Privacy Policy

Effective 23 July 2026 · Harmonic Labs Pty Ltd

1. Who we are and this policy

Harmonic Labs Pty Ltd (ABN 20 614 913 370) ("Harmonic", "we", "us") operates heyharmonic.ai and app.heyharmonic.ai. This policy explains how we handle personal information, and we handle it in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth). It is effective from 23 July 2026. Contact: [email protected].

2. Our two roles

For information about you as an account holder and website visitor — your own account details and how you use the service — Harmonic decides how that information is handled (in data-protection terms, we are the "controller").

Where an organisation creates a workspace and invites its people into it, that organisation is responsible for its members' information and decides why it is provided to us; we handle that information on the organisation's behalf and on its instructions (we act as its "processor"). If you were added to a workspace by your employer or team, that organisation's own privacy practices apply to their use of Harmonic, and you can also contact us using the details below.

3. What we collect

• Your account — your name and work email address.
• Your working style — your questionnaire answers and the profile derived from them: dimension scores, your archetype, and the AI-written playbook.
• What you and your teammates create — recognition posts, comments, reactions, and check-ins.
• What you choose to add — interests, values, and your birthday if you decide to share it.
• Technical and log data — basic information such as your IP address, device and browser type, and timestamps, which we use to keep the service secure and working.
• Support messages — if you email us, we keep that correspondence.
• Functional cookies — used only to keep you signed in. We do not set advertising or tracking cookies.

4. What we don't collect

Harmonic does not collect mood, sentiment or mental-state data, does not track activity such as hours, output or messages, and does not set advertising trackers. We do not sell personal information.

5. How and why we use your data

We use personal information to:

• run the service — create your account, generate playbooks, and show teammates what the product is designed to show them;
• send the emails that make the product work — sign-in codes, invitations, and notifications;
• keep the service secure, prevent abuse, and meet our legal obligations; and
• maintain and improve the service, including using aggregated or de-identified information (which does not identify you) for analytics and product development.

We do not use your data for third-party marketing.

6. AI processing

Your questionnaire answers are processed by AI models to generate your playbook and coach responses. This processing runs on our infrastructure provider (Cloudflare) rather than being sent to outside AI companies such as OpenAI. Your data is not used to train third-party AI models.

7. Who can see what

• Your playbook is visible to your workspace teammates — that is its purpose. It reads the same to a manager as to a peer; there is no hidden management view.
• Your growth record (recognition you've received) is positive-only and visible to you; its contents were posted to your team's feed by their authors.
• Workspace admins manage membership and settings. They do not get hidden assessments of people, because none exist.

8. Who we share it with

We do not sell your data, and we share it only as needed to run the service or where the law requires:

• Service providers — chiefly Cloudflare, which provides our hosting, storage, AI processing and email delivery. If you switch on the Slack integration, recognition you choose to post is sent to your Slack workspace under Slack's terms.
• Legal reasons — we may disclose information where we reasonably believe it is required by law, a court order, or to protect the rights, property or safety of Harmonic, our users or the public.
• Business transfers — if Harmonic is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, subject to this policy.

9. Where your data is processed

Harmonic runs on Cloudflare's global infrastructure. This means your personal information may be stored or processed outside Australia, including in the United States and other countries where Cloudflare operates. Where we disclose information overseas, we take reasonable steps to ensure it is handled consistently with this policy and applicable privacy law.

10. Security and data breaches

We protect your information with industry-standard safeguards, including encryption in transit and access controls, and we'll be honest: no internet service can guarantee absolute security. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

11. Retention and deletion

We keep your data while your account or workspace is active. To have your account — or your team's entire workspace — deleted, email[email protected] from the email address on the account, and we will action it. After deletion, we remove your data from our active systems promptly, and it expires from routine backups within a short period. We may retain limited information for longer where we are required to by law, or in de-identified form that no longer identifies you.

12. Your rights

You can ask us to access or correct the personal information we hold about you, ask us to delete it, and opt out of non-essential emails at any time. To make a request, email [email protected] from your account address. If you are in the EEA or UK, you may have additional rights under the GDPR (such as objecting to or restricting processing and data portability); we will honour those where they apply.

13. Children

Harmonic is not for children under 16, and we do not knowingly collect their data. If we learn we have, we will delete it as soon as possible.

14. Complaints

If you have a concern about how we handle your information, please contact us first at [email protected] and we will work to resolve it. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au), or to your local data protection authority.

15. Changes

When we update this policy, the effective date above changes. For material changes we will notify you by email or an in-product notice.

16. Contact

Privacy contact — Harmonic Labs Pty Ltd (ACN 614 913 370), [email protected].