Terms of Service

"Client" means any individual or organization that engages Solaris for consulting services under a Statement of Work.

"personalOS" means Solaris's subscription software service: a durable personal workspace, with an AI agent, that stores and works with the content a Subscriber brings to it.

"Subscriber" means any individual or organization that purchases a Subscription to personalOS.

"Subscription" means a recurring paid plan for personalOS, billed monthly or annually, as described in Part A.

"Content" means the data a Subscriber brings to or creates in a personalOS workspace, including uploaded documents, meeting recordings and their transcripts, chat conversations, content synced from connected tools, and notes and assessments recorded in the workspace.

"Portal" means the web-based intake and project management interface accessible at getsolaris.ai/portal.

"Services" means the consulting, data mapping, integration, and advisory services provided by Solaris under an engagement agreement or Statement of Work.

"Statement of Work" or "SOW" means a written agreement between Solaris and a Client that defines the scope, deliverables, timeline, and compensation for a specific engagement.

"Semantic Map" means the structured data model, conflict registry, entity catalog, transformation patterns, and related documentation produced by Solaris during an engagement.

"Client Data" means any data, files, credentials, or information provided by or accessed on behalf of a Client during the course of a consulting engagement.

"Metadata Profile" means the statistical, structural, and semantic metadata derived from Client Data during processing, which does not include personally identifiable information or raw business records.

2.1 Website and Portal. Our website provides information about Solaris and our services. The Portal allows prospective and current clients to submit information, track engagement progress, and access deliverables. Use of the Portal is subject to these Terms.

2.2 Consulting Services. Solaris provides hands-on consulting services including data landscape auditing, semantic mapping, integration design, workflow automation, and AI readiness assessment. All consulting engagements are governed by a Statement of Work executed between Solaris and the Client.

2.3 No Automated Data Processing Without Consent (Consulting). For consulting engagements, Solaris does not automatically process, analyze, or store Client Data upon submission of a Portal questionnaire. Active data processing only begins after a Client has entered into a Statement of Work and provided explicit authorization for specific systems to be accessed. personalOS works differently by design: content a Subscriber adds to a workspace is processed automatically, as described in Part A, Section A.1.

2.4 personalOS Subscription. personalOS is a subscription software product, distinct from our consulting services. It is governed by Part A below, together with the sections these Terms state apply to both services.

A.1 The Service. personalOS is a durable personal workspace: you bring your documents, meetings, chat, and connected tools, and personalOS builds and maintains a working knowledge of your world that its AI agent uses on your behalf. Storing and remembering your Content is the point of the product. Content you add to your workspace is processed automatically — uploads are read, meeting recordings are transcribed, connected tools are synced — and retained as described in our Privacy Policy, Section 3.8. personalOS is provided as an evolving service: features may be added, changed, or removed over time.

A.2 Accounts. You are responsible for the accuracy of your account information and for keeping your sign-in method secure. A workspace is personal to its Subscriber: do not share access to your workspace, and do not access another person's workspace without authorization. Notify us promptly at hello@getsolaris.ai if you believe your account has been compromised.

A.3 Acceptable Use and Recording Responsibilities. You agree not to use personalOS to violate the law or the rights of others; not to upload content you do not have the right to use; not to attempt to access another customer's workspace or data; not to probe, disrupt, or overload the service; and not to extract, scrape, resell, or reverse engineer the service or the knowledge structures behind it (Section A.7). If you record meetings through personalOS, the recording is your act and your responsibility: you must give meeting participants notice that the meeting is being recorded, and you must comply with the recording-consent laws that apply to you and your participants. 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 request routes for people without a Solaris account (Privacy Policy, Section 3.8.4).

A.4 AI Outputs and Reliance. personalOS is built on AI models, and AI models can be wrong. Outputs may be inaccurate, incomplete, or out of date, and may state things confidently that are not true. You are responsible for reviewing outputs before acting on them, and you should not treat personalOS outputs as professional advice — legal, financial, medical, or otherwise. Providing the service means sending your Content to the third-party AI providers named in our Privacy Policy (Section 4.2); they process it solely to provide the service, and we configure our AI providers to exclude your Content from model training.

A.5 Fees, Billing, and Renewal. personalOS is sold as a recurring Subscription, billed monthly or annually at the prices shown when you subscribe. Your Subscription renews automatically at the end of each billing period until it is cancelled. Annual plans are billed once, up front, for the year, at a discount against the monthly price. Each plan includes a weekly credit allowance for AI usage; weeks run on a rolling seven-day cycle anchored to the day you subscribed, not to the calendar, and a portion of unused credits rolls over as described on the plans page. If we change a plan's price, we will notify you in advance, and the change will take effect no earlier than your next billing period. Fees are quoted in U.S. dollars and are exclusive of applicable taxes.

