Effective Date: This Privacy Policy becomes effective for each user on the date the user first accesses or uses the Service after its publication.
Last Updated: July 22, 2026
Harmonize LLC ("Harmonize," "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 use the Harmonize platform, including our website, web application, and related services (collectively, the "Service").
By using the Service, you consent to the practices described in this Privacy Policy.
Teacher Data:
Parent/Guardian and Primary Contact Data:
If a student is at least 18 years old and serves as their own Primary Contact (as defined in the Terms of Service, Section 4), the same categories of data above are collected from that adult student directly.
Student Data:
Student data is provided by their teacher or parent/guardian, not collected directly from students.
Content You Upload:
Dispute Data:
Prospective Users and Communications With Us:
Prospective Customers (Outreach):
When you use the Service, we may automatically collect:
For each electronic signature within the Service, we collect:
For each SMS consent, we record:
Mobile opt-in information and phone numbers collected for SMS communications will never be shared with, sold to, or transferred to third parties or affiliates for marketing or promotional purposes.
SMS to contacts without prior consent: If a contact's phone number is provided by a teacher without an active SMS consent record (either teacher attestation or direct opt-in), Harmonize does not send SMS communications to that number. The contact must provide explicit consent — by signing in to their portal, opting in through a teacher-initiated consent flow, or replying START to an initial message — before SMS delivery is enabled.
When you use AI-assisted features, we collect:
When you use voice features or call our AI assistant by phone, we collect:
Harmonize does not store standalone audio recordings of voice sessions or phone calls; conversation transcripts are retained with your account data.
We use the information we collect to:
We do not sell your personal information.
Harmonize uses Stripe, Inc. to process all payments. We do not store, collect, or have access to:
We do store:
All sensitive financial data is handled by Stripe in compliance with PCI-DSS Level 1 standards. For more information, see Stripe's Privacy Policy.
ACH bank account verification is processed via Plaid. Plaid collects bank credentials directly — Harmonize receives a verified bank account token, not your bank credentials. Plaid's collection and use of your data is subject to Plaid's Privacy Policy.
Teachers may record offline payment methods (cash, check, or other) within the platform. Offline payments are not processed through Harmonize, and no financial data is transmitted or stored for these transactions beyond the teacher's records.
Harmonize offers AI-assisted features, including our AI assistant ("Aria"), powered by third-party large language model (LLM) providers — which may include OpenAI, Anthropic, and Cerebras — accessed exclusively via their API endpoints. Voice and phone-based AI features additionally use ElevenLabs to convert your speech to text and generate spoken responses. AI features may act on your behalf and take actions automatically, including generating and sending messages to parents/guardians and students, as described in our Terms of Service, Section 10.
What is sent to AI providers:
What is NOT sent to AI providers:
Data processing safeguards:
Voice AI: When you use voice or phone features, your audio and conversation context are sent to ElevenLabs to transcribe your speech and generate spoken responses in real time.
Bulk import: When you import a roster or contact file, the file you provide — which may include contact and student names, email addresses, and phone numbers — is processed in an isolated, short-lived cloud sandbox (provided by E2B) where an AI assistant parses the file and maps it to Harmonize records. The sandbox workspace is archived and torn down after the import completes.
The Service is designed for use by adult teachers and parents/guardians, not by children. We do not knowingly allow users under 13 to access the Service: where a student's birthdate on record indicates they are under 13, we block their login access and do not send them direct messages (SMS or email). Because we rely on the birthdate provided by the teacher or parent/guardian, these protections apply when a birthdate indicating an age under 13 is on record.
Student access to the Service is initiated by the teacher or parent/guardian who adds the student's contact information (such as a phone number or email address). Teachers and parents/guardians are responsible for not granting platform access to children under 13. If a student's birthdate on record indicates they are under 13, magic link login access is blocked and direct messages (SMS and email) to that student are not sent.
Student information — including names, lesson details, and progress records of minors — is provided to Harmonize by the student's teacher or parent/guardian. This information is used solely to provide the Service (scheduling, progress tracking, and billing). Children are never asked to sign agreements or authorize payments — signing and payment-consent flows are always directed to a parent, guardian, or adult Primary Contact.
Parents' Rights:
If we discover that we have inadvertently collected personal information directly from a child under 13 without verified parental consent, we will delete that information promptly.
