Legal

Privacy Policy

Last updated: January 1, 2025

This Privacy Policy explains how Solar Server System (“Solar Server System”, “Solar”, “we”, “us” or “our”) collects, uses, shares and protects information about you when you use our website, applications, APIs and omni-channel messaging services (together, the “Service”).

Solar Server System carries messages across many channels — including WhatsApp, SMS, RCS, email, voice, Instagram, Messenger and web chat. This policy covers all of them. We have tried to write it in plain language. By using Solar Server System, you agree to the practices described here. If you do not agree with this policy, please do not use the Service.

1Scope of This Policy

This policy applies to:

  • Customers — businesses and their team members who hold a Solar Server System account and use our dashboard, inbox and APIs.
  • Website visitors — anyone browsing our public website.
  • End users — the people our customers message through Solar Server System. See section 12 for what this means for you.

2Our Role: Controller and Processor

For information about our own customers — account details, billing, support requests and how the dashboard is used — Solar Server System acts as a data controller and this policy describes how we handle it.

For the contents of messages our customers send and receive, and the contact details of the people they message, Solar Server System acts as a data processor on the customer’s behalf. The customer decides who is contacted, what is sent and how long it is kept. We process that data only to operate the Service under our agreement with them. If you were contacted by a business through Solar Server System, that business is the controller of your information, and you should direct requests to them in the first instance — though we will always help where we can.

3Information We Collect

We collect information in three ways: information you give us, information created when you use the Service, and information from the channels and third parties you connect.

Information you provide. This includes:

  • Account details — your name, email address, phone number, business name and password when you register.
  • Profile information — profile photo, job title, time zone and language preference.
  • Channel registration data — the business details required to register a sender identity, such as a WhatsApp Business profile, a sender ID, a phone number, an email domain or a verified brand name. Some channels require documentation such as business registration numbers for verification.
  • Billing information — billing address and payment details, processed by our payment providers. We do not store full card numbers on our own servers.
  • Support communications — messages, attachments and feedback you send when you contact our support team.

Information collected automatically. When you use Solar Server System we record:

  • Device and browser type, operating system and app version.
  • IP address and approximate location derived from it (city or region level).
  • Log data such as pages viewed, features used, API calls, timestamps and error reports.
  • Message metadata such as sender and recipient identifiers, channel used, message size, routing path, delivery receipts, read receipts, failure codes and timestamps.
  • Usage metrics such as message volume, conversation counts and response times.

Information from connected channels. When you link a messaging channel or business profile to Solar Server System, we receive the information that channel shares with us — for example your account identifier, display name, verification status, quality rating and the messages sent to that account.

4How We Use Your Information

We use the information we collect to:

  • Provide, operate and maintain the Service, and route and deliver your messages across channels.
  • Select delivery routes, apply fallback rules and retry failed messages.
  • Create and secure your account and verify your identity.
  • Register and maintain your sender identities with channel and carrier partners.
  • Process payments, calculate usage-based charges, send invoices and manage subscriptions.
  • Respond to your questions and provide customer support.
  • Send service notices, security alerts and administrative messages.
  • Detect, investigate and prevent fraud, spam, abuse, traffic pumping and security incidents.
  • Produce delivery reporting and analyse how the Service is used so we can improve reliability and build better features.
  • Comply with legal obligations and enforce our Terms of Service.

We do not sell personal information, and we do not use the content of business messages carried on Solar Server System to build advertising profiles.

5Messages and Channel Content

Messages sent and received through Solar Server System are stored so that you and your teammates can access your conversation history across channels. Message content is processed only to operate the Service — to route, deliver, display, search, back up and, where you have enabled it, automatically respond to messages.

Where you use Solar Server System on behalf of an organisation, that organisation controls the workspace. Administrators of the workspace may access, export or delete conversations and account data belonging to their workspace, and may configure how long message content is retained.

Automation and bot flows. If you enable automated replies, routing rules or chatbot flows, we process message text to match your rules and generate responses. This processing happens to run the feature you turned on and is never used to train general-purpose advertising or profiling systems.

End-to-end encrypted channels. Some channels apply their own encryption between the platform and the recipient’s device. Where that applies, message content passes through our systems only to the extent the channel permits, and the channel’s own privacy terms also apply to that traffic.

6Channel and Carrier Partners

Delivering an omni-channel message necessarily involves the operator of the channel you chose. To deliver a message, we transmit it — together with the recipient identifier and any required metadata — to the relevant partner, which may include:

  • Mobile network operators and SMS/RCS aggregators.
  • Messaging platform providers, such as the operators of WhatsApp, Instagram and Messenger business APIs.
  • Email service and deliverability providers.
  • Voice carriers and telephony providers.

These partners process the message under their own terms and privacy policies, and may apply their own retention, filtering, quality scoring and anti-spam rules. They may also report delivery status, block rates and complaint data back to us, which we use to protect delivery quality and prevent abuse.

