Privacy Policy

1.1 Information You Provide Directly. When you complete our System Census or other intake forms, we collect: company name, website, and industry; contact name, email address, phone number, and role; employee count and tool stack information; pain points, AI experience, and related business context. When you email us, schedule a call, or otherwise communicate with us, we collect the content of those communications. When you enter into a consulting engagement, we collect information necessary to perform the Services.

1.2 Information Collected Automatically. We may collect standard web analytics data including IP address, browser type, referring URL, pages visited, and time spent on pages. We use this data in aggregate to improve our website and do not use it to identify individual visitors. We use minimal, functional cookies necessary for website operation. We do not use advertising cookies or tracking pixels from third parties.

1.3 Client Data Accessed During Consulting Engagements. During consulting engagements, with explicit Client authorization, we may access data within Client business systems including CRMs, billing platforms, accounting software, HR systems, and other SaaS tools. This access is governed by the applicable Statement of Work and is subject to the data processing practices described in Section 3.

1.4 personalOS Workspace Content. If you subscribe to personalOS, we collect and store the content you bring to your workspace and the content it produces for you: documents you upload; meeting recordings you start, and the transcripts made from them; your chat conversations with your workspace; content synced from tools you choose to connect (such as Notion or Google); and the notes, decisions, and assessments you record inside the workspace — including your own notes about people you work with, such as who supports a project and who makes a decision. Section 3.8 describes how this content is processed and how long it is kept.

2.1 Portal and Contact Information. We use the information you provide through the Portal and communications to: prepare for discovery calls and consulting engagements; customize our approach based on your industry, tool stack, and pain points; communicate with you about our services; and improve our intake process and service delivery.

2.2 Client Data During Consulting Engagements. During an active engagement, Client Data is processed solely for the purpose of delivering the Services described in the applicable Statement of Work. This includes analyzing system schemas and data structures, identifying entities, relationships, and semantic conflicts across systems, generating statistical and structural profiles, and building the Semantic Map and related deliverables.

2.3 Metadata for Service Improvement (Consulting). Anonymized, aggregated Metadata Profiles from consulting engagements may be used to improve our methodology and tools, build cross-industry pattern libraries, and develop the Solaris platform. We do not use individually identifiable Client Data for these purposes.

2.4 personalOS Content. personalOS content is used to provide your workspace's features to you: your documents, recordings, chat, and connected content are processed to build and maintain your workspace's knowledge, answer your questions, and produce the work you ask for. Section 3.8.3 describes the role of AI providers in that processing and what may be used to improve Solaris.

3.1 What We Retain (Metadata Profiles). After processing Client Data in a consulting engagement, we retain only: schema metadata (field names, data types, table structures, and relationship definitions — not the records themselves); statistical profiles (record counts, null percentages, value distributions, and format patterns — anonymized and aggregated); semantic annotations (entity type classifications, conflict type labels, severity scores, and resolution patterns); and anonymized samples (a small number of structurally representative examples with all identifying information removed).

3.2 What We Do Not Retain. From Client systems processed in consulting engagements, we do not retain: individual customer records, employee records, or transaction records; personally identifiable information (PII) from Client systems; protected health information (PHI); financial account numbers, Social Security numbers, or similar sensitive identifiers; or raw data exports or database dumps.

3.3 Processing Transparency. Every consulting data processing operation is logged in our audit system. During an engagement, Clients can view the status of data processing at any time, including: schema reading (we accessed field names and data types), data profiling (we analyzed statistical distributions), metadata extraction (we extracted semantic patterns and conflict signatures), and raw data purge (all raw data has been deleted from processing environments).

3.4 Data Deletion Receipts. Upon completion of data processing for any Client system in a consulting engagement, Solaris issues a formal Data Deletion Receipt documenting: which systems were accessed; how many records were read; what metadata was retained (categories, not content); the exact timestamp when raw data was purged; and a confirmation that no raw Client Data persists in any Solaris system. Clients may request these receipts at any time during or after an engagement.

