Optimized Payments Privacy Policy

Effective Date: October 9, 2026

This Privacy Policy governs the way Optimized Payments LLC, a Georgia limited liability company (“Optimized Payments,” “we,” “our,” or “us”), collects, uses, discloses, and protects information obtained through our website and the Harmonize platform, including its products, APIs, and integrations. 

This policy applies to:

Registered users of the Harmonize platform (the “Platform”), including:

1. Information We Collect 

A. Website Visitors 

You may use the Website anonymously without providing Optimized Payments any information about yourself. 

Optimized Payments only collects personally identifiable information from visitors to our Website (“Visitors”) that the Visitors voluntarily provide, including the following information: 

  • Contact Information: name, email, phone number, company name (when submitted via forms) 
  • Job Application Data: resumes, cover letters, LinkedIn profiles (if applying to positions) 

In addition, Optimized Payments may collect some information about your visit using cookies (see below), log analysis software and other aggregate tracking technologies.  This would include information relating to how you use the Website, including whether you visit certain areas of the Website or whether you click through to a certain page, and may also include technical information, including browser type, device information, IP address, referral URLs, cookies, and site usage analytics.

B. Harmonize Platform Users 

Optimized Payments collects the following types of information that are voluntarily provided by users (“Users”) of the Platform: 

  1. Account Data: name, email, organization, role, login credentials 
  2. Usage Data: session logs, login timestamps, feature usage, IP addresses, and error diagnostics 
  3. Client Data: transaction-level payment data, fees, chargebacks, settlements, and associated metadata provided by the client. We do not collect or store full PANs (Primary Account Numbers), CVVs, or cardholder names. 

2. How We Use Information 

A. Website Visitors 

  • We use data from the Website that you voluntarily provide to us in order to: 
  • Respond to inquiries and contact requests 
  • Provide newsletters and marketing communications (when opted in) 
  • Analyze and improve website performance and content 
  • Evaluate job applicants 

    B. Harmonize Platform Users 

    We use Platform data that you voluntarily provide to us to: 

    • Provide and support platform functionality 
    • Authenticate and manage user access 
    • Monitor performance and usage patterns 
    • Deliver technical support and system improvements 
    • Fulfill contractual and compliance obligations 

    We do not sell or use client data for advertising. 

    3. Cookies and Tracking 

    The Website and Platform may use “cookies” to enhance a Visitor or User’s experience, such as: 

    • Maintain user sessions and preferences 
    • Gather usage analytics 
    • Improve performance and stability 

    A Visitor or User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. You may modify your browser settings to control the collection of cookies. However, if you refuse to accept cookies, you may not be able to access certain pages or use some of the Website’s or Platform’s functions. Some cookie files remain on your computer’s hard drive until manually deleted. 

    4. Data Security 

    The information you provide to Optimized Payments through use of the Website or Platform is stored on secure cloud servers. We implement industry-standard physical, technical, and administrative safeguards to protect personal and client data. The Harmonize platform is hosted in a SOC 2 Type 2 audited environment. Our compliance reports and documentation are available at https://trust.optimizedpayments.com. 

    5. Third-Party Services and Sub-processors 

    Optimized Payments may contract with other companies and individuals to perform functions or services on its behalf, such as hosting and maintaining the Website or Platform, payment processing, database storage and management, sending email messages and informational newsletters, and administering surveys. These service providers may have access to your personally identifiable information, such as your email address, necessary to perform their functions, but are restricted from using it for any purpose other than providing services for Optimized Payments. 

    Clients may connect the Platform to third-party tools they choose, such as AI assistants. Information a client or its users send to or receive in those tools is handled by the tool’s provider under that provider’s terms and privacy policy. Optimized Payments does not control and is not responsible for those providers’ data practice

    Optimized Payments has the right to disclose any information about you, including personally identifiable information, or your use of the Website or Platform, without your prior permission if Optimized Payments has a good faith belief that such action is necessary to: (a) protect and defend the rights, property or safety of Optimized Payments or its members, managers, employees, agents, other Visitors or Users, or the public; (b) enforce its contract rights under the terms of use for the Website or Platform; or (c) respond to claims that any content violates the rights of third parties or is otherwise unlawful. Optimized Payments may also disclose information, including your personally identifiable information, as it deems necessary to satisfy any applicable law, regulation, legal process or governmental request. 

    6.  Business Transfers 

    Optimized Payments may share information from or about you with sites that are owned by Optimized Payments or its parent companies, subsidiaries or affiliated companies, in which case we will require them to honor this Privacy Policy.  If Optimized Payments goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, Visitor and User information will be among the assets transferred. You agree to any transfer of Visitor or User information in connection with any such business transition without Optimized Payments having to obtain your consent.

    7.  Data Retention 

    We retain data in accordance with our contractual obligations. Certain records may be retained longer if required by law or regulatory compliance.

     

    A. Website Visitors

     Visitor data is stored for as long as necessary to fulfill the purposes outlined in this policy.

     

    B. Harmonize Platform

     Platform data is retained per the terms of the client’s agreement with Optimized Payments.

