Privacy Policy

Effective Date:
Review Frequency: Annual
Approved By: Board of Directors
Policy Owner: IT Manager
Applicable To: https://soleosenergy.com/

About this Policy

This Privacy Policy explains how Soleos Energy Pvt. Ltd. (“Soleos”, “we”, “us” or “our”) collects, uses, stores, shares and protects personal data when you visit our website, contact us, request a proposal, sign up for updates, submit vendor or project information, apply for a job, or otherwise interact with us online or offline in connection with our solar EPC, O&M, finance, insurance and related services.

This Policy is written in simple language and is intended to align with generally accepted privacy standards, including the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025 in India, and GDPR-style transparency and rights principles where applicable to our European operations or services.

Who We Are

Soleos Energy Pvt. Ltd. operates this website and provides solar engineering, procurement and construction, asset management, finance, insurance, and related renewable energy services to both residential and commercial customers. Our website also routes enquiries to relevant Soloes group entities or regional offices where needed for a project, quotation, or local support requirement.

Primary India contacts details

Registered office

H-412, Sumel Business Park 7, Ahmedabad, Gujarat, India - 380023

Corporate office

702-704, Altimus, Navrangpura, Ahmedabad, Gujarat, India - 380009

Email

sales@soleosenergy.com

Phone

+91 8320095024

Scope

This Policy applies to personal data processed through our website, contact forms, email communications, newsletters, business development interactions, request-for-proposal or tender interactions, recruitment processes, vendor onboarding, customer onboarding, project execution support, and other related digital touchpoints controlled by Soleos.

This Policy does not override any separate contract, bid document, NDA or project-specific data processing terms that may apply to a particular customer, vendor, employee, or partner relationship. A separate written contract deals specifically with privacy or confidentiality, that contract will govern to the extent of any conflict.

Personal Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

Identity and contact data

name, company name, job title, email address, phone number, postal address, city, state, country and business website.

Project and commercial data

site location, electricity usage details, roof or land details, technical requirements, bills, drawings, proposals, feasibility inputs, tender documents, financing or insurance-related details, and other information needed for a quotation, project assessment, or delivery.

Communication data

messages submitted through forms, emails, call notes, meeting requests, support tickets, feedback, complaint details, and records of our correspondence with you.

Usage and device data

IP address, browser type, device identifiers, operating system, pages visited, timestamps, referring URLs, error logs, and related diagnostic information.

Cookie and preference data

information collected through cookies, consent tools and similar technologies as described in our Cookie Policy.

Recruitment and vendor data

CVs, work history, qualifications, references, compliance documents, tax or payment details and due-diligence materials where relevant.

Public and third-party data

information from business networking sites, publicly available records, channel partners, affiliates, lead providers, references, regulators, or service providers, where legally permitted.

How We Use Personal Data

We use personal data only for legitimate, specified purposes connected with our business and website operations. These purposes may include:

to respond to enquiries, arrange meetings, share company information, and provide quotations or proposals;
to assess project suitability, prepare technical or commercial offers and evaluate EPC, O&M, finance, insurance, or asset-management opportunities;
to negotiate, execute and administer contracts with customers, suppliers, contractors, consultants, and partners;
to operate, secure, improve and troubleshoot our website, systems, and digital infrastructure;
to send service, transactional, administrative, or security-related communications;
to send marketing communications about our services, case studies, thought leadership or events, where permitted by law and subject to your choices;
to manage recruitment, careers, vendor onboarding, and compliance checks;
to maintain records, manage disputes, enforce contracts, prevent fraud, protect rights, and meet legal, tax, regulatory or audit obligations;
to support mergers, acquisitions, restructuring, investment due diligence, or other lawful corporate transactions, subject to confidentiality safeguards.

Legal Bases for Processing

Where required by applicable law, we process personal data on one or more of the following bases:

your consent, including consent for non-essential cookies or certain marketing communications;
the performance of a contract, or steps taken at your request before entering into a contract;
our legitimate business interests, such as responding to business enquiries, securing our website, improving services, maintaining customer relationships, and protecting our legal rights;
compliance with legal or regulatory obligations;
other lawful grounds available under applicable data protection law.

Data Minimisation and Accuracy

We aim to collect only the personal data that is reasonably necessary for the relevant purpose. We ask that you provide accurate, current, and complete information and notify us if your details change. We may update records using information lawfully obtained from you, your organisation, public sources or authorised third parties.

Marketing Communications

Where permitted by law, we may send you updates about our services, projects, events, or insights that may be relevant to your business. You may opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us. Opting out of marketing does not affect service-related or transactional communications.

Cookies and Similar Technologies

We use cookies and similar technologies to run the website, remember preferences, secure forms, and understand website usage. Non-essential cookies should only be placed after obtaining the level of consent required by applicable law. Please read our Cookie Policy for more detail.

