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Solium Privacy Policy

Protecting your privacy and safeguarding your personal, business and financial information is a key priority at Solium

Solium Capital is dedicated to conforming to all privacy standards that have been established by industry bodies and federal and provincial regulations.

Solium has developed separate privacy policies for users of our public website and for users of our Shareworks application. Both policies are provided below. These guidelines deal with the rights of individuals to have access to their personal information and to have it corrected, if necessary, as well as the ways in which Solium collects, uses and discloses personal information.

Privacy for Website Users

This website privacy policy describes how Solium handles information we collect from you when you visit our website. If you ever have questions about how your privacy is protected, please contact us.

  • Visiting our Site – When you visit our website and move around, read pages, or download content onto your computer, Solium learns which pages are visited, what content is chosen for use, and which websites you visited immediately before coming to our site. This information is not associated with you as an individual, but is used in aggregate to monitor our site's performance. We record these statistics to help us understand what type of information is most useful to our audiences and to make it easy for users to find this information.
  • Email Subscriptions and Interaction – When you sign up for a Solium electronic communication service, email us, or ask us to respond to you via email, Solium learns your exact email address and any information you have included in your electronic submission. We use your email address to acknowledge your comments and/or reply to your requests and we will store your communication and our reply in case we correspond further. We will not communicate or sell your email address to anyone outside of Solium and our immediate partners. We may use your email address to send you information about our business and services that may be of interest to you. If you do not wish to receive this type of material you may unsubscribe at any time by following the instructions provided in the communication. If you have subscribed to receive information about Solium on a regular basis, you may also unsubscribe for this service using the instructions in the regular email submission.
  • Confidential Transmission – Email sent over the Internet is generally unencrypted. If Solium requests that you transmit confidential information to us over the Internet, we ensure that such transmission is encrypted. If you wish to provide us information electronically by email on our website and would like to ensure its confidentiality, please contact us.
  • Responding to Surveys – When you respond to a survey question, Solium may use your submission for the purpose of processing survey results, and we may publish those result aggregates on our website. We may use your response to improve our website or our products and services. Based on your response, we may also follow up with you to provide information about our products and services that may be of interest to you.

Privacy for Shareworks Users

Solium's privacy policy complies with the federal government's Personal Information Protection and Electronic Documents Act (PIPEDA) and the provincial government's Personal Information Protection Act (PIPA). PIPEDA incorporates the ten privacy protection principles that form the Canadian Standards Act (CSA), which has been titled the Model Code for the Protection of Personal Information. The CSA deals with the rights of individuals to have access to their personal information and to have it corrected. If necessary, as well as the ways in which an organization collects, uses and discloses personal information.

This privacy policy supplements the Participant Account Agreement(s) governing your account with Solium.

Solium's Ten Privacy Protection Principles

  • Accountability – All employees of Solium are required to follow the standards set out in this Privacy Policy, and are required to sign a confidentiality and non-disclosure agreement as a condition of their employment. Only employees who have been authorized and have a legitimate business purpose can access confidential personal information.
  • Purpose for Collection of Personal Information – The personal information we collect and use is limited to what is required to provide the entitlement plan administration services offered by Solium.
  • Consent - Consent for collection, use and disclosure of your personal information is obtained when an account is opened with Solium and you signify acceptance of Solium's Participant Account Agreement(s).
  • Limiting Collection – Personal information collected is strictly limited to what is required to administer employee entitlement plans and the services provided within this administration. We will collect this information from your completed activation form, and from the details provided to us by your employer.
  • Limiting Use, Disclosure and Retention – The use of personal information we collect is limited to what is required to provide the employee entitlement plan administration services as outlined by Solium, and shall not be used or disclosed for any other purpose. The collection of a Government-issued identification number is only mandatory in instances where law requires it, such as for tax reporting purposes. All personal information collected is maintained in a highly secure environment and is kept strictly confidential and would only be disclosed to outside parties when authorized by you, when required by law, or when permitted by law. Your personal information is retained only as long as necessary, for the purposes of recordkeeping and administration of employee entitlement plans.

Use of Third Party Suppliers

Solium may use third-party providers to perform certain services on our behalf such as printing, mail distribution, or data processing. These parties are only given the information necessary to perform the particular service. Solium requires that any third-party service provider protect your information in a manner that is consistent with our privacy policies and security practices.

