GLOBAL PRIVACY POLICY

Effective Date: February 02, 2026

1. WHO WE ARE

Solaris Relocations Inc. (United States) and Solaris Relocations Ltd. (United Kingdom), together with each of their respective subsidiaries, affiliates, predecessors, successors, and related entities (collectively, “Solaris,” “we,” “us,” or “our”), provide global relocation, moving, transportation, logistics, storage, destination services, and related support services.

This Privacy Policy explains how Solaris collects, uses, discloses, secures, retains, and otherwise processes personal information in connection with our business operations worldwide.

2. SCOPE

This Privacy Policy applies to personal information processed by Solaris in connection with: (i) our websites, portals, and digital services; (ii) our service delivery operations (including domestic and international moves and storage); (iii) client, vendor, and partner relationships; (iv) recruitment; and (v) communications and marketing.

This Privacy Policy does not cover information processed by third parties acting independently as controllers or businesses (for example, your employer, a governmental authority, or a third-party platform) even if we interact with them in connection with providing services.

3. DEFINITIONS

“Personal information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an identified or identifiable individual (and includes “personal data” as used in the UK GDPR and EU GDPR).

“Sensitive personal information” includes categories that receive heightened protections under applicable law, such as precise geolocation, government identifiers, passport/immigration information, health-related information, biometric identifiers, racial or ethnic origin, religious beliefs, union membership, sexual orientation, and similar categories where regulated.

“Process” or “processing” means any operation performed on personal information, such as collection, use, storage, disclosure, analysis, transfer, or deletion.

4. OUR ROLE: CONTROLLER, PROCESSOR, BUSINESS, SERVICE PROVIDER

Depending on the context, Solaris may act as:

(a) a “controller” (UK/EU) or “business” (certain U.S. state laws) when we determine the purposes and means of processing; or
(b) a “processor” (UK/EU) or “service provider/processor” (certain U.S. state laws) when we process personal information on behalf of a client (for example, an employer sponsoring a relocation).

Where Solaris acts as a processor/service provider for a client, the client’s privacy notice and instructions may govern, and requests may need to be directed to that client, subject to applicable law.

5. PERSONAL INFORMATION WE COLLECT

Solaris may collect personal information from: (i) individuals (assignees, transferees, family members, clients, site visitors); (ii) employers or corporate clients sponsoring moves; (iii) agents, carriers, destination partners, warehouses, insurers, brokers, and other logistics partners; (iv) public authorities (as needed for customs/regulatory compliance); and (v) automated technologies on our websites and systems.

Categories of personal information may include, without limitation:

(a) Identifiers and contact details: name, address, email, telephone number, emergency contacts, relationship information (e.g., spouse/partner name where provided for services).

(b) Government and compliance identifiers: passport information, visa/immigration data, national identification numbers where required, driver’s license information, customs declarations and references, and other documentation required to lawfully perform cross-border services.

(c) Employment and assignment information: employer name, assignment details, relocation timelines, origin/destination, authorization contacts, job title/level where relevant, and mobility program details.

(d) Household goods and shipment information: inventories, item descriptions, declared values, shipping references, storage details, delivery requirements, access notes, photographs of goods (where needed for claims, inventory, or condition), and move instructions.

(e) Financial and transaction information: billing and invoice details, payment confirmation records, bank remittance references, insurance details, claims information, and audit records (Solaris does not intentionally collect full payment card data if processed by third-party payment processors, but transaction references may be retained).

(f) Communications: emails, messages, calls, notes, service tickets, complaint records, satisfaction surveys, and other correspondence.

(g) Website and device data: IP address, device identifiers, browser type, operating system, language settings, approximate location inferred from IP, logs, page interactions, and security telemetry.

(h) Vendor and partner information: business contact information, role and authorization, due diligence data, and performance records.

(i) Recruitment data (if you apply for work): resume/CV, employment history, education, references, background screening information where permitted by law, and right-to-work verification details.

(j) Sensitive personal information (only where necessary and lawful): passport/immigration data, government identifiers, limited health-related information (e.g., accommodation or accessibility needs you choose to provide), and other sensitive data strictly as required for service delivery, legal compliance, or claims handling.

Solaris does not knowingly collect personal information from children except where a child’s information is provided by a parent/guardian or employer in connection with family relocation services and only as permitted by applicable law.

6. WHY WE PROCESS PERSONAL INFORMATION

Solaris processes personal information for the following purposes:

(a) Service delivery: planning and executing relocations; pickup, packing, transport, customs processing, warehousing, storage, and delivery; destination and settling-in services; coordination with authorized partners; and customer support.

(b) Legal and regulatory compliance: customs, trade, border, sanctions screening where required, recordkeeping, taxation or regulatory filings, and responding to lawful government requests.

