Privacy Policy
Learn how we collect, use and protect your personal information.
Privacy Policy
Legal Entity: Soleos Energy Limited
Website / Digital Property: https://soleosenergy.com/
Effective Date: 18-06-2026
Review Frequency: Annual, or earlier upon change in law, business model, website functionality or data-processing practice
Policy Owner: IT Manager
Approved By: Board of Directors and IT Manager
Grievance Officer: [Name, designation, email, phone and postal address to be inserted before publication]
Table of Contents
- Purpose and Policy Statement
- Who We Are and How to Contact Us
- Scope and Applicability
- Key Definitions
- Categories of Personal Data We May Collect
- How We Collect Personal Data
- Purposes for Which We Use Personal Data
- Legal Bases and Consent
- Data Minimisation, Accuracy and User Responsibility
- Cookies, Analytics and Similar Technologies
- Marketing Communications
- Sharing and Disclosure of Personal Data
- International Data Transfers
- Data Retention and Deletion
- Security Practices and Safeguards
- Personal Data Breach
- Your Rights
- Grievance Redressal and Request Handling
- Children and Minors
- Sensitive Information and Documents
- Third-Party Websites, Platforms and Embedded Content
- Automated Processing and Profiling
- Corporate Transactions and Listing-Related Use
- Changes to This Policy
- Contact Details
1. Purpose and Policy Statement
This Privacy Policy explains how Soleos Energy Limited, together with its applicable group entities, affiliates, subsidiaries, regional offices and authorised representatives (collectively, "Soleos", "Company", "we", "us" or "our"), collects, receives, uses, stores, processes, shares, transfers, protects, retains and deletes personal information when any person uses our website, contacts us, submits an enquiry, seeks a proposal, applies for employment, engages with us as a vendor, partner, customer, investor, consultant or stakeholder, or otherwise interacts with us through our official digital or business channels.
This Policy is intended to comply with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("SPDI Rules"), the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025, as amended, notified and applicable from time to time. Where the General Data Protection Regulation, other overseas privacy laws, sectoral regulations or contractual data protection obligations apply to a particular Soleos entity, project, customer or jurisdiction, Soleos will also apply such additional requirements to the relevant processing activity.
2. Who We Are and How to Contact Us
Soleos is engaged in renewable energy, solar EPC, project development, operations and maintenance, asset management, finance facilitation, insurance facilitation and related energy-transition services for residential, commercial, industrial, institutional, utility and international customers.
Registered Office | 802, 8th Floor, Altimus, Shreyas Colony, Tera Panth Road, Off. Ashram Road, Navrangpura, Ahmedabad, Gujarat - 380009 Website https://soleosenergy.com/ Email sales@soleosenergy.com Phone +91 8320095024 Privacy / Grievance Contact [privacy@soleosenergy.com / grievance officer email to be inserted]
3. Scope and Applicability
This Policy applies to personal data or personal information processed by Soleos through the website, contact forms, email, newsletters, CRM systems, proposal submissions, tender interactions, customer onboarding, vendor onboarding, recruitment, project-support communications, complaint handling, investor or corporate communications, and other online or offline business interactions controlled by Soleos.
This Policy does not replace any separate agreement, data-processing addendum, confidentiality agreement, non-disclosure agreement, employment document, customer contract, vendor agreement, tender condition or project-specific privacy term. In case of conflict, the stricter privacy, confidentiality or security obligation shall apply unless applicable law requires otherwise.
4. Key Definitions
Personal Data / Personal Information | Any information relating to an identified or identifiable natural person, including data that can identify a person directly or indirectly. Sensitive Personal Data or Information / SPDI | Sensitive categories recognized under Indian SPDI Rules, including passwords, financial information, health information, sexual orientation, medical records and history, biometric information, and information received by a body corporate for processing or stored or processed under lawful contract. Data Principal The individual to whom digital personal data relates, including the parent or lawful guardian where applicable. Data Fiduciary The person or entity that determines the purpose and means of processing personal data. Soleos may act as a Data Fiduciary for website, customer, vendor, recruitment and stakeholder data. Data Processor A person or entity that processes personal data on behalf of a Data Fiduciary, such as cloud, hosting, CRM, analytics, IT support, cybersecurity, communication or professional service providers. Processing Any operation performed on personal data, including collection, recording, organization, storage, use, sharing, disclosure, transfer, retrieval, restriction, erasure or destruction. Consent Free, specific, informed, unconditional and unambiguous indication of the Data Principal’s agreement to the processing of personal data for a specified purpose, where consent is the applicable legal basis.
