Privacy Policy

Last updated: June 2026

Sol Property Management, Inc., doing business as Solaris Property Management ("Solaris," "we," "us," or "our"), respects your privacy and is committed to protecting the information you share with us. This Privacy Policy describes how we collect, use, share, and safeguard information when you visit www.solarispm.com (the "Site"), submit a form, call or email us, or otherwise interact with our services.

By using the Site, you agree to the practices described here. If you do not agree, please do not use the Site.

1. Information We Collect

We collect information in three main ways: information you give us directly, information collected automatically when you browse, and information from third-party service providers we use to operate our business.

Information you provide directly. When you fill out a contact form, request a rental analysis, apply as a vendor, submit an agent referral, inquire about a vacation rental, or email or call us, you may share your name, email address, phone number, mailing or property address, the type of property you own or are renting, photos or documents you upload, and any other details you include in the message.

Information collected automatically. When you visit the Site, our servers and analytics tools may log your IP address, approximate location (city/region inferred from IP), browser type and version, operating system, referring URL, pages viewed, time spent on pages, links clicked, and the date and time of your visit. We use cookies and similar technologies — small text files stored on your device — to remember preferences and measure traffic. See "Cookies and Tracking Technologies" below.

Information from third parties. When you apply to rent a property, become an owner client, sign up your pet, or work with us as a vendor, we may receive information from screening providers, payment processors, identity verification services, and our property management platform.

2. How We Use Your Information

We use the information we collect to:

• Respond to inquiries, schedule tours, and provide quotes or rental analyses.
• Process rental applications, leases, owner agreements, vendor onboarding, and agent referrals.
• Manage tenancies, including rent collection, maintenance requests, and accounting.
• Send transactional messages (showing confirmations, lease documents, maintenance updates) and, when permitted, occasional informational emails about our services.
• Operate, secure, and improve the Site, including diagnosing problems and analyzing usage patterns.
• Comply with applicable laws, including California real estate, fair housing, and tax regulations, and respond to lawful requests from authorities.
• Detect and prevent fraud, spam, and abuse.

3. How We Share Your Information

We do not sell your personal information. We share information only with service providers that help us run our business, with parties you direct us to share with, and where required by law. Key third parties include:

• Buildium (RealPage, Inc.) — our property management platform used for accounting, owner statements, tenant ledgers, lease documents, and maintenance work orders.
• TenantTurner — used to manage rental listings, schedule showings, and pre-qualify prospective residents.
• PetScreening — used to evaluate animal and assistance-animal requests in connection with rental applications.
• Formspree and/or Netlify Forms — used to receive form submissions from the Site and deliver them to our inbox.
• Google Analytics (Google LLC) — used to understand aggregate Site traffic and improve content.
• Email, phone, and SMS providers — used to communicate with you.
• Background, credit, and identity screening providers — used when you apply to rent a property.
• Professional advisors — attorneys, accountants, and insurers, when reasonably necessary.
• Government and regulatory bodies — when required by subpoena, court order, or applicable law.

If Solaris is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to standard confidentiality protections.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to remember your preferences (such as cookie consent), keep the Site functioning, and measure traffic. Cookie categories used on the Site include:

• Strictly necessary — required for the Site to work, including storing your cookie-consent choice.
• Analytics — Google Analytics, used to understand how visitors find and use the Site. These cookies are only enabled when you accept cookies via our banner.
• Embedded third-party widgets — Buildium portal links, TenantTurner listing pages, and similar tools may set their own cookies when you interact with them, governed by their respective privacy policies.

Most browsers let you refuse or delete cookies through their settings. You can also signal "Do Not Track" through your browser; we honor Global Privacy Control (GPC) signals as an opt-out of any sale or sharing of personal information.

5. Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act, gives you the following rights regarding personal information we collect about you:

• Right to know — request the categories and specific pieces of personal information we have collected about you, the sources, the business purposes, and the categories of third parties with whom we share it.
• Right to delete — request that we delete personal information we collected from you, subject to legal exceptions (for example, completing a transaction, complying with a legal obligation, or maintaining required real estate and accounting records).
• Right to correct — request that we correct inaccurate personal information we maintain about you.
• Right to opt out of "sale" or "sharing" — direct us not to sell or share your personal information for cross-context behavioral advertising. Solaris does not sell personal information and does not share it for cross-context behavioral advertising.
• Right to limit use of sensitive personal information — to the extent we collect such information, you may limit its use to what is necessary to provide the services you requested.
• Right to non-discrimination — we will not deny you services or charge you different prices for exercising your rights.

To exercise any of these rights, email hello@solarispm.com with "Privacy Request" in the subject line, or call 831-713-5226. We will verify your identity before responding and will respond within the timeframes required by California law. You may designate an authorized agent to make a request on your behalf; we will require written proof of authorization.

6. Data Retention

We retain personal information only as long as needed to provide our services and to meet legal, accounting, and regulatory obligations. Examples:

• Lease and tenancy records and accounting books are kept for the period required by California real estate and tax law (generally a minimum of three to seven years after a tenancy ends).
• Inquiry and contact-form messages are retained for as long as reasonably needed to follow up, then archived or deleted.
• Server and analytics logs are retained for a rolling period (generally up to 26 months for Google Analytics).

7. Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information, including encrypted connections (HTTPS), access controls on our property management platform, vendor due diligence, and staff training. However, no method of transmission or storage is 100% secure. You share information with us at your own risk and should use strong, unique passwords for any portal accounts.

8. Children's Privacy

The Site is intended for adults. We do not knowingly collect personal information from children under the age of 13. If you believe a child has provided information to us, please contact us at hello@solarispm.com and we will delete it promptly.

9. Third-Party Links and Services

The Site links to third-party services such as the Buildium owner and resident portals, TenantTurner listings, PetScreening, and Google Maps. We do not control these third parties, and their privacy practices are governed by their own policies. We encourage you to review those policies before submitting information.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the "Last updated" date at the top of this page. Material changes will be communicated through a notice on the Site or, where appropriate, by email. Your continued use of the Site after an update constitutes acceptance of the revised policy.

11. How to Contact Us

For questions, concerns, or privacy requests, please reach out:

Sol Property Management, Inc.
DBA Solaris Property Management · CA DRE #02178744
15732 Los Gatos Blvd Ste 512
Los Gatos, CA 95032
Email: hello@solarispm.com
Phone: 831-713-5226

If you reach out about a privacy request, please include enough information for us to verify your identity (such as the email address or property address associated with your records). We will not share your information with anyone other than you or your authorized agent without your consent or as required by law.