Privacy and data protection policy
Personal-data categories, purposes, legal bases, providers, transfers, rights, account deletion, organizational closure, and retained copies.
Last revised: October 23, 2026
This Privacy and Data Protection Policy ("Notice") describes how Solarius B.V. ("Solarius") processes personal information in connection with its accounts, operated services, business relationships, communications, and administration. "Personal information" includes information relating to an identified or identifiable individual under applicable data-protection law. Product-specific notices supplement this Notice for their stated data categories, audiences, and controls. This Notice provides transparency and does not itself constitute consent or amend an accepted data-processing agreement. Privacy inquiries shall be directed to dpo@solarius.me; contracting particulars and the registered address are available through legal@solarius.me.
Roles and scope
Solarius acts as controller where it determines the purposes and means of processing, including its account administration, billing, business communications, proportionate service security, and reporting administration. Solarius acts as processor or authorized subprocessor for covered customer data processed on documented customer instructions. The actual processing relationship determines the role; an administrative label shall not displace applicable duties. The accepted data-processing agreement (DPA) governs processor activities and remains distinct from this Notice.
Organizations control their lawful purposes, collection settings, users, integrations, publication, and instructions within the service scope. Administrators can view membership and activity their role permits. Personal identities, organization datasets, public posts, support cases, and subscriber records have different authorities and lifecycles. Solarius shall not reclassify customer content as its own independent dataset to avoid processor duties.
Information, sources, and purposes
The following categories identify the information collected, its sources, and its permitted purposes:
| Information | Examples and sources | Purpose |
|---|---|---|
| Identity and access | Names, contact addresses, selected identity-provider attributes, authentication and recovery records, membership and roles | Sign-in, authorization, recovery, and account security |
| Business and finance | Payer, address, tax information, contracts, quantities, invoices, payment references and outcomes from customers and providers | Business administration, collection, accounting, and fraud prevention |
| Service and security | IP and client details, timestamps, request IDs, access activity, diagnostics, abuse signals | Delivery, reliability, security, and proportionate investigation |
| Support and reports | Contact information, messages, necessary attachments, findings, rights notices, case decisions | Assistance, vulnerability coordination, safety, complaints, and legal duties |
| Choices and communications | Language, consent and objection records, notification settings, subscriber preferences, delivery outcomes | Honoring choices and sending requested or required communications |
| Customer and product data | Data supplied by users, customers, configured collectors, and integrations | The actual product-specific contracted or controller purpose |
Payment providers can collect credentials in their own flows. Do not send full card details, authentication codes, live tokens, or unrelated identity records in an ordinary message. Security and rights reports must contain only necessary information about other people, with a secure evidence route when required.
Infra can process infrastructure metadata and hosted workload data; Guard can process configured traffic, endpoint, assessment, and incident information; Status can process monitoring, on-call, publication, and subscriber information. These examples do not imply that every product collects every category.
Legal bases and use limits
Where the General Data Protection Regulation (GDPR) applies, processing necessary to perform a contract with an individual or take requested precontractual steps relies on Article 6(1)(b). Managing a business customer's representatives, providing authorized access and support, and protecting service reliability and security generally rely on Article 6(1)(f): Solarius's legitimate interests in administering the relationship and operating a secure service. Solarius shall assess those interests against the affected individual's rights and reasonable expectations. This basis does not authorize unrelated surveillance.
Required accounting, binding official process, and applicable reporting duties rely on the relevant legal obligation, including Article 6(1)(c) GDPR when applicable. Optional processing requiring consent shall rely on valid consent obtained before the activity begins. Withdrawal shall not affect the lawfulness of processing based on consent before its withdrawal. Customer's lawful basis for collection and its documented processor instructions remain separate from Solarius's lawful bases for controller activities.
