Security & Privacy

Privacy by Design

Every legacy begins as private. Nothing is publicly searchable. Nothing is indexed by search engines. Nothing is shared unless the Legacy Owner chooses to share it. Your memories exist for the people you love—not for the public internet.

Your Private Vault

Every Legacy includes a Private Vault designed for the most personal moments. Your Private Vault is protected by permissions that restrict normal account access to you and the people you've authorized:

• The Legacy Owner
• Authorized beneficiaries
• Family members specifically invited by the owner

Sponsoring organizations and their staff cannot access memories in your Private Vault through their organizational roles. Solace Moment team members do not browse private memories as part of normal operations.

Shared Legacy vs. Private Vault

Legacy Programming™ encourages meaningful conversations between residents, families, and caregivers. Content created during organization-sponsored Legacy Sessions™ may initially become part of the Shared Legacy to support engagement and participation. However, the Legacy Owner remains in control.

At any time, the owner may move memories from the Shared Legacy into their Private Vault. Once moved:

• The sponsoring organization no longer has access to that content.
• Staff can no longer view, edit, or download the memory.
• The organization retains only the record that a Legacy Session™ occurred for participation reporting.

The memory itself belongs to the owner. Always.

Access Is Based on Permission

Every person who accesses Solace Moment has permissions based on their role.

For example:

• Legacy Owner — Can access everything within their own Legacy.
• Beneficiaries — Can access only the memories the owner has chosen to share.
• Family Members — Can access only the areas they have been invited to.
• Organization Staff — Can access only the information necessary to facilitate Legacy Programming™ within their organization.

Solace Moment administrators maintain the platform and support our customers. They are separate from organization staff and hold no organizational role in your Legacy.

Secure by Design

We continuously work to protect your information using modern security practices. This includes:

• Secure authentication
• Encrypted data transmission
• Protected cloud infrastructure
• Role-based access controls
• Continuous monitoring
• Secure backups
• Ongoing platform updates

Security is an ongoing commitment—not a one-time feature. As technology evolves, so will our protections.

Your Privacy Is More Important Than Convenience

Some software platforms collect as much information as possible. We believe in collecting only what is necessary to provide and improve the Solace Moment experience. Our goal is to protect your memories—not profit from your personal information.

Transparency Builds Trust

We believe you should always understand who can access your information, why information is collected, how your memories are protected, and what happens to your legacy over time. Trust grows through transparency. That is why we openly publish our privacy commitments, ownership policies, licensing model, AI practices, and continuity plans.

Security Is a Shared Responsibility

While we work every day to protect your information, everyone has a role in keeping accounts secure. We encourage all users to:

• Choose strong passwords.
• Protect their login credentials.
• Keep contact information current.
• Review beneficiary and sharing settings periodically.
• Notify us immediately if they suspect unauthorized access.

Together, we can help ensure every legacy remains protected.

Our Commitment

We know that preserving a legacy requires more than great technology. It requires trust. Every story. Every photograph. Every voice recording. Every video. Every memory. Each deserves to be protected with the same care we would want for our own families. That is the standard we hold ourselves to every day. Because safeguarding your legacy is not simply part of our business. It is our responsibility.

Privacy Comes With Responsibility

Your private content remains under your control—and that includes your decisions about it. Private content that you permanently delete or overwrite cannot be restored by you or by our support team. For that reason, we encourage every Legacy Owner to carefully review any confirmation messages before:

• Permanently deleting memories
• Replacing uploaded files
• Removing beneficiaries
• Permanently deleting documents
• Making other irreversible changes

Whenever an action cannot be undone, Solace Moment will provide a clear confirmation message explaining what will happen before the action is completed. We encourage you to take a moment to review these messages carefully. Protecting your privacy also means respecting your decisions.

Why We Designed It This Way

Access to private content is restricted by role-based permissions. Our team does not browse private memories as part of normal operations. Limited technical access may be necessary for essential system operations or legal compliance. When you permanently delete content, it is removed from your vault and cannot be restored by you or by our support team. Residual copies may remain in system backups until those backups expire according to the hosting provider's retention schedule.

While this requires a little extra care when making permanent changes, it reflects the trust families place in us: your memories are encrypted in transit and at rest, and never publicly listed.