Privacy Policy

1. About this policy

Solis Systems is an AI solutions and automation business operated by two cofounders, with its primary operating location in Illinois, United States. Our initial focus is serving businesses throughout the United States, primarily established pet-service businesses. In this policy, “Solis Systems,” “we,” “us,” and “our” refer to the cofounders operating under that business name.

This policy explains how we handle personal information when you visit solissystems.app, contact us, schedule a consultation, or participate in a business meeting with us. For privacy questions or requests, contact contact@solissystems.app.

This policy covers our website and business-development communications. Information we process on behalf of clients as part of a client project may be subject to a separate service agreement, data-processing agreement, and the client’s own privacy notice.

2. Information we handle

• Website visits. Cloudflare, our website hosting and delivery provider, may process technical information such as your IP address, browser information, requested pages, request times, and security-related traffic data to deliver and protect the website.
• Contact inquiries. If you email us, we receive your email address, the name and signature you provide, message contents, attachments, and any business or contact details you choose to share.
• Contact preferences and privacy requests. We may handle deletion and opt-out requests, along with minimal information needed to prevent further unwanted contact.
• Consultation scheduling. If you book through Calendly, we receive booking details such as your name, email address, appointment information, and answers to the questions shown on the booking form.
• Meetings. Google Meet may process your participant name and contact details, along with audio, video, messages, or shared-screen content you choose to provide. After every participant has given affirmative consent, Fathom may process a recording, transcript, AI-generated summary, and action items.
• Client relationships. If we work together, we may handle client onboarding and project information, relevant meeting notes, and financial or tax records related to our business relationship.
• Planned CRM use. HubSpot is our planned customer relationship management (CRM) service. Once operational, we intend to use it to manage prospect names, business names, email addresses, phone numbers, and websites; sales pipeline stages and consultation status; business challenges, service interests, and sales notes; relevant meeting summaries and follow-up tasks; and client information, purchased services, onboarding status, and commercial details.

Fathom will handle meeting recordings and transcripts separately. Once HubSpot is operational, we may manually transfer relevant meeting summaries into it when appropriate, subject to the disclosure and authorization described in Meeting recordings and transcription.

Please avoid sending passwords, payment details, sensitive personal information, or identifiable customer records in an initial inquiry unless we have agreed on an appropriate way to handle that information.

3. How we use information

We use information relevant to our relationship with you to:

• Respond to inquiries and discuss your business needs.
• Schedule, conduct, and follow up on consultations.
• Assess whether our services may be suitable and prepare recommendations or proposals.
• Maintain relevant correspondence and agreed next steps.
• Handle privacy requests and honor contact preferences.
• Create meeting notes and, where every participant has consented to recording or transcription, AI-generated summaries and action items.
• Operate and secure the website, investigate misuse, and meet applicable legal requirements or protect legal rights.

Booking a consultation does not, by itself, give consent to unrelated promotional messages or to a meeting being recorded.

4. Meeting recordings and transcription

Before using Fathom to record or transcribe a consultation or client meeting, we will explain the proposed capture and request affirmative consent from every participant. We will begin recording or transcription only after every participant has agreed. If anyone does not consent, we will conduct the meeting without recording or transcription.

Visiting this website, booking a consultation, remaining silent, or accepting website terms does not constitute consent to recording or transcription. You may ask us to stop recording or transcription during a meeting.

Recordings, transcripts, and AI-generated summaries remain private by default. They help us understand requirements, prepare relevant notes, and follow up on discussions. Automatic sharing of Fathom recordings and AI-generated summaries is disabled.

Any sharing of relevant meeting records with clients, teammates, or authorized service providers supporting a project, such as technical implementation partners, is handled manually with appropriate disclosure and authorization. Consent to recording does not, by itself, authorize this additional sharing.

AI-generated transcripts and summaries can contain errors. Contact us if you believe a material detail needs correction.

5. Service providers and sharing

We use the following services for the activities described in this policy. Relevant information may be processed by these providers:

• Cloudflare: website hosting, delivery, and security. Cloudflare Privacy Policy.
• Google Workspace: business email and communications. Google Cloud Privacy Notice and Cloud Data Processing Addendum.
• Calendly: consultation scheduling. Calendly Privacy Notice.
• Google Meet: online meetings through Google Workspace, covered by the applicable Google notices and terms linked above.
• Fathom: consented meeting recording, transcription, and meeting notes. Fathom Privacy Policy.

Planned service — HubSpot: we intend to use HubSpot for the CRM activities described above once it is operational. See the HubSpot Privacy Policy.

Providers may process information on our behalf and may also process account, device, or service-usage information for their own purposes under their own notices and terms.

Where a project involves authorized service providers, such as technical implementation partners, we may share relevant information with appropriate disclosure and authorization. Sharing meeting records with these partners is handled manually. Our private-by-default approach to meeting records is described in Meeting recordings and transcription.

We may also disclose information where required by law or reasonably necessary to address security incidents, prevent fraud or misuse, or establish, exercise, or defend legal rights.