5. Categories of Personal Data We May Collect
Depending on the nature of the interaction, Soleos may collect the following categories of personal data. We collect only such data as is reasonably necessary, proportionate and connected to a lawful and specified purpose.
Identity and Contact Data Name, company name, designation, email address, phone number, postal address, city, state, country, business website and preferred communication details. Business and Project Data Site location, electricity consumption, roof or land details, drawings, technical inputs, electricity bills, project feasibility details, proposal data, tender documents, project correspondence and related commercial inputs. Communication Data Messages submitted through forms, emails, call notes, meeting requests, support tickets, complaints, feedback and correspondence records. Usage, Device and Technical Data IP address, browser type, device identifiers, operating system, pages visited, timestamps, referring URLs, logs, diagnostics, cookies and similar technology data. Recruitment Data CV, employment history, qualifications, references, assessment information, interview notes, identity details and other job-application information. Vendor, Partner and Compliance Data GST, PAN, bank details, payment details, due-diligence documents, tax information, certifications, registrations, work records, insurance information and compliance confirmations. Finance, Insurance and Transaction Data Information required to assess, arrange, process or support project finance, subsidy, payment, billing, insurance or related commercial arrangements. Public and Third-Party Data Information lawfully received from public sources, business networking platforms, referrals, channel partners, affiliates, lead providers, regulators, distribution companies, professional advisers or authorized service providers. Sensitive Personal Data or Information SPDI is collected only where necessary for a lawful purpose, with appropriate consent or legal basis, and with additional safeguards. Examples may include passwords, financial information, medical information, biometric information or other sensitive information where relevant to a specific transaction, employment, insurance, security or legal requirement.
6. How We Collect Personal Data
Soleos may collect personal data:
- directly from you when you submit forms, contact us, request information, apply for a job, submit documents, communicate with our representatives or engage in business discussions;
- from your organization, employer, authorized representative, consultant, channel partner, lender, insurer, vendor, customer, contractor or referee;
- automatically through cookies, logs, analytics tools, security systems and similar technologies used on the website;
- from public databases, government records, business directories, professional networks, regulatory portals, tender platforms and publicly available sources;
- from third-party service providers, professional advisers, project partners, distribution companies, financing partners, insurance partners, due-diligence providers and other lawful sources.
7. Purposes for Which We Use Personal Data
Soleos may use personal data:
- to respond to enquiries, calls, emails, website forms, proposal requests, meeting requests and business communications;
- to evaluate project feasibility, prepare technical and commercial proposals, share quotations, process tenders and support EPC, O&M, asset management, finance, insurance or renewable-energy services;
- to negotiate, execute, administer and perform contracts with customers, vendors, consultants, contractors, lenders, insurers, investors, advisors and partners;
- to onboard and manage vendors, consultants, employees, contractors, channel partners, customers and other stakeholders;
- to process recruitment applications, conduct interviews, assess suitability, verify credentials and manage hiring-related communications;
- to operate, administer, secure, audit, improve, maintain and troubleshoot the website, CRM, IT systems, forms, security logs, communication platforms and digital infrastructure;
- to send service, transactional, administrative, legal, security, project, billing, warranty, safety or operational communications;
- to send marketing communications, newsletters, case studies, event updates or thought-leadership content where permitted by law and subject to your choices;
- to comply with legal, tax, accounting, regulatory, audit, subsidy, tender, labor, safety, environmental, exchange-listing, ESG, investor, litigation or reporting obligations;
- to prevent fraud, misuse, cybersecurity incidents, unauthorized access, illegal activity, contractual breach or harm to Soleos, its users or third parties;
- to support internal governance, risk management, corporate transactions, investment due diligence, restructuring, merger, acquisition, financing, listing or sale of business assets, subject to confidentiality safeguards.