     

    C. Harmonize Through AI Assistants

     When you use Harmonize through an AI assistant, we receive the specific requests the assistant sends to Harmonize, such as the tool used, date ranges, metrics and filters, along with your account identity and the time of the request. We do not receive or store your conversation with the AI assistant. We use these request logs to authenticate you, apply your organization’s access permissions, and secure and troubleshoot the service, and we keep them for up to 12 months before deleting them. Query results are not stored after they are returned to the AI assistant. You can stop an AI assistant from accessing Harmonize at any time by disconnecting the connector in that assistant’s settings, and your organization’s administrator can remove access for all users.

     

    8.  International Data Transfers 

    We serve clients globally. Where applicable, we rely on Standard Contractual Clauses (SCCs), adequacy decisions, or other approved mechanisms for cross-border transfers of personal data, including transfers from the EU, UK, and other jurisdictions. 

    9.  Data Subject Rights 

    Depending on your jurisdiction, you may have rights under data protection laws such as the GDPR, UK GDPR, or CCPA. These rights may include: 

    • Accessing your personal data 
    • Correcting or updating inaccurate data 
    • Requesting the deletion of your data 
    • Restricting or objecting to certain types of processing 
    • Filing a complaint with a data protection authority 

    To exercise these rights, please contact us at privacy@optimizedpayments.com. Please see Appendix A for more specific information on GDPR rights and data residency.  

    10. Client Agreements Govern (for Harmonize Users) 

    This Privacy Policy provides a general overview of our data practices. However, specific data handling terms, including security obligations, breach notification procedures, and data processing requirements, may be governed by the applicable contracts between Optimized Payments and Users or Visitors. 

    In the event of a conflict between this policy and a signed agreement, the terms of the signed agreement will control. 

    11. Changes to This Policy 

    We may update this Privacy Policy periodically. The updated version will be posted on this page with a revised “Effective Date.” For material changes, we will notify affected users through the Platform or via email to the organization’s designated contact. 

    12. Contact Us 

    If you have questions or concerns about this policy or your data, contact us at: 

    Email: privacy@optimizedpayments.com 
    Mailing Address: Optimized Payments, LLC 
    301 Perimeter Center North, Suite 125 
    Atlanta, Georgia 30346-2405, USA 

    Appendix A — GDPR & Data Residency Commitments 

    Effective Date: September 2, 2025 
    Applies To: All Harmonize platform services, including Harmonize Analytics, Harmonize Data Services, and Harmonize Disputes 

    1. GDPR Compliance Framework 

    Optimized Payments complies with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the UK GDPR when processing personal data of individuals located in the European Economic Area (EEA) and the United Kingdom. 

    We have implemented the following measures to meet GDPR obligations: 

    • Lawful Basis for Processing: Personal data is processed only where necessary for contractual performance, legal compliance, or legitimate interests, in accordance with Article 6 of the GDPR. 
    • Data Minimization: We limit collection to only the data necessary for platform operation and contractual obligations. 
    • Privacy by Design & Default: Security and privacy considerations are integrated into platform architecture, including encryption, access controls, and audit logging. 
    • Data Subject Rights: We provide mechanisms for clients to help end users exercise GDPR rights, including access, rectification, erasure, restriction, objection, and data portability. 
    • Breach Notification: We commit to notifying affected clients without undue delay and within agreed contractual timelines following discovery of a personal data breach. 

    2. Data Residency & Storage 

    • Primary Hosting Location: All Harmonize platform data is hosted in Snowflake’s secure cloud environment in the United States by default. 
    • Regional Data Storage: Where required by law or contract, Optimized Payments can configure regional storage solutions (e.g., EU or UK data centers) to meet data localization requirements. 
    • Data Sovereignty: When regional storage is implemented, data remains within the chosen jurisdiction unless explicitly authorized by the client for cross-border transfer. 

    3. International Data Transfers 

    Where personal data is transferred from the EEA, Switzerland, or the UK to countries without an adequacy decision, Optimized Payments ensures an approved transfer mechanism is in place, including: 

    • EU Standard Contractual Clauses (SCCs) approved by the European Commission 
    • UK International Data Transfer Addendum for UK transfers 
    • Swiss Addendum to SCCs for Swiss data transfers 
    • Additional security and contractual measures as required by local law or client agreements 

    4. Sub-processors 

    We maintain a vetted list of sub-processors, which may include hosting, monitoring, support, authentication, and analytics providers. All sub-processors: 

    • Operate under written agreements with strict data protection and confidentiality obligations 
    • Are assessed for security posture prior to onboarding 
    • Are listed in our current sub-processor registry, available upon request or as required by contract 

    5. Client Control & Customization 

    Enterprise clients may request: 

    • Data residency commitments for specific jurisdictions 
    • Additional contractual safeguards for data processing 
    • Review and approval of any new sub-processors prior to engagement (where required by contract) 
    • Documentation of security and privacy measures for compliance audits 

    6. Contact for GDPR & Residency Inquiries 

    For data protection or residency inquiries, or to request execution of a Data Processing Agreement (DPA): 

    Email: privacy@optimizedpayments.com 
    Mailing Address: Optimized Payments, LLC 
    301 Perimeter Center North, Suite 125 
    Atlanta, Georgia 30346-2405, USA