(c) Operations and security: fraud prevention, authentication, access control, security monitoring, incident detection, and business continuity.

(d) Billing and finance: invoicing, payment processing, reconciliation, credit control, dispute resolution, and audit.

(e) Insurance and claims: administering coverage, investigating and resolving claims, loss prevention analysis, and related communications.

(f) Business improvement: quality assurance, training, analytics, service improvement, and internal reporting.

(g) Marketing and relationship management (where permitted): business communications, newsletters, and service updates; managing preferences; and measuring engagement. Where required, we obtain consent and provide opt-out mechanisms.

(h) Corporate governance and transactions: due diligence and execution relating to mergers, acquisitions, reorganizations, financing, or asset transactions.

(i) Recruitment: evaluating candidates, scheduling interviews, verifying qualifications, and onboarding where hired.

7. LAWFUL BASES FOR PROCESSING (UK/EU AND SIMILAR REGIMES)

Where applicable, Solaris relies on one or more lawful bases:

(a) Contract: processing necessary to perform a contract with you or to take steps at your request prior to entering a contract.

(b) Legal obligation: processing necessary to comply with applicable laws (including customs, immigration, tax, and regulatory requirements).

(c) Legitimate interests: processing necessary for Solaris’s legitimate interests (e.g., service delivery coordination, security, fraud prevention, service improvement, and business administration), balanced against your rights and interests.

(d) Consent: where required (e.g., certain marketing communications or non-essential cookies in some jurisdictions). You may withdraw consent at any time, without affecting lawfulness prior to withdrawal.

(e) Vital interests: where necessary to protect an individual’s life or physical safety (rare in our context).

8. DISCLOSURE OF PERSONAL INFORMATION

Solaris discloses personal information only as necessary, and subject to appropriate safeguards, to:

(a) Our group companies and internal teams with a need to know for business purposes.

(b) Service partners and logistics providers: movers, carriers, packers, warehouses, destination agents, customs brokers, surveyors, and related subcontractors.

(c) Clients and sponsors: employers or corporate clients sponsoring or authorizing services, consistent with contractual requirements and local law.

(d) Professional advisors: legal counsel, auditors, accountants, consultants, and insurers.

(e) IT and security vendors: hosting providers, communications platforms, analytics providers, helpdesk tools, and cybersecurity service providers.

(f) Payment and finance partners: payment processors, banks, and collections support (as permitted).

(g) Government and regulatory authorities: customs, border agencies, regulators, courts, or law enforcement when required or permitted by law.

(h) Corporate transaction counterparties: buyers, sellers, financiers, or advisors in connection with an actual or proposed corporate transaction, subject to confidentiality and lawful processing.

Solaris does not disclose personal information to third parties in exchange for money. Solaris does not “sell” personal information as that term is defined by certain U.S. state laws. Solaris does not “share” personal information for cross-context behavioral advertising as defined by certain U.S. state laws.

9. COOKIES, ANALYTICS, AND SIMILAR TECHNOLOGIES

Solaris may use cookies and similar technologies for: (i) essential functionality; (ii) security; (iii) preferences; (iv) analytics; and (v) communications and performance measurement, as permitted by law. Where required, Solaris will provide appropriate notice and obtain consent for non-essential cookies. You can manage cookie preferences through your browser settings and other available controls, noting that disabling certain cookies may affect functionality.

Solaris does not respond to “Do Not Track” signals where not required by law, and where required will honor applicable lawful opt-out mechanisms.

10. MARKETING COMMUNICATIONS

Where permitted by law, Solaris may send marketing or business relationship communications. You may opt out of marketing communications at any time. Service-related communications (for example, move status updates, billing notices, security notices, and contractual notices) may still be sent as they are necessary to provide services or comply with legal obligations.

11. AUTOMATED DECISION-MAKING AND PROFILING

Solaris does not use automated decision-making (including profiling) that produces legal effects or similarly significant effects on individuals without appropriate human involvement and safeguards, except where permitted by law and with required notices and rights.

12. INTERNATIONAL DATA TRANSFERS

Because Solaris operates globally, personal information may be transferred to, stored in, or accessed from countries other than where you live, including countries that may not provide the same level of data protection.

Where required, Solaris implements appropriate transfer safeguards, which may include:
(a) contractual protections approved or recognized under applicable law (including standard contractual clauses and UK international data transfer mechanisms);
(b) additional technical and organizational measures appropriate to the risk; and
(c) risk-based transfer assessments where required.

13. DATA SECURITY

Solaris maintains a comprehensive information security program with administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, acquisition, disclosure, alteration, loss, or destruction. Measures may include access controls, least-privilege principles, encryption where appropriate, secure development and patching practices, vendor security reviews, monitoring and logging, employee training, and incident response procedures.