8. Legal Bases and Consent
Soleos processes personal data on one or more lawful bases recognised under applicable law, including consent, performance of contract, pre-contractual steps requested by you, legal obligation, legitimate business purpose, employment or vendor administration, compliance and security requirements, or any other ground permitted by law.
Where consent is required, Soleos will seek consent in a clear and informed manner. You may refuse to provide personal data or withdraw consent, subject to applicable legal, contractual and operational consequences. If withdrawal prevents Soleos from providing a requested service, processing an application, completing a transaction, complying with law, maintaining security or defending legal claims, Soleos may be unable to continue the relevant service or interaction.
For SPDI, Soleos will collect and process such information only for lawful purposes connected with a function or activity of Soleos, where the collection is necessary for that purpose, and where consent or another legally recognised basis applies. Soleos will not retain SPDI longer than required for the lawful purpose, unless retention is required for legal, regulatory, contractual, security, audit, dispute or record-keeping purposes.
9. Data Minimisation, Accuracy and User Responsibility
Soleos aims to collect only information that is adequate, relevant and limited to what is necessary for the relevant purpose. You are responsible for providing accurate, complete and current information and for ensuring that any personal data relating to another person is submitted only with proper authority, consent or legal basis.
Soleos may take reasonable steps to verify, update or correct records based on information lawfully received from you, your organisation, authorised third parties or public sources.
10. Cookies, Analytics and Similar Technologies
The website may use cookies, pixels, tags, logs, local storage, analytics tools, embedded tools and similar technologies to:
- operate the website;
- secure forms;
- remember preferences;
- understand website performance;
- improve user experience;
- measure engagement; and
- support marketing or communication activities.
Cookie Notice: Strictly necessary cookies may be used for website functionality and security. Non-essential cookies, analytics cookies, advertising cookies or tracking technologies will be used in accordance with applicable consent requirements. Users may manage cookie preferences through browser settings, cookie banners or consent tools made available on the website.
A separate Cookie Policy should be published where the website uses analytics, remarketing, third-party tracking or non-essential cookies.
11. Marketing Communications
Soleos may send business updates, newsletters, event invitations, project insights, service information, case studies or marketing communications where permitted by law.
You may opt out of marketing communications by:
- using the unsubscribe option;
- replying with an opt-out request; or
- contacting us.
Important: Opting out of marketing communications does not affect transactional, legal, administrative, project, security, warranty, billing or service-related communications.
12. Sharing and Disclosure of Personal Data
Soleos does not sell personal data.
Personal data is shared only on a need-to-know basis, for lawful and specified purposes, and subject to reasonable confidentiality, contractual and security controls.
Personal data may be shared with:
- Soleos group entities, affiliates, subsidiaries, regional offices and authorized representatives where relevant to your enquiry, project, business relationship, support requirement or internal administration;
- service providers and processors such as website hosting providers, cloud providers, CRM vendors, IT support, cybersecurity vendors, analytics providers, email platforms, communication tools, document-management systems and professional service providers;
- customers, vendors, contractors, consultants, lenders, insurers, channel partners, project partners, distribution companies and other parties where necessary for project assessment, contract performance, finance, insurance, O&M, warranty, safety or service delivery;
- lawyers, accountants, auditors, insurers, bankers, investors, merchant bankers, consultants, valuers, due-diligence advisers and other professional advisers;
- government bodies, regulators, courts, tribunals, law-enforcement agencies, electricity distribution companies, subsidy authorities, tax authorities, stock exchanges, depositories or other authorities where legally required or necessary to protect rights, safety or lawful interests;
- counterparties and advisers involved in actual or proposed financing, investment, listing, merger, acquisition, restructuring, asset sale or corporate transaction, subject to confidentiality and lawful safeguards;
- any other person where you have authorized disclosure or where disclosure is necessary to provide a service requested by you.
