Security & privacy
How we look after people’s data.
The plain-words version of how Solace365 protects the people who use it. Every statement here describes how the product works today.
On this page
Who can see what
| Information | Member (you) | Admin | Solace Group staff |
|---|---|---|---|
| Your check-in answer | Yes | No. Only group totals for 5+ people | Only to run the service |
| Check-in notes, reflections, Lumen chats | Yes | No | Only to run the service |
| How many times you’ve checked in | Yes | Yes (a count, never the answers) | Only to run the service |
| Recognition, coins, badges, reward requests | Yes | Yes | Only to run the service |
| Messages | If you’re in the conversation | Only if they’re in it, or one message someone reports to them | Only to run the service |
There are two roles. Members use the app. Admins run it for their organization: they add people, set rewards and challenges, and read group-level insights and reports.
Group-only insights
Wellbeing in Leadership insights is always a group total, and a group only appears once at least 5 people in it have answered. No screen shows an admin one person’s mood. The one exception is chosen by the member: if they ask for someone to reach out after a check-in, the trained contact their organization picked can see that one check-in. What someone feels never changes how many Solace Coins a check-in earns.
Hosting and encryption
- Solace365 is hosted on Amazon Web Services (AWS) in the United States.
- Every connection to the app and this website is encrypted in transit (HTTPS/TLS).
- Sign-in is handled by Amazon Cognito. We never see or store your password in plain text.
Each organization kept separate
Every organization’s data is kept separate from every other organization’s at the database level, so one organization cannot read another’s. There is no public sign-up: only people an organization adds can join it.
AI (Lumen)
Lumen runs on Amazon Bedrock under terms that do not allow conversations to be used to train the AI models. Lumen conversations are kept for 30 days, then deleted automatically, and the member can delete them sooner. Employers cannot read them. See Lumen.
No ads, no trackers
We do not sell data and we do not show ads. The app has no third-party analytics, advertising or crash-reporting tools, and this website sets no analytics or advertising cookies.
Retention
- Lumen conversations: 30 days.
- Database backups: up to 14 days.
- Server logs: kept only as long as needed to run and secure the service.
- Everything else: while your organization uses Solace365, or until you ask us to delete your account. Full details are in the Privacy Policy.
Service providers
- Amazon Web Services: hosting, database, file storage, sign-in, email, AI (Bedrock), voice-note transcription and document text reading.
- Tremendous: delivers gift cards; receives the recipient’s name and email.
- Google: only if a member connects Google Drive, and only for the files they pick.
Report a concern
If you think you’ve found a security problem, or you’re worried about how data is handled, email admin@solace365.com. Please include as much detail as you can and do not include anyone’s private data.