3.5 Processing Environment. In consulting engagements, Client Data is processed in isolated, temporary environments. These environments are created specifically for each processing task, not shared between clients, destroyed after processing is complete and metadata has been extracted, and subject to encryption in transit and at rest during the processing window.

3.6 Google User Data. Where you connect a Google account to Solaris (Google Analytics, Google Calendar, or Gmail), we access your Google user data only with your explicit OAuth consent, using read-only scopes, solely to provide the features you request. This section states exactly what we access, how it is used, what is shared, how it is protected, and how long it is kept.

3.6.1 What We Access. Google Analytics: report data for the properties you choose (sessions, page views, traffic sources, and similar aggregate metrics), with read-only scope. Google Calendar: your calendar events (titles, times, and attendee names and email addresses), with read-only scope. Gmail: your account profile (email address and message counts) and message headers only — subject, sender, and date. We do not access, fetch, or store the bodies or attachments of your email messages.

3.6.2 How We Use It. Analytics data powers the reports and dashboards you view in your Solaris workspace. Calendar events let your workspace show your meetings and corroborate who attended a meeting you chose to record. Gmail profile information and message headers verify your connection is working and, where you enable it, help your workspace understand who your correspondents are. Google user data is used for these user-facing features only — never for advertising, never for profiling unrelated to the features you requested, and never for any purpose prohibited by Google's Limited Use requirements.

3.6.3 What We Share. We do not sell, rent, or trade Google user data, and we do not transfer it to third parties — including data brokers or advertisers — for any purpose. The only parties that handle it are the infrastructure service providers that operate our hosting and databases (processing it on our behalf under confidentiality and data-protection obligations), and disclosures required by law as described in Section 4.3. We do not allow humans to read your Google user data except with your consent, where necessary for security purposes, or to comply with applicable law.

3.6.4 How It Is Protected. All Google user data moves over encrypted connections (TLS). The OAuth refresh tokens that authorize our access are encrypted at rest with AES-256-GCM using keys held separately from the database. Access is limited to the systems that serve your workspace.

3.6.5 Retention and Deletion. Google user data is fetched live when you use a feature and displayed to you; we do not maintain a stored copy of your Analytics reports, your calendar, or your mailbox. The narrow exception: if you start a meeting recording from a calendar invite, the identity of that event (its title, time, and attendee list) is saved with that recording session so the recording keeps its context. Disconnecting a Google account (from your workspace or from your Google account permissions) revokes our access and deletes the stored token immediately; any event details saved with your recordings are deleted when you delete those recordings, or on request per Section 6.2.

3.6.6 Limited Use and AI/ML. The use of raw or derived user data received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine learning models. Where AI features in your workspace process your Google user data, they do so solely to provide the features you requested, for you; our AI provider (Anthropic) does not use data submitted through its API to train its models, per its terms of service. We do not transfer Google user data to any third-party AI or ML service that would use it for model training.

3.7 Context Auditor Uploads. When you upload documents to the free Context Auditor, we collect your email address (to deliver the report link) and process the uploaded documents in memory only — they are never written to storage, never used to train any model, and are gone when the analysis completes, typically within minutes. Document text is sent to our AI provider (Anthropic) solely to perform the analysis you requested. The resulting report quotes short excerpts from your documents as evidence for its findings; the report is retained for 30 days and then automatically deleted, and every report page carries a delete-now control that removes it immediately. What we retain permanently is anonymous structural statistics only — counts and categories (how many documents, how many conflicts, which confidence bands) — never document content, values, names, or excerpts. Report links are unguessable and never indexed; we do not sell or share uploaded content.

3.8 personalOS Workspaces. personalOS is different from the engagement processing described above, and deliberately so: it is your durable workspace. The subsections below state what that means — what is kept and for how long, how AI providers are involved, how meeting recordings work, and what happens when you cancel.