Solarius shall not sell personal information, share it for cross-context behavioral advertising, use sensitive information for unrelated personal inferences, or use customer content to train general-purpose AI models. A new purpose requires its own lawful basis, transparency, consent when required, and contractual authority. Pseudonymous or linkable records remain personal data; removing names alone does not anonymize them.
Customer data and subprocessors
Customer-data processing remains limited to the accepted service, lawful documented instructions, and binding law under the DPA. Access is restricted to authorized personnel and providers who need it and have appropriate duties. A support role does not grant unrestricted inspection or customer impersonation; product technical boundaries, including Status's platform controls, remain applicable.
Before covered processing, the actual subprocessor register must identify legal entities, functions, data categories, storage and processing locations, remote-access countries, necessary transfer safeguards, and effective dates. Obtain it through dpo@solarius.me or procurement. Supplier categories or a template are not the actual register.
Solarius shall assess appointed safeguards, impose corresponding written obligations, and remain responsible as the DPA requires. Standard Infra, Guard, and Status DPAs provide 30-day intended-change notice, reasonable data-protection objections, alternatives, and affected-service remedies, subject to their urgent exception. Other agreements retain their actual accepted process. Confidential commercial details can be redacted without obscuring required processing particulars.
Customer-selected providers operate under their actual independent role. A provider can also act for Solarius; that role cannot be relabeled to avoid Solarius's duties. Integration terms govern authorization, delivered copies, revocation, and cost boundaries.
Solarius shall provide required rights assistance, security and breach cooperation, impact-assessment information, and lawful audit support under the DPA. Necessary compliance information is not conditioned on premium support. Audit arrangements can protect other tenants and stability without preventing an effective mandatory review.
Recipients and international transfers
Organizations and configured recipients receive information within actual permissions and purposes. Public material reaches the chosen audience and can be copied externally. Reporter identities and proof are not automatically shared in full; necessary context and legally required particulars follow the applicable reporting process.
Solarius can disclose necessary records to confidential advisers, a genuine successor with continuing protections, or under verified official process. A corporate transaction does not permit unrelated marketing. Authorities receive no standing access to customer systems.
A workload region does not locate identity, billing, support, backups, edge processing, remote access, or customer-directed exports. Contractual localization must identify actual categories, systems, storage and access countries, and permitted exceptions. Some self-hosted data remains local while separately enabled hosted functions have their own boundary.
Solarius shall not undertake a restricted international transfer, including covered remote access or onward disclosure, unless a valid mechanism and any necessary supplementary safeguards are in place for the actual route before processing. Required contractual clauses and UK or Swiss adaptations must identify actual parties, roles, modules, annexes, authorities, law, forum, and route. A template link does not complete them. Ask for applicable safeguard information or a meaningful copy, subject to lawful redaction. If required protection cannot be maintained, use a lawful alternative or suspend the affected transfer with the contractual remedy.
Rights and privacy requests
Depending on the applicable law, rights can include access, copies, correction, erasure, restriction, portability, objection, consent withdrawal, and review of covered significant automated decisions. Object to direct marketing at any time; necessary security, finance, and contractual notices serve separate purposes. Solarius shall not unlawfully discriminate for exercising a right.
Email dpo@solarius.me or help@solarius.me with the service, relationship to the information, request, and safe reply channel. Verification must be proportionate, including lawful agent authority. Solarius shall not routinely demand a full identity document where a less intrusive method is sufficient. Ordinary requests are free unless an exceptional fee is legally justified and explained.
Under the GDPR, responses are due without undue delay and ordinarily within 1 month. A justified extension of up to 2 additional months must be explained within the initial month. The European Data Protection Board's rights guidance explains the deadline. Other laws' deadlines and appeal requirements control their requests. Explain refusals or partial responses and available review when required. For customer-controlled data, Solarius shall assist and route the request without independently disclosing or destroying that customer's dataset.
Automated security controls can flag or restrict suspicious activity or require verification. Human review is available through support or appeals. A new legally significant automated decision process requires its applicable notice, basis, and safeguards; this policy does not itself authorize it.
