Solis is a school-management software service operated in the United Kingdom. It helps performing-arts and other tuition-based schools run classes, timetables, attendance, invoicing, events and communications in one place.
If you have any question about this Privacy Policy or about how Solis handles information, please contact hello@solisapp.co.uk.
Most of the information in Solis — student details, parent and guardian contact information, attendance, invoices and similar records — is entered and controlled by the school using Solis. In data protection terms, the school is normally the data controller of that information: it decides why the information is collected and how it is used.
Solis processes that information on the school's behalf, as a data processor, in order to provide the platform. Solis does not own, and does not decide how to use, a school's student, parent or staff data beyond what is needed to run the service the school has asked for.
Solis acts as controller only for a narrower set of information relating directly to operating the service itself — for example account, support, security and service-administration information (such as who has an account, login activity, and support correspondence) — and for enquiries from schools asking about Solis itself (see “Enquiries about Solis” in section 3).
Depending on how a school uses Solis, the platform may process:
Schools decide which information they enter into Solis and about whom. Solis does not require any particular field to be completed beyond what the software needs to function.
Solis does not have dedicated fields for medical, allergy or other health information, or for photographs of students. Free-text fields, such as notes, contain whatever a school chooses to type into them.
Enquiries about Solis. If you ask about Solis using the form on the Solis website (for example to book a demo), Solis receives the details you enter — your name, email address, the name of your school, its approximate number of pupils and, if you add them, a phone number and a message — together with which page and link you came from (for example a campaign tag) and a one-way coded form of your device's internet address, used only to stop the form being misused. Solis is the controller of this information. It is used only to reply to you and follow up your enquiry; you are not added to a mailing list. It is kept while we are in touch about your enquiry, and deleted if you ask us to delete it. The Solis website itself sets no cookies.
Information held in Solis is used to:
Solis uses a small number of service providers to operate the platform. Depending on which features a school enables, information may be processed by:
Not every provider receives every piece of data. Each provider only receives the information necessary for the specific feature it supports. For example:
Pages in Solis also load some public design and script libraries and a typeface from content-delivery providers (jsDelivr, unpkg and Google Fonts). These providers receive the technical details that come with any web request, such as IP address and browser type — see the Cookie Policy.
Solis includes optional AI-assisted features, provided through Solis's configured AI provider (currently Anthropic). AI features can be switched on or off for each school, and a school may use its own Anthropic account instead of Solis's. When an AI feature runs, the information relevant to that task is sent to the AI provider to produce a result:
Free-text student notes are not sent to any AI feature.
Solis does not use school data to train AI models, and the AI provider does not thereby gain ownership of any school's data. We cannot make guarantees on behalf of third-party AI providers about their own internal handling of requests beyond what their own published terms describe.
Solis does not itself hold customers' card details or card funds. Where a school enables card payments, invoices and event tickets are paid on a payment page hosted by Stripe. The payment is made to the school's own Stripe account: the school is the merchant and the money goes to the school, not to Solis. Stripe processes those payments subject to its own terms.
Where Solis charges a school for its Solis subscription, it does so through Solis's own, separate Stripe account.
Where a school connects an accounting system (QuickBooks, Xero or FreeAgent), invoice and payment information is sent to that system in order to keep the school's accounting records up to date, as described in section 5.
Information is kept for as long as is needed to provide the service to the school, to meet applicable legal or accounting obligations, to resolve disputes or security issues, or in line with a school's own legitimate retention or deletion instructions. Solis does not currently apply fixed statutory retention periods on a school's behalf; a school that needs specific data removed or retained should contact Solis using the details above.
Solis applies reasonable technical and organisational measures intended to protect information against loss, misuse and unauthorised access, including access controls, encrypted connections and separation between schools' data. No system can be guaranteed to be completely secure, and Solis cannot promise that a breach will never occur, but the platform is built with these protections as a priority.
Some of the technology providers Solis relies on process information in countries other than the United Kingdom. The main Solis web service, including files schools upload, is hosted by Render in its Frankfurt (Germany) region, and Solis's production database is hosted by Supabase in its Zurich (Switzerland) region.
The other providers listed in section 5, and the content-delivery providers described in the Cookie Policy, may process information in other countries, under their own published terms and privacy policies. If you have a question about where information is processed, please contact Solis using the details above.
Because a school is normally the data controller of student, parent and staff information, individuals should usually contact their school directly to exercise rights over that information, such as access, correction or deletion.
Where Solis is itself the controller — for example, for account, support or service-administration information — you may contact Solis directly using the details above.
Solis is designed for use by schools and performing-arts organisations, which may hold information about children as part of managing their students. Solis is not an advertising service, and does not sell children's personal data. Solis is intended to be provided through the school rather than as a service that children independently sign up to. The school remains responsible for determining the appropriate lawful basis for information it manages about children and, where relevant, its relationship with parents or guardians.
Solis uses a small number of cookies and browser storage items to keep users signed in, to protect certain steps such as connecting an accounting system, and to remember on-screen preferences on the user's own device. Solis does not use advertising or tracking cookies, and does not use any analytics service. Each item, what it is for and how long it lasts is listed in the Cookie Policy.
Solis does not sell personal information to advertisers.
This Privacy Policy may be updated from time to time as Solis develops. If you have any question about this policy or about how your information is handled, please contact hello@solisapp.co.uk.