Where SPDI is disclosed to a third party, Soleos will do so only with consent, under a lawful contract, where necessary for the purpose for which it was collected, where required by law, or where permitted under applicable rules.
Third parties processing personal data on behalf of Soleos are expected to:
- process such data only as instructed;
- maintain confidentiality;
- apply reasonable security measures; and
- assist Soleos in meeting legal obligations.
13. International Data Transfers
Soleos operates and works with stakeholders across India and other jurisdictions.
Personal data may be accessed, stored, transferred or processed in India or other countries where Soleos, its group entities, service providers, project teams, customers, professional advisers or business partners operate.
Where applicable law restricts cross-border transfers, Soleos will implement appropriate safeguards such as:
- contractual protections;
- access controls;
- data minimization;
- encryption;
- transfer assessments;
- policy controls; or
- other recognized mechanisms.
14. Data Retention and Deletion
Soleos retains personal data only for as long as reasonably necessary for the purpose for which it was collected or for legal, contractual, regulatory, tax, audit, accounting, warranty, safety, security, dispute-resolution, enforcement, project, tender, ESG, investor or record-keeping requirements.
Website enquiries and general leads Up to 24 months from the last meaningful interaction, unless converted into a customer, vendor, partner or project relationship or unless longer retention is justified. Customer, project, EPC, O&M, warranty and technical records For the contract term and a reasonable post-contract period, typically up to 8 years or longer where required by law, warranty, safety, dispute or project documentation requirements. Vendor, finance, tax, compliance and payment records As required under applicable tax, accounting, commercial, regulatory, audit and internal-control requirements. Recruitment records Usually up to 12 months unless a longer period is required by law, consented to by the applicant, or relevant for future hiring, dispute or compliance purposes. Security logs, cookie logs and access logs Only as long as reasonably necessary for security, investigation, audit, compliance and system-integrity purposes. SPDI Retained only as long as required for the lawful purpose or as required for legal, security, contractual, audit, dispute or compliance purposes.
When personal data is no longer required, Soleos may delete, anonymize, aggregate, archive or securely restrict it in accordance with applicable law and internal retention procedures.
15. Security Practices and Safeguards
Soleos maintains reasonable technical, organizational, administrative and physical safeguards designed to protect personal data against unauthorized access, use, alteration, disclosure, loss, destruction or misuse.
These measures may include:
- access controls;
- role-based permissions;
- authentication;
- password controls;
- encryption where appropriate;
- secure hosting;
- backups;
- network security;
- logging;
- monitoring;
- employee confidentiality obligations;
- vendor due diligence;
- incident response procedures; and
- periodic review of service providers.
Soleos will maintain documented information security practices and procedures that are proportionate to the nature of personal data processed and the risks involved.
Where applicable and feasible, Soleos may align its information security program with recognized standards such as ISO/IEC 27001 or equivalent industry practices.
Security Disclaimer: No website, email, internet transmission or storage system is completely secure. Users should avoid sending unnecessary sensitive information through unsecured channels and should promptly inform Soleos of any suspected unauthorized access, misuse or security incident involving Soleos data or communications.
16. Personal Data Breach
If Soleos becomes aware of a personal data breach, it will take reasonable steps to:
- contain the incident;
- assess the incident;
- investigate the incident;
- mitigate the impact; and
- remediate the incident.
Where notification is required by applicable law, Soleos will notify the relevant authority, Data Protection Board, affected Data Principals, customers or contractual counterparties within the prescribed manner and timeline.
Soleos may also communicate recommended protective steps to affected individuals where appropriate.
17. Your Rights
Depending on the law that applies to you and the nature of processing, you may have the following rights:
- to request information about personal data processed by Soleos and the purposes of such processing;
- to access a summary of personal data and processing activities, where applicable;
- to correct, complete, update or rectify inaccurate or incomplete personal data;
- to request erasure or deletion of personal data where there is no lawful reason to continue processing or retention;
- to withdraw consent where processing is based on consent;
- to opt out of marketing communications;
- to lodge a grievance with the Grievance Officer and escalate to the appropriate authority where permitted by law;
- to nominate another person to exercise rights in the event of death or incapacity, where applicable;
- to exercise any additional rights available under GDPR or other applicable overseas privacy laws where such laws apply.
