Privacy Policy

  •  SOLAR is committed to protecting the safety and security of our registered users and are sensitive to any user’s concerns about the safety of the personal information provided to us. Please read this Privacy Policy carefully in order to understand how any personal information collected by us is used.
  • Users must agree, either themselves or by proxy via an Organisation Head) to their personal information being used by SOLAR in accordance with this Privacy Policy before they may register.

General Communication Principle

The Site does not provide students with any means to communicate directly with each other or adult mentors. There are no chat rooms connected with the learning resources. At all times, students are engaged in meaningful educative activity within a secure environment.

What personal information we collect

  • In order to register for SOLAR resources, teachers, parents or other group leaders (Organisation Heads) registering for their class or school must give their consent at the time of registration to provide us with their own name, school name and their email address. In addition, teachers must consent for their students to participate at the time of registration and provide us with the names of their students, their year group and their UPN.
  • Organisation Heads who do not give this consent when registering cannot provide us with their personal information or the names of the students and cannot use the Site.
  • We require this information in order to correctly identify each user, manage their account and for certain other purposes detailed below.

What we will do with your information

The information collected from users is used for the following purposes:

  • to send a confirmation notice to the Organisation Head of the registration;
  • upon the Organisation Head’s request, to reset a password for a lost or forgotten password;
  • to respond to any questions, concerns or problems raised by the Organisation Head;
  • to contact the Organisation Head about any problems with the Organisation Head’s account or conduct on the Site;
  • to send out a SOLAR or other newsletter(s) or emails about the Site;
  • to publish the names of winners and high performers on the Site or in the SOLAR or other newsletter(s), blogs and to provide all the results data for each Organisation Head
  • to send prizes and data for participation and performance on the Site.

We use the SOLAR and other newsletter(s) or emails to notify our users of all the current events, changes, improvements, upgrades, rules, and so on, of the Site. In addition, we may notify Organisation Head’s of new products and services that SOLAR has designed and made available to their organisation. In all communications, Organisation Head’s may opt out at any time by following the specific opt out instructions within the communications that we send.

What we will not do with your personal information

SOLAR will keep your personal information confidential and not sell or knowingly divulge your information to advertisers or any external third parties, unless:

  • we are required to share your information with a third party in order to comply with law or to comply with a court order or subpoena;
  • to enforce our website or event rules; or
  • to protect the safety and security of our users and our Site.

Generally we will only use your information within SOLAR. However, sometimes we provide data on results to government education departments, peak bodies managing or representing schools, or schools themselves. We will require these third parties to comply strictly with our instructions and we will require that they do not have access to your personal information and not use the data for commercial purposes.

How we process your information

We ask for the Organisation Head’s consent to the use of any personal information we collect from them in accordance with this Privacy Policy at the time of registration. If an Organisation Head does not wish to provide us with their consent, they cannot agree to the Site Terms and Conditions and must not use the Site.

Our use of the personal information we collect is necessary in order for us to maintain the Site and facilitate an organisation’s use of the Site. We do not collect any unnecessary personal data from participants (for instance, their race or religious beliefs).

How long we hold your information

We will keep any personal information we collect from organisations for as long as they are registered users of the Site. If an organisation cancels their registration or it otherwise lapses after 3 years of not using the Site, we will only keep their personal information for the purposes of sending the organisation information regarding SOLAR’s other products and services if they agree to receive this information. Personal information is otherwise deleted or destroyed.

Keeping your personal information accurate

The personal information we hold about organisations, mentors or participants (such as their name, address and school) is kept so that we may correctly identify that user. Users can update their personal information at any time via their dashboard on the Site.

Keeping your personal information secure

SOLAR is committed to information security. We will use all reasonable endeavours to keep user’s personal information in a secure environment. For instance, each user’s personal information is encrypted whilst being sent to our server at the time of registration. However, security cannot be guaranteed due to the nature of the internet.

SOLAR’s security measures are designed to assist in users’ personal information not being accessed by unauthorised personnel, lost or misused. If you reasonably believe that there has been an unauthorised use or disclosure of your personal information please let us know by contacting us via the contact form – marking your subject as urgent.

Anonymous information

In addition to personal information and results data, SOLAR also collects anonymous information about users and the activities of said users on the Site. Anonymous information is information that is not linked to the name of a user. This information is used to assist us in enhancing the learning resources and the information remains anonymous at all times.

When agreeing to the Site Terms and Conditions, Organisation Head’s grant SOLAR the right to use this anonymous information for its own purposes, such as the preparation of statistical reports, provided SOLAR otherwise complies with its obligations in respect of the use of personal information.

Revision of Privacy Policy

SOLAR reserves the right to change, modify, or revise this Privacy Policy in order to comply with any applicable laws or for any other reason at any time. Therefore Organisation Heads are required to check the Privacy Policy periodically to read about any changes, modifications, or revisions. Organisation Heads may wish to check it each time they submit personal information. You will be deemed to have consented to such variation by your continued use of the Site following any changes being made.

How can parents access, change or delete personally identifiable information about their child?

Users have a right to get a copy from us of the personal information we hold about them. If you wish to receive a copy of this information, please contact us via the contact form. We will deal with your request promptly and in any case at least within 45 days of the date of receiving it. We will correct or delete inaccurate or incomplete personal information we hold about you at your request.

Public Displays of Names

SOLAR strives to provide highly engaging websites for students. Given students have indicated their strong preference for their name to be shown publicly, in recognition of their achievements, we allow this – but we do not allow full names (ie First Name and Surname) to be shown publicly, only within the logged-in framework of the Site.


A cookie is a little piece of information handed to a web browser from a web server that contains information that can be retrieved from the server later. When you visit the Site the server may attach a cookie to your computer’s memory. SOLAR uses cookies only to the limited extent to recognise the user when they visit the Site and pairing that user with the account (and account preferences) that the user created, or was created for them by Organisation Head. However, this information is not linked to any personal information that user may provide and cannot be used to identify users. You should be able to configure your computer so that it disables cookies.

To help us better understand you needs and better share content, we also use analytical software. This software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website but will not store, save or collect personal information. You can read Google’s privacy policy here for further information.

Other cookies may be stored to your computers hard drive when this website uses referral programs, sponsored links or adverts – which is extremely rare. Such cookies typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected without your consent.

Special Notice To Parents

SOLAR has no intention of seeking personal information about children and young people who visit our Web Sites. If such information is collected, this Privacy Statement will apply to that information. In addition, if we can identify a user as a child or young person, the personal information will not be used for further marketing and promotion unless the child or young person’s parent or carer has consented. We encourage you to ask your children to seek your permission before providing information about themselves or their family over the Internet.

Special Notice To Children

Be sure to ask your parent or carer for permission before you send any personal information over the Internet, including to our Web Sites.