Privacy Policy

Harmony MIS v1.9.0 (Sarafina)

The Harmony project team are very conscious that the data we store is of a sensitive nature and must be handled in such a way. After all, we rely on this system too, so we treat your data as carefully as we do our own. To that end, we have created this privacy policy, which we hope will settle any concerns or questions which you may have.

Please read this Privacy Policy carefully to ensure that you understand your rights in relation to the personal and company data we collect about you. For the purposes of this document, the terms “we”, “us” and “our” refer to Autonomous Digital Ltd (intellectual property owners of Harmony Management Information System).

1. What information do we collect?

Personal Information

For all registered users, we collect the following basic information:

  • Your name
  • Your email address(es)
  • The company/agency you work for
  • Your IP address (to ensure you are not a robot)

We do not collect information about users who are not registered. In instances where you have opted in, we may also collect your phone number.

Personal information may also be collected by our users, in cases where you may be in receipt of their services. In these cases, you should contact them directly to find out what information they store about you.

Company Information

As the owner of a company who makes use of our service, we will keep at a minimum the following data:

  • Your company address(es)
  • Primary contact information including:
    • Name
    • Physical address
    • Email address
    • Telephone number
  • Your company number (where applicable)
  • Your company’s payment details (to ensure smooth renewal of services)

Any further information you provide about your company (including but not limited to your clients and jobs), is done as part of the use of the service and is entirely optional and is supplied entirely at risk by yourself or any users who are assigned to your company.

Any data you store about your clients is your responsibility and GDPR compliance with regards to this data is down to you as the company owner, the same as if you were storing this data on your own system.

Cookies

In order to allow proper use of the Harmony service, it is necessary that we store certain information on your computer, in files known as “cookies”. These cookies are used to maintain your sign in status and nothing more. You may delete them from your computer at any time. Be aware, however, that this will sign you out of your account.

Continued use of the Harmony service assumes acceptance of these cookies. Use of the Harmony service does not provide the ability the opt out of these cookies, as they are necessary to maintaining your sign in. We do not make use of any third-party tracking cookies.

Cookie Purpose
PHPSESSID Stores basic information about your session to maintain your login. Expires after one hour of inactivity.
harmony_user
harmony_auth
harmony_c
harmony_m
A series of anonymous strings based on your log in information which maintain your sign in status after the standard one-hour expiry period when you have checked the “remember me” button. These expire after ten years or when you click the “sign out” option.

2. How do we use your information?

Your personal information is used only to allow you to sign in and for your administrative colleagues to track your use of the system to ensure you are not maliciously manipulating data.

Your personal and company information is not accessible to the Autonomous Digital team, except where necessary to renew payment for the use of the Harmony service.

3. How do we store your information?

We store information on secure web servers, which are based within the United Kingdom. Our service providers are compliant with the General Data Protection Regulation (GDPR) 2018.

We work hard to ensure that our website and database operate using the highest standards of information security. All data that passes through our website is encrypted for transmission. We cannot guarantee, however, the complete security of any data transmitted via the internet. Information you provide through our website, therefore, is at your own risk.

4. How long do we store your information?

Because the information you provide is necessary to your continued use of our service, we keep this information for as long as your company renews its use of the service, and for a 12-month period after the expiry of its use. At this point, the company data and any users who are only assigned to that company will be deleted. If you would like your data to be removed before this date, you may contact us directly.

Note, however, that if your company continues use of our service, your account cannot be completely deleted to protect the integrity of their data. Instead, your personal information will be replaced with “[Deleted User]”.

Company information will be held for as long as the service is being paid for and for a 12-month period after the expiry of the company’s use of the service.

Where your information is held by one of our clients, you should contact them directly to find out their policy on storing your data or to have it removed.

5. Access to your information

You have the right to know what information we hold about you. If you would like a copy of some or all of this data, please refer to section 11 and contact us via one of the listed methods. All the personal information we store about you is also visible within the “settings” page for all signed in users. This is accessed by clicking the cog icon in the top right-hand corner of any page.

This service is free of charge, but please note that ‘manifestly unfounded or excessive or repetitive’ requests may incur a fee.

Where your information is held by one of our clients, you should contact them directly to find out what data they hold about you.

6. Keeping accurate data

As a system user, you have the ability to change your stored information at any time. When signed in as an individual user, you can click the “settings” icon in the top right-hand corner of the page to change your name, email address or phone number whenever appropriate.

To maintain your right to be forgotten, we offer the ability to erase your personal data from the system. Please refer to section 4 for further information on this.

Where your information is held by one of our clients, keeping this data accurate is their responsibility and you should contact them directly.

7. Sharing your information with other organisations

Any data you supply to us or any of our subsidiaries will not be shared with third-party organisations. This includes by sale or otherwise.

If Autonomous Digital or any of its associates are acquired by another organisation, personal information may be transferred to the new owner.

8. Other websites

Occasionally, our website may use links which lead to other websites. Where this is the case, you should ensure that you are familiar with their privacy policy before continuing the use of their services.

9. Policy changes

Changes we make to our policy are shown on this page. The last update was on 10th June 2019.

10. Your rights

You can read more about your rights regarding your personal information on the Information Commissioner’s Office website:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

In addition, if you have any concerns or complaints about the way your data is handled, you can contact the Information Commissioner’s Office:

https://ico.org.uk/make-a-complaint/

11. How to contact us

Harmony Management Information System is owned and operated by Autonomous Digital Ltd, registered in England & Wales, no. 11772715.

If you have any further questions about Harmony MIS, Autonomous Digital our Privacy Policy, how we handle your data, or would like to obtain, update or remove the personal information we hold about you, you can contact us through one of the following methods:

  • Email: support@harmonymis.com
  • Telephone: 0161 327 1077
  • Write: Suite 507, Piccadilly House, 49 Piccadilly, Manchester, United Kingdom, M1 2AP