Soleos may verify your identity and authority before acting on a request.
Soleos may deny, defer, restrict or limit a request where permitted by law, including where retention or processing is necessary for:
- contract performance;
- legal compliance;
- security;
- fraud prevention;
- audit;
- warranty;
- safety;
- dispute resolution;
- establishment or defense of legal claims; or
- protection of rights and lawful interests.
18. Grievance Redressal and Request Handling
For privacy questions, complaints, consent withdrawal, rights requests or data-protection concerns, please contact the Grievance Officer using the details mentioned in the document-control table above or the contact section of this Policy.
To help us respond efficiently, please use the subject line:
Privacy Request
Please include sufficient information to:
- identify you;
- verify your authority; and
- locate the relevant records.
Soleos will endeavor to acknowledge and resolve grievances within the timelines prescribed under applicable law.
Under the SPDI Rules, grievances are expected to be redressed within one month from the date of receipt.
Where a request is complex or requires additional verification, Soleos may request further information or provide an interim response.
19. Children and Minors
The website and Soleos business services are not directed at children.
Soleos does not knowingly collect personal data from children through the website except where permitted by law and supported by required parental or guardian consent.
Where applicable law requires verifiable parental consent or restricts behavioral monitoring, tracking or targeted advertising directed at children, Soleos will apply the required safeguards.
If you believe a child has provided personal data to Soleos without appropriate authority, please contact the Grievance Officer.
20. Sensitive Information and Documents
Users should not submit sensitive personal data, passwords, financial credentials, health information, biometric information or confidential documents through the website unless specifically requested by Soleos for a lawful purpose and through an appropriate channel.
Where such information is necessary for:
- employment;
- vendor onboarding;
- project finance;
- insurance;
- security;
- compliance; or
- legal purposes,
Soleos will process it with additional safeguards appropriate to the sensitivity and legal requirements.
21. Third-Party Websites, Platforms and Embedded Content
The website may contain links to third-party websites or embedded content such as:
- maps;
- videos;
- forms;
- social media widgets;
- analytics scripts;
- job portals;
- CRM forms;
- payment links; or
- external resources.
These third parties may independently collect or process data under their own terms and privacy notices.
Soleos is not responsible for third-party privacy practices, content, security or availability outside its control.
Users should review the privacy notices of third-party platforms before interacting with them.
22. Automated Processing and Profiling
Soleos does not use the website to make solely automated decisions that produce legal or similarly significant effects on individuals without appropriate human involvement.
Soleos may use analytics, scoring, CRM tagging, segmentation or workflow tools for internal business, marketing, lead management, security or operational purposes, subject to applicable law and user choices.
23. Corporate Transactions and Listing-Related Use
Soleos may disclose or review personal data in connection with:
- financing;
- investment;
- due diligence;
- merger;
- acquisition;
- restructuring;
- listing;
- audit;
- valuation;
- ESG review;
- investor reporting; or
- sale of business assets.
Such access will be limited to authorized persons on a need-to-know basis and subject to confidentiality, legal and security controls.
24. Changes to This Policy
Soleos may update this Policy from time to time to reflect changes in:
- law;
- technology;
- website functionality;
- business operations;
- data practices; or
- governance requirements.
The updated version will be posted on the website with a revised effective date.
Material changes will not be applied retroactively in a manner inconsistent with applicable law.
25. Contact Details
For privacy-related queries, grievances, rights requests or consent withdrawal, users may contact:
Company Soleos Energy Limited Grievance Officer [Name and designation to be inserted] Email [privacy@soleosenergy.com / grievance officer email to be inserted] Phone [Phone number to be inserted] Address 802, 8th Floor, Altimus, Shreyas Colony, Tera Panth Road, Off. Ashram Road, Navrangpura, Ahmedabad, Gujarat - 380009
Document Status: Privacy Policy
Legal Entity: Soleos Energy Limited
Effective Date: 18-06-2026
Review Frequency: Annual