments of our data collection, storage, processing practices, and security procedures, involving appropriate encryption and physical safeguards to prevent unauthorized entry into systems containing personal data. All data collected through PHD Urban Solutions websites is securely stored in an encrypted database. This database is housed on firewalled servers, with access restricted by passwords and tight limitations. While our security measures are robust, it’s important to acknowledge that no security system is entirely invulnerable. We cannot ensure absolute database security, nor can we guarantee that information transmitted to us over the internet will not be intercepted. Additionally, any details shared in discussion areas can be accessed by individuals with internet connectivity.

Contact Us

If you have any questions about this Privacy Policy, please contact us at:

PHD Urban Solutions, LLC
1806 Summit Ave., Box #250, Suite 300
Richmond, VA 23230

Phone: (800) 783-1913
Email: info@phdurban.com

Applicable Privacy Laws

This Privacy Policy is designed to comply with applicable US privacy laws.