Business and Website Privacy Policy

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BUSINESS AND WEBSITE PRIVACY AND COOKIES POLICY

 

We’ve created this policy, which covers how Solaris:

●      Collect

●      Use

●      Disclose

●      Transfer

●      Store

…your data.

 

1. INTRODUCTION AND GENERAL TERMS

Solaris is committed to protecting your personal information when you are using Solaris’s services. We want our services to be safe and enjoyable environments for our clients and contacts. This Privacy and Cookies Policy relates to our use of any personal information we collect from you via the following online services:

●      any Solaris website that links to this Privacy and Cookies Policy;

●      social media or official Solaris content on other websites.

It also relates to our use of any personal information you provide to us by phone, SMS, email, in letters and other correspondence, and in person.

In order to provide you with the full range of Solaris’s services, we sometimes need to collect information about you.

This Privacy and Cookies Policy explains:

●      what information Solaris may collect about you;

●      how Solaris will use information we collect about you;

●      when Solaris may use your details to contact you;

●      whether Solaris will disclose your details to anyone else;

●      your choices regarding the personal information you provide to us;

●      the use of cookies on Solaris websites and how you can reject cookies;

●      your rights and where to find out more information about them;

●      how to make a complaint about how we have handled your personal data

●      how you can change the way we hold and use your personal information.

Whenever you provide personal information, we are legally obliged to use it in line with all applicable laws concerning its protection, including the Data Protection Act 2018 and the UK General Data Protection Regulation (referred to collectively in this Privacy and Cookies Policy as the “data protection regulations”).

Solaris websites contain hyperlinks to websites owned and operated by third parties. These third-party websites have their own privacy policies and are also likely to use cookies, so we urge you to review their policies separately. They will govern the use of personal information you submit when visiting those websites, which may also be collected by cookies. We do not accept any responsibility or liability for the privacy practices of those third-party websites, and your use of them is at your own risk.

 

2. WHO ARE WE?

Solaris are a UK-based marketing and communications agency, offering a fully integrated service to our clients so they can deliver the most appropriate marketing information or other relevant communications to their end users.

We are a subsidiary of the listed UK company The Mission Group plc and we sometimes work with other companies in the group to help deliver services to clients.

 

3. WHAT INFORMATION WILL SOLARIS COLLECT ABOUT ME?

When you participate in, access, or sign up to any of Solaris’s services, activities or online content we may receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, gender, or date of birth.

 

4. HOW WILL SOLARIS USE THE INFORMATION IT COLLECTS ABOUT ME?

Solaris will use your personal information for a number of purposes, including:

●      to provide our services, activities, or online content, to provide you with information about them and to deal with your requests and enquiries;

●      to analyse the information you supply as well as your activity on our (and other) services so that we can offer a more relevant, tailored service where we provide personalised services;

●      to use IP addresses and device identifiers so we can identify the location of users, block disruptive use, establish the number of visits from different countries and determine whether or not you are accessing the services from the UK;

●      for analysis and research purposes so that we can improve the services offered by Solaris. This can include using geo-demographic information from external sources where this helps us;

●      we may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Where Solaris proposes using your personal information for any other use we will ensure that we notify you first. Please see section 15 for details.

 

5. YOUR SOLARIS CONTACT REQUEST

If you fill out one of our online contact forms you will be contacted regarding your enquiry using the information you submit on the form.

If you so choose, you will be added as a subscriber to our newsletter emails. You can unsubscribe from these at any point using the unsubscribe link at the bottom of those emails.

 

6. WHEN WILL SOLARIS CONTACT ME?

Solaris may contact you:

●      in relation to any correspondence we receive from you or any comment or complaint you make about Solaris products or services;

●      in relation to any services you are using;

●      to update you on any material changes to Solaris’s policies and practices; and

●      for marketing purposes, as set out in section 7.

 

7. WILL I BE CONTACTED FOR MARKETING PURPOSES?

We offer occasional emails to let you know about Solaris initiatives and services.

When we market our products and services to other businesses, we rely on our legitimate interests to send these communications. Where relevant, you may also receive these communications where you have given consent for us to send them.

We may personalise the message content based on any information you have provided to us and on your use of Solaris platforms.

We may also use information we hold about you to show you relevant advertising on third-party sites (e.g. Facebook, Google, Instagram, Snapchat, X, and LinkedIn).

 

8. WILL SOLARIS SHARE MY PERSONAL INFORMATION WITH ANYONE ELSE?

We will keep your information within Solaris except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies, including for child protection reasons) or as described in this section and section 9.

We may share your information across Mission Group and, where this is necessary to provide you with a service you have requested, other Mission Group agencies.

We will use your information within Solaris and will only share it outside the Mission Group where you have requested it or given your consent. However, we may share with third-party sites (e.g. Facebook, Google, MailChimp, credit reference suppliers, Instagram, Snapchat and X) some data, with appropriate security measures, to show you relevant advertising on third-party sites, as set out in section 7.

Sometimes Solaris uses third parties to process your information on our behalf, for example to provide services or analysis. Solaris requires these third parties to comply strictly with our instructions and Solaris requires that they do not use your personal information for their own business purposes, unless you have explicitly consented to the use of your personal information in that way.

 

9. OFFENSIVE OR INAPPROPRIATE CONTENT ON SOLARIS WEBSITES

If you post or send content which we consider offensive, inappropriate, or objectionable anywhere on or to Solaris websites or otherwise engage in any disruptive behaviour, Solaris may remove that content and/or block access.