A.6 Cancellation and Refunds. You may cancel your Subscription at any time. Today, cancellation is by request: contact us at hello@getsolaris.ai and we will process it promptly. When you cancel, your plan runs to the end of the period you have already paid for, then stops; there is no partial refund for the unused remainder of a billing period. Two specific rules: (a) The 48-hour window. If you cancel within 48 hours of a charge and have used less than 50% of your credits, that charge is refunded in full and your paid access ends immediately. (b) Annual plans. Annual plans are not refunded; the annual discount is priced against a full year's commitment. What happens to your workspace and your data after cancellation is described in Section A.9 and in our Privacy Policy, Section 3.8.5.

A.7 Your Content and What Solaris Owns. Your Content is yours. As between you and Solaris, you own the Content you bring to your workspace and the conversations you have with it — your uploaded documents, your meeting recordings and their transcripts, and your chat history. You grant Solaris the license needed to operate the service: to store, process, transmit to the service providers named in our Privacy Policy, and display your Content back to you, solely to provide personalOS. Solaris owns the system that works on your Content: the knowledge graph of entities, relationships, claims, and findings that personalOS builds; the derived structures, indexes, and representations behind your workspace's surfaces; the agent's internal memory; and the software, models, and methods that produce all of it, together with improvements to the service. You can see and use these inside your workspace for as long as you have one; they are not included in the data export (Section A.9), and you may not extract, copy out, or reverse engineer them. Anonymized structural patterns — never your Content — may be used to improve Solaris for every customer, as described in our Privacy Policy, Section 3.8.3.

A.8 Suspension. We may suspend a workspace's active features if it is used in violation of Section A.3, if its use threatens the security or integrity of the service, or if payment fails and is not cured after notice. Suspension works the way cancellation does: the active features stop (chat with your agent, connector syncs, scheduled work), and your own record remains readable. We will tell you why, and what is needed to restore service, except where the law prevents it.

A.9 What Happens to Your Workspace When Your Subscription Ends. When your Subscription ends, your workspace is not deleted immediately, and it is not deleted behind your back. It becomes read-only: chat with your agent, connector syncs, and scheduled work stop, and your documents, knowledge, and decisions remain readable to you for 12 months. At any time while your workspace exists — active or read-only — you may request an export of your data: the documents you uploaded, the documents personalOS created for you, and your chat transcripts. The export does not include the knowledge graph, derived structures, or agent memory described in Section A.7. After the 12-month read-only window, your workspace data is deleted: from our live systems within 30 days, and from encrypted backups as they expire on their own 30-day cycle. Sections of these Terms that state they survive — confidentiality, intellectual property, limitation of liability, and dispute resolution — survive the end of a Subscription.

3.1 Accuracy of Information. You agree to provide accurate, current, and complete information when using the Portal or engaging our Services. You are responsible for maintaining the confidentiality of any credentials or access you provide to Solaris.

3.2 Authorization. By engaging Solaris to access your business systems, you represent that you have the authority to grant such access and that doing so does not violate any agreement, law, or regulation applicable to your organization.

3.3 Cooperation. Successful delivery of Services requires your reasonable cooperation, including making personnel available for interviews, providing access to relevant systems, and reviewing deliverables in a timely manner.

4.1 Profile, Not Warehouse (Consulting Engagements). For consulting engagements, Solaris adheres to a strict "profile, not warehouse" data handling policy. We process Client Data to extract structural and semantic metadata; we do not store raw Client Data from consulting engagements in our systems. personalOS is deliberately different — it stores Subscriber Content durably, as described in Part A and in our Privacy Policy, Section 3.8. Our data handling practices are further described in our Privacy Policy.

4.2 Data Processing Transparency. During a consulting engagement, Solaris maintains a complete audit log of all data access and processing activities. Clients can request access to this log at any time. Upon completion of data processing for any system, Solaris will: confirm that raw Client Data has been purged from all Solaris processing environments; provide a Data Deletion Receipt documenting what was accessed, what metadata was retained, and when raw data was deleted; and retain only Metadata Profiles, which contain no personally identifiable information or raw business records.

4.3 Metadata Retention. Metadata Profiles derived from Client Data may be retained by Solaris for the purpose of improving our methodology, building cross-industry pattern libraries, and enhancing our services. These profiles are statistical and structural in nature and do not contain Client Data as defined in Section 1. Clients may request deletion of their Metadata Profiles, and Solaris will comply within 30 days.

4.4 Third-Party Sub-Processors. Solaris uses the third-party service providers named in our Privacy Policy, Section 4.2, to deliver our services. We will not share Client Data or Subscriber Content with third parties except as necessary to deliver the services, and all sub-processors are bound by confidentiality obligations no less protective than those in these Terms.