7How We Share Information

We share information only in the following circumstances:

  • With your workspace. Conversations, notes and assignments are visible to the teammates and administrators in your workspace.
  • With channel and carrier partners. As described in section 6, to deliver your messages and register your sender identities.
  • With service providers. We use trusted vendors for hosting, storage, analytics, payment processing, email delivery and customer support. They may access information only as needed to perform their work for us and are bound by confidentiality obligations.
  • With integrations you enable. If you connect Solar Server System to a CRM, helpdesk, data warehouse or other system, we send that system the data your integration is configured to share.
  • For legal reasons. We may disclose information if required by law, court order or valid legal process, or where we believe in good faith that disclosure is necessary to protect the rights, property or safety of Solar Server System, our users or the public.
  • In a business transfer. If Solar Server System is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.
  • With your consent. For any other purpose, we will ask you first.

8Cookies and Similar Technologies

We use cookies and similar technologies to keep you signed in, remember your preferences and understand how the Service is used. The main categories are:

  • Essential cookies — required for login, security and core functionality. These cannot be turned off.
  • Preference cookies — remember your settings, such as language and inbox layout.
  • Analytics cookies — help us count visits and see which features are used, so we can improve them.

Most browsers let you block or delete cookies through their settings. Blocking essential cookies will prevent parts of Solar Server System from working correctly.

9Data Retention

We keep your information for as long as your account is active and for as long as needed to provide the Service. After you close your account, we delete or anonymise your personal information within a reasonable period, typically within ninety (90) days, except where we are required to keep it longer for legal, tax, accounting or fraud-prevention purposes.

Message content is retained according to your workspace’s retention settings. Message metadata and delivery logs are retained for a longer period, in aggregated or reduced form, so that we can produce billing records, investigate delivery disputes and detect abuse.

Backups may retain copies of deleted data for a limited additional period before they are overwritten in the normal backup cycle.

10How We Protect Your Data

We take security seriously and use safeguards appropriate to the sensitivity of the data we handle, including:

  • Encryption of data in transit using TLS and encryption of stored data at rest.
  • Role-based access controls so staff and teammates only see what they need.
  • Signed webhooks and scoped API keys, which you can rotate or revoke at any time.
  • Regular security reviews, monitoring and logging of access to production systems.
  • Secure password storage using industry-standard hashing.

No online service can guarantee absolute security. Please use a strong, unique password, enable any additional verification we offer, keep your API keys secret, and tell us immediately if you suspect unauthorised access to your account.

11Your Rights and Choices

Depending on where you live, you may have the right to:

  • Access the personal information we hold about you.
  • Correct information that is inaccurate or incomplete.
  • Delete your personal information, subject to our legal obligations.
  • Export a copy of your data in a portable format.
  • Object to or restrict certain processing of your information.
  • Withdraw consent where processing is based on consent.
  • Opt out of marketing emails at any time using the unsubscribe link. Service and security notices will still be sent.

To exercise any of these rights, email us at solarserversystem@gmail.com. We will verify your identity and respond within the period required by applicable law. If your data is held inside a customer’s workspace, we may direct your request to that customer’s administrator.

12If You Received a Message via Solar Server System

If a business contacted you through Solar Server System, that business chose to message you and decides what information it holds about you. Solar Server System carries the message on its behalf.

  • To stop receiving messages, reply with the opt-out keyword shown in the message (such as STOP), use the unsubscribe link, or contact the business directly. Opt-outs are honoured on the channel where you send them.
  • To access, correct or delete your information, contact the business that messaged you. If you are not sure who they are or cannot reach them, email solarserversystem@gmail.com and we will help identify the sender and pass on your request.
  • To report a message you believe is spam or abusive, email solarserversystem@gmail.com with the message details. We investigate every report and act on senders who break our rules.

13Children’s Privacy

Solar Server System is a business product and is not directed to children. The Service is not intended for anyone under the age of 16, and we do not knowingly collect personal information from children. If we learn that we have collected such information, we will delete it. If you believe a child has provided us information, contact solarserversystem@gmail.com.

14International Data Transfers

Solar Server System operates internationally, and your information may be stored and processed in countries other than your own, including countries whose data protection laws differ from those in your country. Delivering a message to a recipient abroad necessarily involves transferring the relevant data to operators in that region. Where we transfer personal information across borders, we use appropriate safeguards, such as standard contractual clauses, to protect it.

15Third-Party Services

The Service may link to or integrate with websites and services we do not control. This policy does not apply to those services. We encourage you to read the privacy policy of any third-party service before connecting it to Solar Server System or providing it with your information.

16Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service or the law. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you by email or through the Service. Continuing to use Solar Server System after the changes take effect means you accept the revised policy.

17Contact Us

If you have questions, concerns or complaints about this Privacy Policy or how we handle your information, please get in touch:

We aim to respond to all privacy enquiries within five (5) business days.