Privacy Policy

Who we are

Bitharmony Limited, trading as Bitharmony and FiloApp, is the controller of the personal data described in this notice. Bitharmony Limited is a company registered in England and Wales under company number 17129740, with its registered address at Greenacres, Bittams Lane, Chertsey, Surrey, KT16 9QX.

Bitharmony Limited is registered with the Information Commissioner’s Office (ICO) under registration reference ZC195668.

You can contact us about privacy at privacy@bitharmony.co.uk.

Information we process

Depending on how you interact with us, we may process:

• contact details, service interests and messages you submit;
• limited technical request information, such as an IP address, which may be processed temporarily to protect the contact form from spam and abuse and is not stored as part of the enquiry record;
• business, project, invoice and payment records when you become a client;
• public social-media profile names or identifiers, comments, post or thread identifiers, timestamps and our replies; and
• technical and audit records needed to operate and secure our services.

Social engagement data comes from the comment you publish and from the relevant platform, such as Facebook or LinkedIn. Please do not put passwords, payment-card details, health information or other sensitive information in a public comment.

How and why we use information

• To respond to enquiries and take steps requested before entering a contract.
• To provide services, administer contracts, issue invoices and keep required business records.
• For our legitimate interests in operating, securing and improving our website and preventing misuse.
• For our legitimate interests in managing Bitharmony’s public social-media communities and responding to people who choose to engage with our posts.
• To comply with legal, accounting and regulatory obligations.

Where we rely on legitimate interests, we consider whether the use is necessary, proportionate and reasonably expected, and balance it against your rights. You may object to this processing by contacting us.

Harmony, our AI PR agent

Bitharmony uses an AI agent called Harmony to draft social posts and, when autonomous engagement is enabled, assess and respond to ordinary public comments on Bitharmony’s own social-media posts. Harmony identifies herself as an AI agent in the first reply in a conversation.

The commenter’s public display name and comment text may be sent to OpenAI’s API to decide whether to reply, ignore the comment or refer it to a human. OpenAI processes this information on our behalf under its applicable data-processing terms. We configure the service to minimise unnecessary retention and do not opt in to use API content for model training.

Fixed rules refer complaints, legal or privacy issues, payment disputes, sensitive matters and potential business commitments to a human. Harmony does not have access to our CRM, invoices, authentication data or platform access tokens. She does not make solely automated decisions that produce legal or similarly significant effects on individuals.

Service providers and sharing

We do not sell personal data. We disclose limited information where necessary to providers that help us operate the business, including:

• Railway for application and database hosting;
• Resend or Postmark for email delivery;
• OpenAI for AI-assisted drafting and public-comment handling;
• Meta and LinkedIn when operating our pages and responding on their platforms; and
• professional advisers, regulators or authorities where required.

Some providers may process information outside the UK. Where required, we rely on applicable adequacy arrangements or contractual safeguards designed to protect international transfers. You can ask us for more information about the safeguards relevant to your data.

How long we keep information

• Enquiry information is retained only for as long as reasonably necessary to respond, follow up and manage a potential business relationship. It is then deleted or anonymised unless we need to retain it for a legal obligation, dispute resolution, or to establish, exercise or defend legal claims.
• Harmony’s social interaction records are normally retained for up to 90 days and are then deleted.
• Client, contract, invoice and accounting records are retained for the period required by applicable tax, company and legal obligations.
• Security and provider logs are retained for the provider’s documented period or for as long as reasonably needed to investigate an incident.

We may keep a minimal record longer where necessary to establish, exercise or defend legal claims.

Cookies and browser storage

This website does not currently use advertising or behavioural analytics cookies. We use strictly necessary storage for security and authenticated admin sessions, and local browser storage to remember that you dismissed the privacy notice. These technologies are not used to track you across websites.

If we introduce non-essential analytics or marketing technologies, we will update this notice and provide controls before setting them. You can clear existing cookies and local storage through your browser settings.

Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict personal data, receive certain data in a portable format, and object to processing based on legitimate interests. Contact us using the privacy email above. We may need to verify your identity before fulfilling a request.

You may also complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint.

Other platforms and changes

Facebook, LinkedIn and other platforms process information under their own privacy notices. This notice covers Bitharmony’s use of information received through those services.

We may update this notice when our services or legal obligations change. The current version and update date will remain available on this page. You can return to the contact page to reach us.