Harmonyze Privacy Policy

Effective date: April 4, 2025

This Privacy Policy describes how Harmonyze Inc. (“Harmonyze”) collects, uses and discloses information, and what choices you have with respect to the information.

1. Scope of this Privacy Policy

This Privacy Policy applies to Harmonyze’s products and services, including applicable desktop applications (collectively, the “Services”), Harmonyze.com and other Harmonyze websites (collectively, the “Websites”) and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with Harmonyze. If you do not agree with the terms, do not access or use the Services, Websites, or any other aspect of Harmonyze’s business.

This Privacy Policy does not apply to any third-party applications or software that integrate with the Services through the Harmonyze platform (“Third-Party Services”), or any other third-party products, services or businesses. In addition, a separate agreement governs delivery, access, and use of the Services (the order form(s), Standard Terms and, where applicable, DPA, collectively, the “Agreement”), including the processing of any data submitted through the Services (“Service Data”). The organization (e.g., your employer or another entity or person) that agreed to the Agreement (“Customer”) controls its instance of the Services and any associated Service Data (the “Customer Instance”).

2. Information Harmonyze Collects and Receives

Harmonyze may collect, generate, and receive Service Data and other information and data (“Other Information”; Service Data and Other Information collectively “Information”) in a variety of ways:

  • Service data. Customers and individuals granted access to a Customer Instance by a Customer (“Authorized Users”) may submit Service Data to Harmonyze when using the Services.
  • Usage information.
  • Account information. To create or update a Harmonyze account, you or a Customer (e.g., your employer) supply Harmonyze with an email address, phone number, password, domain and/or similar account details. In addition, Customers that pay for the Services provide Harmonyze (or its payment processors) with billing details such as credit card information, banking information and/or a billing address.
  • Services metadata. When an Authorized User interacts with the Services, metadata is generated that provides additional context about the way Authorized Users interact with the Services. For example, Harmonyze logs what Third Party Services are connected with the Services (if any).
  • Log data. As with most technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
  • Device information. Harmonyze collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether Harmonyze collects some or all of this information often depends on the type of device used and its settings.
  • Cookie information. Harmonyze uses cookies and similar technologies in our Websites and Services to help us collect Other Information. The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Other Information about you via the Websites and Services and across other websites and online services. For more details about how Harmonyze uses these technologies, and your opt-out opportunities and other options, please see Harmonyze’s Cookie Policy.
  • Third-Party Services. A Customer can connect Third-Party Services to its Customer Instance. Typically, Third-Party Services are software services that integrate with Harmonyze Services, and a Customer can permit its Authorized Users to enable and disable these integrations for its Customer Instance. Harmonyze may also develop and offer Harmonyze applications that connect the Services with a Third-Party Service. Once enabled, the provider of a Third-Party Service may share certain information with Harmonyze. For example, if a single sign-on service is connected with Harmonyze, Harmonyze may receive the username and email address of Authorized Users, along with additional information that the application has elected to make available to Harmonyze to facilitate the integration. Authorized Users should check the privacy settings and notices in these Third-Party Services to understand what data may be disclosed to Harmonyze. When a Third-Party Service is enabled, Harmonyze is authorized to connect and access Other Information made available to Harmonyze in accordance with any permission(s) granted by Customer (including, by its Authorized User(s)). Harmonyze does not, however, receive or store passwords for any of these Third-Party Services when connecting them to the Services.
  • Contact information. An Authorized User is required to provide some contact information (e.g., an email address) when making an account on the Services.
  • Third-party data. Harmonyze may receive data about organizations, industries, lists of companies that are customers, Website visitors, marketing campaigns and other matters related to our business from affiliates and subsidiaries, our partners, or others that Harmonyze engages with to make Harmonyze’s own information better or more useful. This data may be combined with Other Information Harmonyze collects and might include aggregate-level data, such as which IP addresses correspond to zip codes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.
  • Additional information provided to Harmonyze. Harmonyze receives Other Information when submitted to our Websites, our Services or in other ways, such as if you participate in a focus group, contest, activity or event, apply for a job, enroll in an educational program hosted by Harmonyze or a vendor, request support, interact with our social media accounts or otherwise communicate with Harmonyze.

3. How Harmonyze Uses Information

Service Data will be used by Harmonyze in accordance with the applicable Agreement, Customer’s use of Services functionality, and as required by applicable law. Harmonyze is a processor of Service Data and Customer is the controller.

