Terms of Service

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

"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 an 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. 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.

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. 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 in our systems. Our data handling practices are further described in our Privacy Policy.

4.2 Data Processing Transparency. During an 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 may use third-party infrastructure providers (such as cloud hosting and database services) to deliver our Services. We will not share Client Data 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.

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.

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 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 for a period of three (3) years, except with respect to trade secrets, which remain protected indefinitely.

7.1 Fees. All fees for 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.

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 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 or any Statement of Work shall not exceed the total fees paid by the Client to Solaris under the applicable Statement of Work 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. 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.

9.3 Effect of Termination. Upon termination of an 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 and provide a Data Deletion Receipt; (d) sections regarding confidentiality, intellectual property, and limitation of liability shall survive.

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 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