In the event our service provider is located in a foreign jurisdiction, they are bound by the laws of the jurisdiction in which they are located and may be required to disclose information in response to valid demands or requests from regulators, courts or government and law enforcement authorities.

  • Accuracy – Solium makes every effort possible to ensure the information we collect from you and your employer is complete, accurate and up-to-date. All personal information collected is available for you to view when you access your Solium account.
  • Safeguards – Solium has implemented strict procedures to protect the data stored within our infrastructure. Our data is housed at a secure offsite location with tight physical and electronic security access. All access and collection of personal information within our site requires a 128-bit encrypted browser, to ensure the highest commercial level of security for your Internet transactions. If you contact a Solium Client Services Representative by phone, you will be asked to provide your personally selected verification word and/or some other personal identification information.
  • Openness – Our privacy policy is available to view on our site at any time, or you may request information from us about our policies and practices related to the management of your personal information.
  • Client Access – All personal information is accessible through your personal account with Solium. You may access this information through our website or by contacting us directly. You may verify the accuracy and completeness of your information, and request amendments to this information if required.
  • Client Complaints and Suggestions – You may direct any inquiries regarding the above privacy principles or our practices by contacting us and speaking to the Privacy Officer who is accountable for our privacy and practices policies at Solium.

Information

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  • Manage Global Plans

    As your stock and share plans grow and expand along with your company, Shareworks can help you simplify their administration – no matter how global-reaching they may be. We allow this through a variety of features, including:

    • Employee mobility tracking
    • Complete international tax calculations and automated withholding
    • Support for distributed payroll services and cash settlement in multiple currencies
    • A multilingual call centre to provide complete plan participant support
    • The ability to group data in reports by region, cost center, payroll, department insiders, etc., providing added flexibility for administrators
    • The scalability to meet your needs as you grow and expand globally
    • And much more
  • Leverage Our Expertise

    Your team is experienced and capable but we can help you fill in the gaps where you need assistance, or we can take on parts of your stock plan administration where required. When you choose Solium, you will also have access to:

    • Our entire team of experts, and their decades of experience in the stock plan administration industry
    • A qualified group of implementation specialists to get you up and running in no time
    • Your own assigned account team, dedicated to providing the best stock plan administration experience
    • Our call centre, available Monday to Friday by phone or email, to assist your participants with their plan management or any questions or concerns
    • An unmatched technology backed by a passionate team of skilled software developers
  • Keep Accurate Records

    Cut out all the time wasted on reconciling plan data – Shareworks' processes are automated to make the recordkeeping process accurate and secure. By automating manual processes Shareworks offers a variety of other enhanced features, including:

    • Instant recordkeeping of every participant transaction within one database, from those of executives to those of entry-level employees
    • One comprehensive platform to integrate all types of plans and rules, simplifying and securing the process of recordkeeping for plan administrators
    • One login for all plan types, enabling you to consolidate multiple incentive and award types across multiple stock exchange listings and geographies
    • One data source to simplify information management, improve accuracy and ensure all stakeholders have access to the most recent data
    • Easily accessible and configurable reports and documents
    • Financial disclosure available in real time
    • And much more
  • Automate Redundant Tasks

    You have important things to do. Our full-service Shareworks solution was designed to manage the small details involved with stock plan administration for you. Let us take care of the administrative jobs, so you can concentrate on more important things. We will help you with:

    • Loading new grants
    • Entering demographic information
    • Managing grant acceptances, blackouts, terminations and forfeitures
    • Notifying participants of major plan events
    • Preparing tax slips such as Forms 3921 and 3922 for IRC Section 6039 requirements
    • Automating processes that you previously had to do manually
    • And more
  • Prepare Reliable Reports

    It has never been easier to access the reports and information you need, when you need them. Shareworks allows you security-enabled access to this information, making the reporting process easier for you and everyone on your team. Other benefits include:

    • Easily accessible and extractable reporting information for financial statements, expensing, proxy and quarterly reports and other compliance and reporting requirements
    • Easily viewable and accessible reports, available through the Shareworks Reporting Center
    • Access to information for everyone on your team and all the departments involved with stock plan administration, including HR, treasury, finance, payroll, etc.
    • Advanced security features that allow you to control who can access specific data and reports within Shareworks
  • Enhance Your Participant Experience