In addition, Harmonyze uses Information in furtherance of our legitimate interests in operating our Services, Websites, and business. More specifically, Harmonyze uses Information:

  • To provide, update, maintain and protect our Services, Websites, and business. This includes use of Service Data and Other Information to support delivery of the Services under an 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.
  • As required by applicable law, legal process, or regulation.
  • To communicate with you by responding to your requests, comments, and questions. If you contact us, Harmonyze may use Information to respond.
  • To develop and provide additional features. Harmonyze tries to make the Services as useful as possible for Customers and Authorized Users, and Harmonyze may use aggregated and anonymized Services Data and Other Information to develop new Services or improve existing Services.
  • To send emails and other communications. Harmonyze may send you service, technical and other administrative emails, messages, and other types of communications. Harmonyze may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, Harmonyze sometimes sends emails about new product features, promotional communications, or other news about Harmonyze. These are marketing messages so you can control whether you receive them. If you have additional questions about a message you have received from Harmonyze please reach out through the contact mechanisms described below.
  • For billing, account management, and other administrative matters. Harmonyze may need to contact you for invoicing, account management, and similar reasons and Harmonyze uses account data to administer accounts and keep track of billing and payments.
  • To investigate and help prevent security issues and abuse.

If Information is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person, Harmonyze may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

4. Data Retention

Harmonyze will retain Service Data in accordance with the applicable Agreement, Customer’s use of Services functionality, and as required by applicable law.

Harmonyze may retain Other Information for as long as necessary for the purposes described in this Privacy Policy. This may include keeping Other Information for the period of time needed for Harmonyze to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes, and enforce our agreements. Unless otherwise provided in the Agreement, we retain customer data and credentials up to 30 days following account termination unless deletion is requested earlier.

5. How Harmonyze Shares and Discloses Information

This section describes how Harmonyze may share and disclose Information.

  • Displaying and operating the Services. Because of the nature and functionality of the Services, Information will be displayed as part of the Services to Authorized Users in a Customer Instance. For example, information about which of Customer’s employees may have two-factor authentication enabled may be displayed as part of the Services.
  • Third-party service providers and partners. Harmonyze may engage third parties as service providers or business partners to process Information and support our business. These third parties may, for example, provide virtual computing and storage services. To the extent necessary and applicable, these third-party service providers and partners will be bound by appropriate and commercially reasonable confidentiality obligations. Additional information about the subprocessors Harmonyze uses to support delivery of our Services is set forth at https://trust.harmonyze.com. All data processing occurs in the United States.
  • Third-Party Services. Customer may enable or permit Authorized Users to enable Third-Party Services. Harmonyze requires each Third-Party Service to disclose all permissions for information access in the Services, but Harmonyze does not guarantee that they do so. When enabled and as requested by Customer, Harmonyze may share Information with Third-Party Services. Third-Party Services are not owned or controlled by Harmonyze and third parties that have been granted access to Information may have their own policies and practices for its collection, use, and sharing. Please check the permissions, privacy settings, and notices for these Third-Party Services or contact the service provider for any questions.
  • Corporate affiliates. Harmonyze may share Information with its corporate affiliates, parents, and/or subsidiaries, if any.
  • During a change to Harmonyze’s business. If Harmonyze engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of Harmonyze’s assets or stock, financing, public offering of securities, acquisition of all or a portion of Harmonyze’s business, a similar transaction or proceeding, or steps in contemplation of such activities, some or all Information may be shared or transferred, subject to appropriate and commercially reasonable confidentiality arrangements.
  • Aggregated or de-identified data. Harmonyze may disclose or use aggregated or de-identified Information for any purpose. For example, Harmonyze may share aggregated or de-identified Information with prospects or partners for business or research purposes.
  • To Comply with Laws. If a law enforcement or government agency sends Harmonyze a demand for Information about a Customer, Harmonyze shall attempt to redirect the agency to request that data directly from the Customer. As part of this effort, Harmonyze may provide the Customer’s basic contact information to the law enforcement or government agency. If compelled to disclose Information to a law enforcement or government agency, then Harmonyze will give the Customer reasonable notice of the demand and cooperation to allow the Customer to seek a protective order or other appropriate remedy unless Harmonyze is legally prohibited from doing so. Harmonyze will not voluntarily disclose Information related to a Customer to any law enforcement or government agency, unless required by public authorities, including to meet national security or law enforcement requirements.
  • To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property, or safety of Harmonyze or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
  • With consent. Harmonyze may share Information with third parties when Harmonyze has consent to do so.

6. Security

Security is critical to Harmonyze’s mission, and Harmonyze takes security of data seriously. Harmonyze uses industry-standard technical and organizational measures to protect Information from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Information Harmonyze collects, processes, and stores, and the current state of technology. Given the nature of communications and information processing technology, Harmonyze cannot guarantee that Information in our care will be absolutely safe from intrusion by others during transmission through the Internet or while stored on our systems or otherwise. When you click a link to a third-party site, you will be leaving our site and Harmonyze doesn’t control or endorse what is on third-party sites.