No method of transmission or storage is perfectly secure; however, Solaris implements safeguards appropriate to the nature of the information processed and the risks presented.

14. INCIDENTS AND BREACH NOTIFICATION

Solaris maintains procedures to detect, investigate, contain, and remediate suspected security incidents involving personal information. Where legally required, Solaris will provide notifications to affected individuals, regulators, and/or clients within the timeframes and in the manner required by applicable law. Where Solaris acts as a processor/service provider for a client, notifications may be provided to the client in accordance with contract and law.

15. DATA RETENTION

Solaris retains personal information for no longer than necessary to achieve the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, needed to establish, exercise, or defend legal claims, or required for legitimate business needs such as audits, compliance, dispute resolution, and safety.

Retention periods vary based on:
(a) service type and jurisdiction;
(b) legal and regulatory obligations (including customs and tax retention rules);
(c) contractual requirements with clients and partners; and
(d) limitation periods applicable to claims.

16. YOUR RIGHTS AND CHOICES

Depending on your jurisdiction and Solaris’s role (controller/business versus processor/service provider), you may have rights including:

(a) Access: request confirmation and access to personal information we hold about you.

(b) Correction: request correction of inaccurate or incomplete personal information.

(d) Restriction/Objection: request restriction of processing or object to processing based on legitimate interests, where applicable.

(e) Portability: request a copy of certain personal information in a portable format, where applicable.

(f) Withdraw consent: where processing is based on consent, you may withdraw at any time.

(g) Appeals: where required by certain U.S. state laws, you may appeal a denial of a privacy request.

(h) Non-discrimination: you will not be unlawfully discriminated against for exercising privacy rights.

To protect privacy and security, Solaris may take reasonable steps to verify identity before fulfilling requests. If you use an authorized agent, we may require proof of authorization and identity verification consistent with applicable law.

If Solaris processes your information on behalf of a client (for example, your employer’s mobility program), we may direct your request to the client or coordinate with the client as required.

17. UNITED STATES STATE PRIVACY DISCLOSURES

This section provides disclosures intended to satisfy U.S. state privacy laws where applicable, including the California Consumer Privacy Act as amended by the California Privacy Rights Act and similar laws in other states.

(a) Categories of personal information collected: identifiers; customer records; characteristics of protected classifications (only where voluntarily provided or required by law); commercial information; internet or network activity; geolocation data (generally approximate, unless required for service); professional/employment information; and, in limited circumstances, sensitive personal information (such as government identifiers and passport/immigration data) where necessary for service delivery or legal compliance.

(b) Sources: individuals; employers/clients; authorized agents; logistics partners; insurers; payment providers; and service providers.

(c) Business purposes for collection and use: providing services; security and fraud prevention; quality assurance; debugging and system integrity; customer service; audits and compliance; legal obligations; and internal analytics.

(d) Disclosure: Solaris discloses personal information to service providers/contractors and business partners for the purposes described above. Solaris requires contractual safeguards appropriate to the relationship and applicable law.

(e) Selling and sharing: Solaris does not sell personal information. Solaris does not share personal information for cross-context behavioral advertising as defined by California law.

(f) Sensitive personal information: Solaris limits collection and use of sensitive personal information to what is necessary to provide services, comply with law, ensure security, and manage claims and disputes, consistent with applicable requirements.

(g) Retention: see Section 15.

(h) Requests: you may submit access, correction, and deletion requests where applicable. You may designate an authorized agent where permitted.

18. UK AND EEA PRIVACY DISCLOSURES

Where Solaris acts as a controller under UK/EU law, you may have the right to lodge a complaint with a relevant supervisory authority. You may also have the right to object to processing based on legitimate interests and to request restriction or erasure as described above, subject to lawful limitations.

19. THIRD-PARTY SERVICES AND INTEGRATIONS

Our websites or operations may interface with third-party tools, platforms, or services. Solaris is not responsible for third-party privacy practices when those third parties act as independent controllers. We encourage you to review their privacy notices where relevant.

20. CHANGES TO THIS PRIVACY POLICY

Solaris may update this Privacy Policy from time to time to reflect changes in law, regulatory guidance, technology, or business practices. The updated version will be effective as of the revised Effective Date.

21. CONTACT

To submit a privacy request, ask a question, or raise a concern, contact Solaris at:

Solaris Relocations Inc. / Solaris Relocations Ltd.
Attn: Privacy / Compliance

Mailing Address:
16192 Coastal Highway
Lewes, DE 19958
Sussex County

Email Address: info@solarisrelocations.com
Contact Number: +1 646 801 6977