Where Solaris considers that you may be in breach of any applicable laws, for example on hate speech, Solaris may disclose your personal information to relevant third parties, including to law enforcement agencies or your internet provider. Solaris would only do so in circumstances where such disclosure is permitted under applicable laws, including data protection regulations.

 

10. WHAT IF I AM A USER AGED UNDER 18?

If you are aged 18 or under, please get your parent/guardian’s permission before you provide any personal information to Solaris.

 

11. HOW LONG WILL SOLARIS KEEP MY INFORMATION?

We will hold your personal information for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with Solaris.

 

12. WHAT ARE MY LEGAL RIGHTS?

You have legal rights relating to your personal data. We’ve summarised them here but a full summary of your legal rights over your data can be found on the Information Commissioner’s Office (ICO) website here.

Where applicable, your rights are as follows:

• The right to request access to your personal data

• The right to request correction of your personal data

• The right to request erasure of your personal data

• The right to object to processing of your personal data or to withdraw consent

• The right to request restriction of processing your personal data.

• The right to request a transfer of your personal data to another service provider

If you wish to exercise any of these rights, please use the contact information supplied at the end of this Privacy and Cookies Policy. If we feel we need to establish your identity, we may ask for proof of such before providing any personal data.

We will use reasonable efforts consistent with our legal duty to supply, correct or delete personal information about you in our files.

Please note, we reserve the right to charge an administrative fee if your request is manifestly unfounded or excessive.

 

13. COMPLAINTS

In addition to the rights in the previous section, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

You have the right to complain to us if you think that we have not handled your personal information responsibly and in line with good practice. To do so, please complete the online form here

We will initially respond to your complaint within 30 days, and update you on a response to your complaint as soon as we are able to do so.

 

14. WEB BROWSER COOKIES

a) What is a cookie?

A cookie is a small amount of data, which often includes a unique identifier, that is sent to your computer, tablet, or mobile phone (all referred to here as a “device”) web browser from a website’s computer and is stored on your device’s hard drive. Each website can send its own cookie to your web browser if your browser’s preferences allow it. Many websites do this whenever a user visits their website in order to track online traffic flows. Similar technologies are also often used within emails to understand whether the email has been read or if any links have been clicked. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies on the Solaris website. However, you can change your cookie settings at any time.

On Solaris websites, cookies record information about your online preferences and allow us to tailor our websites to your interests.

During the course of any visit to a Solaris website, the pages you see, along with a cookie, are downloaded to your device. Many websites do this, because cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before. This is done on a repeat visit by checking for and using the cookie left there on the last visit.

b) How does Solaris use cookies?

Information supplied by cookies can help us to understand the profile of our visitors and help us to provide you with a better user experience. Solaris uses this type of information to help improve the services it provides to its users. Certain areas of Solaris websites may use cookies for a specific reason.

c) Third-party cookies in embedded content on Solaris pages.

Please note that during your visits to Solaris websites you may notice some cookies that are not related to Solaris or Solaris’s contractors. We sometimes embed content from social media and other third-party websites. These may include YouTube, Vimeo, Google Maps, X, Facebook, Instagram, and Pinterest. As a result, when you visit a page containing such content you may be presented with cookies from these websites and these third-party cookies may track your use of the Solaris website. Solaris does not control the dissemination of these cookies and you should check the relevant third party’s website for more information. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies on the Solaris website. However, you can find out about changing your cookie settings here.

. Where Solaris embeds content from social media and other third-party websites, some websites may use Google Analytics to collect data about user behaviour for their own purposes. Solaris does not control this. For more information, see the Google webpage

d) Solaris cookies and how to reject cookies.

Below are details of cookies set by services we use to better understand the use of Solaris’s owned websites. We use this data to continuously improve the service we offer.

Cookie: Google Analytics

Name: ga, gid

Purpose: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information (in an anonymous form that does not identify a visitor) including the number of visitors to the site, where visitors have come to the site from and the pages they visited. This helps us to improve the way our website works, for example by making sure users are finding what they need easily.

More info: Click here for an overview of privacy at Google. To opt out of being tracked by Google Analytics across all websites, visit the Google site.

Cookie: vuid

Domain: .vimeo.com

Duration: 2 years

Purpose: Vimeo installs this cookie to collect tracking information by setting a unique ID to embed videos to the website.

It is important to note that if you change your settings and block certain cookies you may not be able to take full advantage of some features of Solaris services, and we might not be able to provide some features you have previously chosen to receive.

e) Other information collected from web browsers.

Your web browser may also provide Solaris with information about your device such as an IP address and details about the browser that you are using. When requesting specific services, it may be possible for you to choose to provide Solaris with access to your device’s location through the web browser. We use information provided by your browser or by the link that you have clicked to understand the webpage that directed you to Solaris, and this may be captured by performance cookies.

If you have any concerns about the way that we use cookies or respect your settings, then please contact us at the email address at the end of this Privacy and Cookies Policy.

 

15. CHANGES TO SOLARIS’S PRIVACY AND COOKIES POLICY

This Privacy and Cookies Policy may be updated from time to time, so you may wish to check it each time you submit personal information to Solaris. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use Solaris websites to submit personal information to Solaris. If material changes are made to the Privacy and Cookies Policy, for instance affecting how we would like to use your personal information, we may provide a more prominent notice (including, for certain services, email notification of Privacy and Cookies Policy changes).

 

16. CONTACTING SOLARIS ABOUT THIS PRIVACY AND COOKIES POLICY

If you are within the UK, if you have requests and questions about this Privacy and Cookies Policy, or to exercise any of your rights - please address them to the Data Privacy Team (Email: hello@solarishealth.com).

 

LAST UPDATED JUNE 2026