When We Share Personal Data

We do not sell personal data. We may share personal data only on a need-to-know basis with:

our group companies, affiliates, and regional offices, where relevant to your enquiry, project, or support requirement;
website hosting providers, cloud providers, CRM providers, analytics providers, email or communication platforms, IT support, cybersecurity vendors, and other service providers acting on our instructions;
professional advisers such as lawyers, accountants, auditors, insurers, banks, payment providers, and financing partners;
government bodies, electricity distribution companies, regulators, subsidy authorities, courts, law-enforcement agencies, or other authorities where required by law or necessary to protect rights or safety;
counterparties and advisers involved in an actual or proposed merger, investment, acquisition, reorganization, or sale of business assets;
other parties where you ask us to share data or where sharing is necessary to perform a service you requested.

Any third-party processing personal data on our behalf is expected to handle it confidentially and only for authorised purposes, subject to appropriate contractual and security obligations.

International Data Transfers

Soloes operates across multiple jurisdictions and may transfer or allow access to personal data across India and other countries where we or our service providers operate, including where regional offices or project teams are involved. Where applicable law requires, we will implement appropriate safeguards for cross-border transfers, such as contractual protections, access controls, policy measures, or other recognised transfer mechanisms.

Data Retention

We keep personal data only for as long as reasonably necessary for the relevant purpose, or longer where required for legal, regulatory, tax, audit, warranty, safety, dispute-resolution or record-keeping purposes.

By way of standard practice:

general website enquiry and lead records are typically retained for up to 24 months from the last meaningful interaction;
customer, project, contract, technical, warranty and billing records are typically retained for the contract term and a reasonable post-contract period, often up to 8 years or longer where required by law or ongoing claims;
vendor, finance, tax, and compliance records are retained as required by applicable law and internal control requirements;
recruitment records are usually retained for up to 12 months unless a longer period is required by law or consented to by the applicant;
cookie consent logs, access logs and security records are retained only for as long as reasonably needed to evidence compliance, maintain security and investigate incidents.

We may anonymise or aggregate information so that it no longer identifies any individual, in which case we may use that information for lawful business analytics and reporting.

Security

We maintain reasonable technical, organisational, and administrative safeguards designed to protect personal data against unauthorised access, disclosure, alteration, loss or misuse. These safeguards may include access controls, authentication, role-based permissions, secure hosting, backups, logging, contractual confidentiality obligations, and review of service providers. No internet transmission or storage system is completely secure, so we cannot guarantee absolute security.

If we become aware of a personal data breach that requires notification under applicable law, we will take appropriate containment, investigation, and notification steps.

Your Rights

Depending on your location and the law that applies, you may have the right to:

request information about the personal data we hold about you and how we process it;
request access to, correction of or updating of inaccurate or incomplete personal data;
request deletion of personal data where there is no lawful reason to continue processing it;
withdraw consent where processing depends on consent;
object to or request restriction of certain processing, including direct marketing in some cases;
request portability of data where applicable;
lodge a complaint with an appropriate regulator or supervisory authority;
exercise grievance redressal and related rights available under Indian law, and nominate another person to exercise rights were permitted by law.

We may need to verify your identity before acting on a request. We may also deny or limit a request where an exemption or legal obligation applies, including where retaining data is necessary for contract performance, compliance, security, fraud prevention, warranty administration, or legal claims.

Children’s Privacy

Our website and services are not directed to children. We do not knowingly collect personal data from children through the website unless permitted by law and accompanied by any legally required consent. If you believe a child has provided personal data to us inappropriately, please contact us so we can take suitable action.

Sensitive or Special Category Data

Please do not send us sensitive personal data through the website unless it is strictly necessary and specifically requested for a lawful purpose. If sensitive data is required for a project, employment, insurance, compliance, or legal purpose, it will be handled with additional safeguards appropriate to the context and the law that applies.

Automated Decision-Making

We do not use the website to make solely automated decisions that produce legal or similarly significant effects on individuals without appropriate human involvement.

Third-Party Websites and Embedded Content

Our website may contain links to third-party sites or embedded content such as maps, videos, articles, social content, or external forms. Those third parties may collect data independently under their own privacy notices. We are not responsible for third-party privacy practices that are outside our control.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, our business, or our website. The updated version will be posted on this page with a revised effective date. Material changes should not be applied retroactively in a way that is inconsistent with applicable law.

Contact and Grievance Handling

For privacy questions, complaints, consent withdrawal, or rights requests, please contact Soleos using the details in Section 2. To help us process your request efficiently, please mention the subject line “Privacy Request” and provide enough information for us to verify and locate your records.

If you are not satisfied with our response, you may have the right to escalate the matter to the relevant data protection or supervisory authority, including in India or the jurisdiction where you are located, subject to applicable law.