3.8.1 What We Store, and for How Long. Content you bring to a personalOS workspace — documents you upload, meeting recordings and their transcripts, your chat history, content synced from tools you connect, and the knowledge your workspace derives from all of it — is stored for as long as your workspace is active. We do not impose a retention limit on an active workspace: your content is kept indefinitely, for the life of the workspace, because remembering it is the service. The one exception is meeting audio, which is deleted within 24 hours of transcription (Section 3.8.4). Your content is visible to you inside your workspace, it is never sold, and it is never shared except as described in Section 4. You can delete individual items — documents, recordings, entries — from your workspace at any time.

3.8.2 Your Notes About People You Work With. personalOS stores your own notes and assessments about the people you work with — for example, whether someone champions or is skeptical of a project, and whether they decide, are consulted, or are kept informed. These are your assessments, recorded by you or derived from documents you provided. They are treated as workspace content: stored with your workspace, visible to you, and never sold or shared except as described in Section 4. Because they live inside the knowledge structures Solaris builds (see the Terms of Service on content ownership), they are not part of the data export described in Section 6.4.

3.8.3 AI Processing and Service Improvement. personalOS is an AI product, and providing it means sending your content to AI model providers: your documents, chat messages, and transcripts are processed by the third-party model providers named in Section 4.2 — currently Nous Research Portal as the primary model provider, and Anthropic — and meeting audio is transcribed by Deepgram. These providers process your content solely to provide your workspace's features, and we configure our AI providers to exclude your content from model training. Separately, Solaris learns from shape, not content: anonymized structural patterns — the recurring shapes of problems and how they resolve, never your documents, names, or words — may be used to improve the product for every customer.

3.8.4 Meeting Recordings. When you record a meeting through personalOS, the audio is kept only long enough to produce the transcript: recording audio is deleted within 24 hours of transcription, and the transcript is kept with your workspace like any other content. If a transcription fails, we keep the audio so the transcription can be retried; deleting the recording deletes its audio with it. A recording captures everyone in the meeting, including people who are not Solaris users. Our posture is the market-standard one: participants are to be notified that the meeting is being recorded — the person recording is responsible for giving that notice and for complying with the consent laws that apply — and a participant who does not want to be recorded can decline by leaving the meeting. Solaris does not provide copies of recordings to meeting participants, and does not operate a separate request, objection, or deletion process for people without a Solaris account.

3.8.5 When You Cancel. If you cancel your personalOS subscription, your workspace is not deleted on the spot, and it is not held hostage. It becomes read-only: the active features stop (chat with your agent, connector syncs, scheduled work), and your own record — your documents, your knowledge, your decisions — stays readable to you. Your workspace remains available in this read-only state for 12 months after cancellation, and you can request an export of your data (Section 6.4) at any point during that window. After the 12-month window, your workspace data is deleted as described in Section 6.2.

4.1 We Do Not Sell Data. We do not sell, rent, or trade any personal information, Client Data, or personalOS workspace content to third parties.

4.2 Service Providers (Sub-Processors). We use a specific set of third-party service providers to operate Solaris, and we prefer to name them rather than gesture at them. Infrastructure: Supabase (database, authentication, and file storage), Vercel (web hosting), Railway (the per-customer agent infrastructure personalOS runs on), and Cloudflare R2 (encrypted backup storage). AI providers — these receive content in order to process it: Nous Research Portal (the primary AI model provider for personalOS), Anthropic (AI processing for portal features, and a fallback model provider), and Deepgram (meeting-audio transcription). Agent capabilities: Tavily (web search), Browser Use (web browsing), and FAL (image generation). Operations: Stripe (payments), Resend (transactional email), and Slack (internal operational notifications). Connections you authorize: Notion and Google (Analytics, Calendar, Gmail), only where you connect them. All service providers are bound by confidentiality and data-protection obligations, and we share only what is necessary to provide the service.

4.3 Legal Requirements. We may disclose information if required by law, regulation, legal process, or governmental request. We will make reasonable efforts to notify you before such disclosure unless prohibited by law.

