Privacy Notice
This notice explains what information Solas ([legal entity name]) collects when businesses use our document-retrieval service, how we use it, and who we share it with. Solas serves businesses, mainly mortgage lenders. We do not offer the service to consumers.
What we collect
- Account information: your name, work email, company and password. Passwords are handled by our sign-in provider and are never visible to us.
- Order information: the property address and unit, the association, the documents requested, your file or loan reference, the target closing date, and your instructions, such as permission to pay rush fees.
- Documents we retrieve: estoppel certificates, questionnaires, budgets, reserve studies, insurance certificates and similar records. Some contain personal information, such as a unit owner’s name and account balance.
- Messages: our emails, calls and portal messages with associations and management companies about your order.
- Payment information: handled by Stripe. We see the amount, the date and the last four digits of the card, not the full card number.
- Usage data: basic logs such as pages visited, the time of each request and IP address, kept for security and troubleshooting.
How we use it
We use this information to request and deliver your documents, prepare the Risk & Reserve Report, bill you, keep you updated on orders, secure the service, and meet our legal obligations. We do not sell personal information, and we do not use it for advertising.
As our Terms of Service describe, we may keep information about associations and their buildings, such as budgets, reserves, insurance and assessments, and use it in our services. That information does not identify you, your borrowers or any unit owner.
Who we share it with
- Associations, management companies and registered agents, to the extent needed to request your documents. This includes your company name, the property and your file reference.
- Service providers who run parts of the service for us, under confidentiality obligations: hosting and database (Railway, Supabase, Netlify), email (Resend), payments (Stripe), and automated document reading (Anthropic). Documents processed through Anthropic’s commercial service are not used to train its models. [Lawyer to confirm against current vendor terms.]
- When the law requires it, or to protect our rights, or as part of a merger or sale of our business, subject to this notice.
Lenders and financial privacy
When a financial institution shares nonpublic personal information with us to obtain our services, we act as its service provider. We use and disclose that information only to perform those services, and we protect it with administrative, technical and physical safeguards appropriate to its sensitivity, consistent with the Gramm-Leach-Bliley Act and the Safeguards Rule.
Security
Data is encrypted in transit and at rest with our hosting providers. Access is limited to the Solas staff who need it to fill orders, and each customer can see only its own companyeach customer can see only its own ordersrsquo;s orders. No system is perfectly secure. If a breach affects your information, we will notify you as the law requires.
How long we keep it
We keep order records and delivered documents for [N years] after an order closes, so you can download them again and so we can meet record-keeping and audit needs. After that, we delete them or remove the personal information from them. You may ask us to delete your account information sooner, unless we need to keep it by law.
Your choices
To see, correct or delete personal information we hold about you, or to ask a privacy question, email [privacy contact email]. If we hold information about a unit owner or borrower on behalf of a lender, we will refer that person’s request to the lender.
Changes
We will post updates to this notice here and change the effective date. We will email account holders about material changes.
Contact
[Legal entity name] · [mailing address] · [contact email]