5.1 Client Ownership of Deliverables. All deliverables produced for a Client under a Statement of Work — including the Semantic Map, conflict catalogs, data flow diagrams, and custom automation workflows — are the property of the Client upon full payment. The Client receives a perpetual, irrevocable, non-exclusive license to use, modify, and build upon all deliverables. Ownership of Subscriber Content and of the personalOS system is governed by Part A, Section A.7.

5.2 Solaris Ownership of Methodology and Tools. Solaris retains all intellectual property rights in its methodology, proprietary tools, software, frameworks, templates, and pre-existing materials used in the delivery of Services. Nothing in these Terms transfers ownership of Solaris's underlying intellectual property to any Client or Subscriber.

5.3 Cross-Client Knowledge. Solaris may apply general knowledge, techniques, skills, experience, and learnings acquired during an engagement to serve other clients, provided that such application does not disclose Client confidential information or Client Data. Anonymized, aggregated patterns are considered Solaris intellectual property.

5.4 Feedback. Any suggestions, ideas, or feedback you provide about our Services may be used by Solaris without restriction or compensation.

6.1 Mutual Confidentiality. Each party agrees to hold the other party's confidential information in confidence and not to disclose it to third parties except as necessary to perform obligations under a Statement of Work or these Terms, or as required by law.

6.2 Exceptions. Information is not considered confidential if it: (a) is or becomes publicly available through no fault of the receiving party; (b) was known to the receiving party prior to disclosure; (c) is independently developed without reference to the disclosing party's information; or (d) is lawfully received from a third party without restriction.

6.3 Duration. Confidentiality obligations survive termination of any engagement or Subscription for a period of three (3) years, except with respect to trade secrets, which remain protected indefinitely.

7.1 Fees. All fees for consulting Services will be specified in the applicable Statement of Work. Unless otherwise stated, fees are quoted in U.S. dollars and are exclusive of applicable taxes. Subscription billing for personalOS is governed by Part A, Section A.5.

7.2 Payment Schedule. Payment terms will be set forth in each Statement of Work. Late payments may be subject to interest at a rate of 1.5% per month.

7.3 Expenses. Unless otherwise agreed in writing, each party is responsible for its own expenses incurred in connection with the Services.

8.1 Disclaimer of Warranties. Services and personalOS are provided "as is." Solaris makes no warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

8.2 Limitation. To the maximum extent permitted by law, Solaris's total liability for any claims arising out of or related to these Terms, any Statement of Work, or any Subscription shall not exceed the total fees paid to Solaris — under the applicable Statement of Work or, for Subscribers, under the Subscription — during the twelve (12) months preceding the claim.

8.3 Exclusion of Consequential Damages. In no event shall Solaris be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption, even if advised of the possibility of such damages.

9.1 Term. These Terms are effective when you first access our website or services and continue until terminated.

9.2 Termination of Engagement (Consulting). Either party may terminate a consulting engagement as specified in the applicable Statement of Work. In the absence of such provisions, either party may terminate with thirty (30) days' written notice. Cancellation of a personalOS Subscription is governed by Part A, Section A.6.

9.3 Effect of Termination (Consulting). Upon termination of a consulting engagement: (a) the Client shall pay for all Services rendered through the termination date; (b) Solaris shall deliver all completed and in-progress deliverables; (c) Solaris shall purge all raw Client Data processed under that engagement and provide a Data Deletion Receipt; (d) sections regarding confidentiality, intellectual property, and limitation of liability shall survive. The end of a personalOS Subscription follows a different path — the read-only window, export, and deletion described in Part A, Section A.9 — because a Subscriber's workspace is their own durable record, not engagement processing data.

10.1 Governing Law. These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles.

10.2 Informal Resolution. Before initiating formal proceedings, the parties agree to attempt in good faith to resolve any dispute through informal negotiation for a period of at least thirty (30) days.

10.3 Arbitration. Any dispute not resolved through informal negotiation shall be resolved by binding arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration Rules. The arbitration shall take place in Dallas-Fort Worth, Texas.

11.1 Entire Agreement. These Terms, together with any applicable Statement of Work, any pilot or subscription agreement, and our Privacy Policy, constitute the entire agreement between you and Solaris.

11.2 Amendments. Solaris reserves the right to modify these Terms at any time. Material changes will be communicated via the website or email.

11.3 Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

11.4 Assignment. You may not assign your rights under these Terms without Solaris's prior written consent. Solaris may assign its rights and obligations in connection with a merger, acquisition, or sale of assets.

For questions about these Terms, contact us at:

Solaris
Email: legal@getsolaris.ai
Website: getsolaris.ai