We do not sell your personal information. We may share your information with:
We use third-party services to operate the platform:
| Service | Purpose | Data Shared |
|---|---|---|
| Stripe ⁎ | Payment processing, payouts, and tax calculation | Transaction data, payer info, billing address (for tax) |
| Twilio ⁎ | SMS and voice (telephony) delivery | Phone numbers, message content, call audio |
| Mailgun ⁎ | Transactional and notification email delivery | Email addresses, names, email content |
| Firebase / Google Cloud ⁎ | Infrastructure, database, and authentication | All service data (encrypted at rest and in transit) |
| Plaid | ACH bank account verification | Bank account tokens |
| Vercel | Website hosting | Web traffic data |
| Google ReCaptcha | Bot detection and abuse prevention | Device/browser signals |
| PostHog | Product analytics | Usage data, page views, user identifiers (e.g., user ID, email) once signed in |
| Sentry ⁎ | Error monitoring and session replays | Error context; session recordings (text not masked, may include on-screen PII) |
| OpenTimestamps | Signature timestamp verification | Document hashes (no PII) |
| OpenAI, Anthropic, Cerebras ⁎ | AI text features (via API) | Conversation context, relevant user data |
| ElevenLabs ⁎ | Voice AI (speech-to-text, text-to-speech) for voice and phone assistant | Voice audio, conversation context, relevant user data |
| E2B ⁎ | Isolated cloud sandbox for AI-assisted bulk import | Imported roster/contact files (names, emails, phone numbers) |
| Google Maps Platform | Address autocomplete | Partial address text you type |
| ipapi.co | IP geolocation (approximate location from IP) for signup, account recovery, and e-signature evidence | IP address |
| ipify | Detecting your IP address (for session/device context and e-signature evidence) | IP address |
| Slack ⁎ | Internal operational alerts and support/AI escalations | Contact-form submissions (name, email, message); support and AI escalation context |
⁎ These services may receive student contact information (such as name, phone number, email, or lesson details) when necessary to perform their function — for example, to send SMS reminders, process payments that reference a student's lessons, or provide AI-assisted scheduling. Services without this marker do not receive student-identifying information.
These providers only access your data as necessary to perform their services and are bound by their own privacy policies and, where applicable, data processing agreements.
We may disclose your information if required by law, subpoena, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
If Harmonize is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
We may use advertising and marketing tools — such as tracking pixels, conversion APIs, and retargeting tags — to measure campaign performance and reach prospective users. These tools may share anonymized or pseudonymized usage data (such as page visits or feature interactions) with advertising platforms. We do not sell your personal information to advertisers.
If you arrive at our website through a personalized link in an outreach email, we set a first-party hz_prospect cookie containing a random prospect identifier (not your name or email). If you later sign up, we use that identifier to connect your signup to the outreach that reached you and to measure campaign effectiveness. This linking happens within our own systems and with our analytics provider (PostHog); the prospect identifier is not sold or shared with third parties for their own purposes. See our Cookie Policy.
We implement reasonable technical and organizational measures to protect your information, including:
No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
In the event of a data breach affecting your personal information, we will notify affected users without unreasonable delay and in compliance with applicable state and federal law. Notification will include the nature of the breach, the types of data potentially affected, and steps you can take to protect yourself.
Depending on your location, you may have the following rights regarding your personal information:
To exercise any of these rights, contact us at contact@harmonizewithus.com. We will respond to your request within 30 days.
Analytics and session replay are not opt-out. Product analytics (PostHog) and session replay (Sentry) are integral to how we operate, debug, and improve the Service. They cannot be opted out of while your account is active. See Section 6 for what each provider receives and our Cookie Policy for browser-level controls.
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). These rights apply whether you are a user of the Service or a prospective customer we contacted through outreach — the CCPA's former exemption for business-to-business contacts expired on January 1, 2023, so business contact information is covered.
Categories of sources. We collect personal information directly from you, automatically through your use of the Service, from your teacher or parent/guardian (for student data), from our service providers, and — for prospective customers — from publicly available sources (see Section 1).
How to submit a request. You may exercise these rights by (i) emailing contact@harmonizewithus.com, or (ii) using the contact information in Section 13 below. We will verify your request and respond within 45 days (extendable by an additional 45 days where permitted). You may use an authorized agent to submit a request on your behalf.
Global Privacy Control. Because we do not sell or share personal information, there is no sale or sharing for you to opt out of; where applicable, we honor recognized browser opt-out preference signals (such as Global Privacy Control).
The Service is operated in the United States. All data is stored on US-based infrastructure (Google Cloud / Firebase). By using the Service from outside the United States, you consent to the transfer and processing of your data in the United States.
We use cookies and similar technologies to operate the Service, remember your preferences, and analyze usage. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.
If you have questions or concerns about this Privacy Policy or our data practices, contact us at:
Harmonize LLC