4.4 Business Transfers. In the event of a merger, acquisition, or sale of assets, information may be transferred to the successor entity, subject to the same privacy protections described in this policy.

5.1 Technical Safeguards. We implement reasonable technical safeguards to protect information, including encryption in transit (TLS/HTTPS) for all data transmission, encryption at rest for stored data, access controls limiting data access to authorized personnel, isolated processing environments for consulting Client Data, and per-customer isolation for personalOS workspaces.

5.2 Organizational Safeguards. Personnel with access to Client Data or workspace content are bound by confidentiality obligations. We maintain audit logs of data access and processing activities and conduct periodic reviews of our security practices.

5.3 Limitations. No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

6.1 Access and Correction. You may request access to the personal information we hold about you and request corrections to any inaccuracies. Contact us at privacy@getsolaris.ai.

6.2 Deletion. You may request deletion of your personal information from our systems by contacting privacy@getsolaris.ai. For website, Portal, and consulting-related information, we will comply within 30 days, except where retention is required by law or necessary to fulfill an active engagement. For personalOS: when your workspace data is deleted — at your request, or at the end of the post-cancellation window described in Section 3.8.5 — we delete it from our live systems within 30 days. Copies held in our encrypted backups are not individually purged; backups expire automatically on their own 30-day cycle, after which deleted data is gone from the backups as well.

6.3 Metadata Profile Deletion. Clients may request deletion of their Metadata Profiles at any time. Upon such request, we will delete all metadata associated with the Client's engagement within 30 days and provide confirmation.

6.4 Data Portability and personalOS Export. Upon request, we will provide your personal information and any Metadata Profiles from consulting engagements in a standard, machine-readable format. For personalOS, you may request an export of your workspace data at any time while your workspace exists — active or in the post-cancellation read-only window. The export contains the documents you uploaded, the documents personalOS created for you, and your chat transcripts. It does not include the knowledge graph and derived structures personalOS builds from your content, or your agent's internal memory — those are part of the Solaris system itself (see the Terms of Service on content ownership).

6.5 Withdrawal of Consent. If we process your information based on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing conducted before withdrawal.

7.1 Portal and Contact Information. We retain Portal submissions and contact information for as long as necessary to provide our services and maintain our business relationship. If you request deletion, we will comply within 30 days.

7.2 Engagement Records. We retain records of consulting engagements (Statements of Work, invoices, deliverable records) for a period of seven (7) years after the engagement ends, as required for business and tax purposes.

7.3 Metadata Profiles. Metadata Profiles are retained indefinitely unless a Client requests deletion. These profiles contain no personally identifiable information.

7.4 Audit Logs. Data processing audit logs and Data Deletion Receipts are retained for a period of five (5) years.

7.5 personalOS Workspaces. Active workspace content is retained indefinitely, for the life of the workspace (Section 3.8.1), with one exception: meeting audio is deleted within 24 hours of transcription (Section 3.8.4). After cancellation, a workspace is retained read-only for 12 months, with export available throughout, and then deleted — from live systems within 30 days, with encrypted backups expiring on their own 30-day cycle (Sections 3.8.5 and 6.2).

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of personal information. As stated in Section 4.1, we do not sell personal information. To exercise your CCPA rights, contact us at privacy@getsolaris.ai.

Our services are operated from the United States. If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States. By using our services, you consent to such transfer and processing.

We may update this Privacy Policy from time to time. Material changes will be communicated via the website or email. The "Last Updated" date at the top of this policy indicates the most recent revision. Continued use of our services after changes constitutes acceptance of the updated policy.

For questions about this Privacy Policy, data processing practices, or to exercise your rights, contact us at:

Solaris
Privacy inquiries: privacy@getsolaris.ai
General inquiries: hello@getsolaris.ai
Website: getsolaris.ai

For data deletion requests or Data Deletion Receipt inquiries, please include your company name and the approximate dates of your engagement — or, for personalOS, the email address on your workspace account.