Privacy Policy

1.Data Controller and Contact Information

Harmonic (operated by [Your Company Name], registered in [Your Country]) is the “data controller” responsible for the processing of your personal data. You can contact us with privacy inquiries or data requests by emailing [email protected] or by mail at: [Company Address].

If we appoint a Data Protection Officer or EU representative, we will provide their contact details here for EU users’ convenience.

2.Personal Data We Collect

We collect personal data that you provide to us directly, data generated through your use of our platform, and some data from third parties or integrated services. The types of personal data we collect include:

• Identity and Contact Information: your name, email address, phone number, and company/organization name, provided during account signup or inquiries.
• Account Credentials: if you register an account, login details like username and password (stored in encrypted form).
• Property Details: information about properties you manage or list, such as addresses, descriptions, photos, and related details, which may include tenant or resident names and contact info if you manage occupant data.
• Payment Information: billing name and address, and payment card information, handled by reputable PCI-DSS-compliant third-party processors. We do not store full payment card numbers on our systems.
• Communications: the content of any communications you send us, such as support requests, feedback, or chat messages.
• Usage Data: technical data collected automatically via cookies and similar technologies, including IP address, browser type, device identifiers, pages or features used, and referring website.
• Third-Party Integration Data: data we receive when you connect your account with tools like HubSpot, QuickBooks, or a CMMS, used only as needed to provide the functionality you request.
• Children’s Data: our services are not directed to children, and we do not knowingly collect data from individuals under 16 (or the applicable age of consent). If we learn a child has provided data without parental consent, we will delete it.

3.How We Use Your Personal Data (Purposes and Legal Bases)

We use your personal data for the following purposes, relying on specific legal grounds under GDPR for each:

• Provide and Maintain Our Services, to create and manage your account, authenticate you, and enable core functionality. Legal basis: performance of a contract.
• Processing Payments, to process subscription fees and handle billing. Legal basis: performance of a contract and compliance with legal obligations.
• Communicating with You, to send administrative messages, confirmations, invoices, technical notices, and support responses. Legal basis: performance of a contract or legitimate interests.
• Improvement and Analytics, to analyze usage and improve our offerings, using privacy-conscious methods. Legal basis: legitimate interests, with consent where trackers require it.
• Marketing and Newsletters, to send communications only if you have opted in. Legal basis: consent, which you can withdraw at any time.
• Personalized Content, to provide recommendations based on your usage. Legal basis: legitimate interests, or consent where profiling via tracking cookies is involved.
• Security and Fraud Prevention, to detect and prevent fraud, spam, abuse, or security incidents. Legal basis: legitimate interests and, in some cases, legal obligation.
• Legal Compliance, to comply with applicable laws, regulations, legal processes, or enforceable governmental requests. Legal basis: compliance with legal obligations.

4.Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as web beacons or pixels) on our website to provide and enhance our services. They help us keep you logged in, remember your preferences, gather analytics about website traffic, and provide personalized content or ads.

Some cookies are placed by third parties we integrate with, such as Google Analytics or HubSpot. Except for strictly necessary cookies, we will not set cookies on your device without your affirmative consent (opt-in) via our cookie banner or settings panel, in accordance with GDPR. You can manage your preferences at any time using the cookie settings link on our site, and you can manage or delete cookies through your browser settings.

For a detailed breakdown of the categories of cookies we use, please see our separate Cookie Policy.

5.Disclosure of Personal Data (Who We Share It With)

We do not sell your personal information. However, we may disclose or share the personal data we collect with third parties in the following situations:

• Service Providers, trusted companies that perform services on our behalf, such as cloud hosting, email delivery, customer support, analytics (e.g., Google Analytics, HubSpot), and payment processors. They access data only as needed and are contractually obligated to protect it.
• Integration Partners, when you choose to integrate third-party services (e.g., QuickBooks, a CMMS), we share the necessary data to fulfill the integration at your direction.
• Business Partners (with Consent), for co-branded services or promotions you opt into, we may share your contact or account information with the specific partner.
• Within Our Corporate Group, we may share data within our group of related companies as needed to support and provide the services.
• Legal Compliance and Protection, where required by law or to enforce our Terms, protect rights, property, or safety, or respond to lawful requests.
• Business Transfers, in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality and security measures.
• With Your Consent, for any sharing beyond the scope of this Policy, we will ask for your consent first.

6.Data Retention

We keep your personal data only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law.

For active account holders, we retain data for as long as your account is open. If you delete your account or it becomes inactive, we will delete or anonymize your personal data within a reasonable period after closure. Payment and financial transaction records are retained for at least the duration required by tax and accounting laws (for example, 7 years in some jurisdictions). Analytics data is generally retained in aggregated form for shorter periods.

After the applicable retention period, we will securely delete or anonymize your personal data. Where deletion is not immediately feasible (for example, data in secure backups), we will isolate it from further processing until deletion is possible.

7.International Data Transfers

Harmonic is a global service. Your personal data may be transferred to and processed on servers located in countries outside of your own, including outside the European Economic Area (EEA) or United Kingdom, where data protection laws may differ.

Whenever we transfer personal data out of the EEA/UK, we take steps to ensure an adequate level of protection in line with GDPR. These safeguards may include EU Commission Standard Contractual Clauses, reliance on adequacy decisions, binding corporate rules for intra-group transfers, and additional technical and organizational measures such as encryption in transit and at rest.

If you would like further information about international data transfers or copies of the relevant safeguards, please contact us.

8.Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, alteration, or disclosure. These include encryption of data in transit (TLS/SSL), encryption of sensitive data at rest, firewalls and access controls, regular security audits, and limiting employee access to personal data on a need-to-know basis. We also require our service providers to follow strong security standards.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee its absolute security. If you believe your interaction with us is no longer secure or that your account has been compromised, please contact us immediately.

9.Your Rights (GDPR and Equivalent)

If you are in the EU, UK, or other regions with similar data protection laws, you have certain rights regarding your personal data, and we are committed to honoring them. Your key rights include:

• Access, request confirmation of whether we process your data and obtain a copy of it.
• Rectification, ask us to correct or update inaccurate or incomplete data.
• Erasure, request deletion of your data in certain circumstances (the “right to be forgotten”).
• Restriction of Processing, ask us to restrict or suspend processing in certain scenarios.
• Data Portability, receive the data you provided in a structured, machine-readable format and transmit it to another controller where feasible.
• Object to Processing, object where our basis is legitimate interests, and at any time for direct marketing.
• Withdraw Consent, withdraw consent at any time where processing is based on it, without affecting prior lawful processing.
• Lodge a Complaint, with your local supervisory authority if you believe your rights have been infringed.

10.Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other operational reasons. If we make material changes, we will notify you by posting a prominent notice on our website or sending an email, and by updating the effective date at the top of the policy.

Your continued use of the Harmonic site or services after any changes constitutes acceptance of the updated terms. To exercise any of your rights, or for any privacy questions, contact us at [email protected].