6. Cookies and external links

The current website does not include analytics tools, advertising pixels, an embedded Calendly calendar, or website code that sets tracking cookies. Fonts are hosted with the website.

Cloudflare may use security-related cookies depending on which protection features are enabled. See Cloudflare’s cookie information.

When you follow a link to Calendly or another external service, that service may collect information and use cookies under its own privacy notice. Your browser and the relevant service may provide controls for those cookies.

7. Data retention

The following schedule describes our intended retention periods for records held by Solis Systems or under our control, including copies we manage in connected services.

Our intended process is to conduct a manual data-retention review on the first day of each month. During each review, we will identify and securely delete records that have reached their retention deadline or will reach it before the next monthly review, unless a legitimate business need or legal requirement justifies longer retention. This review includes Fathom recordings and transcripts, Calendly booking information, prospect inquiries, and, once HubSpot is operational, relevant records held there. Deletion is not automated.

Unconverted prospect records

Up to 12 months from when we first collect or create the record if no meaningful interaction occurs. If a meaningful interaction occurs, up to 12 months after the last such interaction.

Calendly booking information

Up to 12 months after the meeting.

Fathom recordings and transcripts

Up to 90 days after the meeting, unless a legitimate business or legal reason requires longer retention.

Prospect meeting notes and AI-generated summaries

Follow the 12-month rule for unconverted prospect records above, including copies later saved in HubSpot once it is operational.

Relevant client meeting notes

As needed during an active client relationship.

Client onboarding and project information

During the business relationship and generally up to 2 years afterward.

Financial and tax records

A provisional retention period of 7 years, subject to applicable recordkeeping requirements.

Meaningful interaction. A meaningful interaction is a substantive, two-way business exchange involving a prospect’s inquiry, consultation, potential project, or ongoing sales discussion. Examples include responding substantively to an inquiry, attending a business audit, discussing services, or actively negotiating a proposal.

If a prospect never has a meaningful interaction with us, the 12-month period begins when we first collect or create their record. If a meaningful interaction occurs, the period is calculated from the last such interaction. Automated outreach, automated emails, email opens, marketing messages without a substantive reply, internal CRM edits, data enrichment, and copying records between systems do not restart the period.

Fathom recordings and transcripts retain their separate period of up to 90 days after the meeting, subject to the retention exceptions described above. Once HubSpot is operational, records managed there will follow the applicable retention period for the type of information they contain.

Applicable legal obligations, disputes, or other legitimate retention needs may require us to retain particular records for longer. Information we handle on a client’s behalf may also be subject to the relevant service or data-processing agreement.

You may request deletion or opt out of further marketing contact by contacting contact@solissystems.app. We honor applicable deletion requests and opt-outs sooner than the scheduled retention deadline or monthly review where required. Deletion requests remain subject to applicable legal obligations and legitimate retention needs.

When necessary to prevent further unwanted contact, we may retain minimal suppression information for as long as needed to honor an opt-out, subject to applicable legal requirements. This information is used only to honor contact preferences and prevent unwanted contact.

These periods do not describe every record held independently by a third-party provider. Providers may retain separate service logs, backups, account information, or other records under their own policies and legal obligations. Deletion from records we control may not immediately remove provider-held backup copies or information a provider is independently required to retain.

8. Security and international processing

Our providers may process information in countries other than the country where you are located. Privacy protections may differ between countries. Where legally required, appropriate safeguards must apply to international transfers.

No method of internet transmission or electronic storage is completely secure. Please contact us if you believe information you shared with us has been compromised.

9. Your choices and privacy rights

You can choose what information to share with us, although certain contact details are needed to respond to an inquiry or arrange a meeting.

You may ask us to stop further marketing contact at any time by emailing contact@solissystems.app. Applicable opt-outs and deletion requests are honored within the required timeframes, without waiting for the scheduled retention deadline or monthly review where earlier action is required. As explained in Data retention, we may retain minimal suppression information when necessary to prevent further unwanted contact.

Depending on the law that applies to you and our activities, you may have rights to access or obtain a copy of your information, correct it, request deletion, restrict or object to certain processing, receive portable information, withdraw consent, or complain to a relevant privacy regulator.

These rights are subject to applicable requirements and exceptions. Withdrawing consent does not affect processing that was lawful before withdrawal.

Send requests to contact@solissystems.app. For requests that require identity verification, we may need proportionate information to verify your identity and understand the request. We will respond within applicable legal timeframes. For information a provider handles independently, you may also need to contact that provider directly.

10. Legal bases, where applicable

Where applicable law requires a legal basis for processing, relevant bases may include taking steps at your request before entering a contract, legitimate interests in business communications and security, consent for activities such as meeting recording, and compliance with legal obligations.

11. Children and policy updates

Our website and services are directed at businesses and are not directed at children. If you believe a child has provided personal information to us, please contact us so we can address it.

We may update this policy as our business or practices change. The published policy will identify its effective or updated date. We will provide additional notice where required by applicable law.