7. Age Limitations and Prohibited Data

To the extent prohibited by applicable law, Harmonyze does not allow use of our Services and Websites by anyone younger than 18 years old. If Harmonyze learns that anyone younger than 18 has unlawfully provided Personal Data, Harmonyze will take steps to delete such information.

Our Agreement provides that the Customer will not (and will not allow anyone else to) submit Prohibited Data to the Product unless authorized in an applicable Order Form. Prohibited Data means:

  • (a) patient, medical, or other protected health information regulated by the Health Insurance Portability and Accountability Act;
  • (b) credit, debit, bank account, or other financial account numbers;
  • (c) social security numbers, driver’s license numbers, or other unique and private government ID numbers;
  • (d) special categories of data as defined in the GDPR; and
  • (e) other similar categories of sensitive information as set forth in the Applicable Data Protection Laws.

If Harmonyze learns that Prohibited Data has been impermissibly provided Prohibited Data, Harmonyze will take steps to delete such information.

8. Changes to This Privacy Policy

Harmonyze may change this Privacy Policy from time to time. Laws, regulations, and industry standards evolve, which may make those changes necessary, or Harmonyze may make changes to our services or business. Harmonyze will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If Harmonyze makes changes that materially alter your privacy rights, Harmonyze will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should cease interacting with the Services. Contact the applicable Customer if you wish to request the removal of Personal Data under their control.

9. Identifying the Data Controller and Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, Customer is the controller of Service Data. In general, Harmonyze is the processor of Service Data and the controller of Other Information.

10. Your Rights

Individuals located in certain US States, such as California, and countries, including those in the European Economic Area, Switzerland, and the United Kingdom, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information (in a portable form or otherwise), as well as to seek to update, delete or correct this Information. Where possible and as outlined in this Privacy Policy, you can request to limit your use and disclosure of this Information.

In addition, if Personal Data is to be used for a new purpose that is materially different than what it was collected or authorized for, or disclosed to third parties other than our agents, Harmonyze will communicate that and allow you to choose to have your Personal Data so used or disclosed.

Any requests to opt-out of such uses or disclosures, as well as requests to exercise your privacy rights, can be submitted by sending a request via email at: privacy@harmonyze.com or in writing to:

Harmonyze Inc.
340 77th Street FL2,
Brooklyn, NY 11209.

To the extent that Harmonyze’s processing of your Personal Data is subject to the General Data Protection Regulation or applicable laws covering the processing of Personal Data such as the UK Data Protection Act and the Brazilian General Data Protection Act (Lei Geral de Proteção de Dados), Harmonyze relies on its legitimate interests, described above, to process your data. Harmonyze may also process Other Information that constitutes your Personal Data for direct marketing purposes, and you have a right to object to Harmonyze’s use of your Personal Data for this purpose at any time.

11. Your California Privacy Rights

This section provides additional details about the personal information Harmonyze collects about California consumers and the rights afforded to them under the California Consumer Privacy Act, as amended by the California Privacy Rights Act or “CCPA.”

For more details about the personal information Harmonyze has collected over the last 12 months, including the categories of sources, please see the Information Harmonyze Collects and Receives section above. Harmonyze collects this information for the business and commercial purposes described in the How Harmonyze Uses Information section above. Harmonyze shares this information with the categories of third parties described in the How Harmonyze Shares and Disclose Information section above.

Subject to certain limitations, the CCPA also provides California consumers the right to request to know more details about the categories or specific pieces of personal information Harmonyze collects (including how Harmonyze uses and disclose this information), to delete their personal information, correct their personal information that may be occurring, and to not be discriminated against for exercising these rights. Please also note that Harmonyze does not collect sensitive personal information as defined under the CCPA.

California consumers may make all other requests to access, correct, or delete pursuant to their rights under the CCPA by contacting us at privacy@harmonyze.com, or by mailing us at:

Harmonyze Inc.
340 77th Street FL2,
Brooklyn, NY 11209.

Harmonyze will verify your request using the information associated with your account, including email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on their behalf.

12. Contacting Harmonyze

Please also feel free to contact Harmonyze if you have any questions about this Privacy Policy or Harmonyze’s practices, or if you are seeking to exercise any of your statutory rights. Harmonyze will respond within a timeframe that is compliant with all applicable regulations.

You may contact us at privacy@harmonyze.com or at our mailing address below:

Harmonyze Inc.
340 77th Street FL2,
Brooklyn, NY 11209.