Where California or another US state privacy law applies, the categories and recipients in this policy describe collection and business-purpose disclosure, including the preceding 12 months to the extent the service operated. Solarius does not sell or share information for cross-context behavioral advertising or knowingly do so for people under 16. Sensitive data is limited to requested services and permitted security, legal, and administration purposes. Eligible residents and agents can exercise applicable rights through the privacy contacts in this section. Legally required universal opt-out signals are honored for the relevant activity. Send an available appeal to the privacy contact with the reference and "Privacy appeal."
Accounts, deletion, and retained copies
Personal identity removal, membership removal, organization closure, resource deletion, and subscription cancellation are separate instructions. Account holders can request personal deletion through the privacy or support contact. An organization owner should transfer authority or arrange closure before identity removal; ownership issues must receive a lawful resolution rather than indefinitely delaying a mandatory privacy response. Guardian, deceased-user, and representative requests require the relevant product authority and safeguards.
Personal deletion ends access within its confirmed scope and requires review of linked sessions, recovery methods, credentials, and authorizations. It does not prove that an offline agent stopped, an accepted action reversed, or an independent provider session ended. An administrator can remove membership without deleting an independent identity. A departing employee cannot ordinarily authorize destruction of organization-owned workloads, evidence, or finance records.
Business exports or closure require an authorized owner or lawful representative. Supply organization, products, categories, desired date, preservation requirements, and return or deletion choice. Solarius shall confirm scope, timing, consequences, dependencies, and blockers before a destructive closure. Use the organization closure procedure and each product's accepted exit schedule.
Infra, Guard, and Status retain distinct timelines. An explicit Status 7-day closure can shorten an ordinary export opportunity. Raw evidence, subscribers, recycle-bin recovery, and observed results have their own lifecycles. Export required material before confirming a shorter removal and protect credentials included in packages. Acceptance of a request is not deletion completion.
Solarius shall retain personal information only for as long as necessary for a documented service, security, business, contractual, or legal purpose, subject to a lawful retention obligation. Retention criteria shall reflect the category, purpose, applicable legal period, and continuing need; service termination does not itself supply a new retention purpose. Product data, audit history, support cases, backups, and accounting records can have different schedules. Lawful retained categories must be minimized, restricted, and explained when required. Audit persistence after purge is not permission for unrelated indefinite use.
A hold needs a valid authority or lawful basis, bounded scope, owner, and review or release condition. Preservation does not authorize disclosure, and a customer's label cannot override privacy law. Managed backup remnants are isolated from ordinary use until disclosed expiry. Recovery must reapply outstanding deletion, restriction, and revocation before ordinary processing resumes. Active deletion, backup expiry, and physical reclamation are different events.
Customers control local installations, downloads, independent archives, and recipient copies. Solarius cannot erase data it does not hold or recall an external public archive. It shall identify that boundary and confirm actions, outstanding backup expiry, blockers, and retained-category reasons within its responsibility. A billing dispute shall not block a mandatory privacy response; personal deletion does not cancel business renewal or extinguish valid accrued obligations.
Security, children, and policy changes
Safeguards are proportionate to risk and operated components, including confidentiality, access control, authentication, protected transmission, storage and key controls, changes, logging, and recovery. No absolute security guarantee or universal certification is made. Incidents follow the security policy and DPA; a processor must not wait for a final forensic report before required notice.
Identify the relevant product when raising a privacy concern so the request can be assessed against its data categories and processing scope.
The Cookie Policy governs shared browser state and product schedules. Tracking consent, browser permission, and subscription confirmation are different choices. Clearing a browser does not erase server data or cancel an agreement.
Individuals can complain directly to the competent authority, including the Dutch Autoriteit Persoonsgegevens, without exhausting support. Material changes require communication and their effective date. A revised notice does not retroactively authorize incompatible purposes, remove mandatory rights, or amend an accepted DPA.