    You want your employees to have the best experience possible when they access their plan, and Shareworks can accommodate that. Shareworks is the most user-friendly option on the market, empowering your employees with 24/7 access to their online accounts from anywhere with Internet access, and much more. Other features for participants include:

    • Real-time stock quotes and direct access to financial markets for transactions and settlements
    • Three-day settlement periods for rapid receipt of proceeds
    • The ability to view awards and holdings in 30 different currencies
    • Self-serve online statements and complete history of all transactions
    • Automated alerts on new grants, vesting periods, expiry of options and blackouts
    • Real-time and self-serve trade execution solution enabling both market and limit orders
    • The ability to exercise from multiple grants in the same transaction
    • 22 alternative exercise types supported
  • Reduce Compliance Risks

    As a plan administrator, reducing compliance risks is one of your top priorities – if not your main one. Shareworks was designed to a) help you keep your plan data and associated reporting accurate and compliant with industry regulations (such as FAS 123(r) / FASB / ASC 718, Sarbanes Oxley and IFRS 2), and b) accurately report your information. We do this by leveraging the following features:

    • Automated processes to help you protect against errors and liabilities resulting from manual processes
    • Easily accessible data history for audit trails
    • Robust security features, safeguarding against inaccuracies such as transactions during blackout periods or after an employee termination
    • Reliable, pre-configured reports and tools to easily prepare the information required for your expensing and financial reports
    • One single platform and database to keep record of all your transactions, consolidate all your equity plans and enable administrators and participants to access the same up-to-date information
  • Keep Your Data Secure

    Keeping your data compliant with industry standards isn't enough – it should also be kept secure. We allow you to:

    • Create security settings for each corporate user, designating who can and can't access specific reports as well as certain areas of data within those reports thanks to Shareworks' matrix-level security
    • Enjoy the peace of mind that comes with knowing your data integrity is maintained with a single database housed in Tier 1 centers, with full redundancy
    • Protect your participants' transactions with Shareworks' 256-bit encryption, the highest level of security for transmitting confidential data over the internet
    • Rest assured you are using a reliable provider with Solium's rolling SAS 70 Type II certification
  • Remain Apprised of Your Plans

    You want a full-service solution for your stock plan administration, but you also want to retain ultimate control of your plan, and have quick and easy access to your data whenever you need it. At Solium, we understand this. Our unique, fully encompassing solution was designed to give you the best of both worlds by allowing you not only the peace of mind that comes with outsourcing your administration services, but also the ability to:

    • Access the information you need, when you need it
    • Run your own real-time reports at any time
    • Enable security-controlled access for all your plan administrators
    • Add time-sensitive blackouts at any time, from anywhere with Internet access and a browser connection
    • Contact your assigned account team to obtain additional information about your plans – such as plan rules, grant information, etc. – or with any issues or concerns
  • Launch New Plans

    Do you dread the thought of a lengthy and intrusive process new plan implementation? Have you been putting off switching over your current equity incentive plans to a new administration solution for the same reason? You don't have to worry about this when you work with Solium. Our implementation team knows how important it is to make the process as painless and easy as possible for you. A few more benefits to our process:

    • Our implementation team has more than a decade of experience working with clients and plans of all sizes and complexities
    • Our team requires as little of your time and resources as possible
    • Our client training ensures your plan administrators are fully acclimated to Shareworks as soon as it's up and running
    • Your data will be balanced to your starting point without any need for auditor explanations
    • Our streamlined brokerage integration will ensure you're up and running without undue delays
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  • Solium Help & Support
    Account Help

    You forgot your password or would like to complete a transaction? Solium's Participant Services Group is there to help with any questions regarding your online account Monday to Friday, from 8 a.m. to 8 p.m. ET.

    Toll-free: 1.877.380.7793
    International: 1 + international code + 403.515.3909
    Email: help@solium.com

    Licensing Inquiries

    Want to learn more about Solium's innovative stock plan administration solutions and how they can support your company's objectives? Our solutions consultants are here to help.

    Toll-free: 1.877.380.7793
    Email: solutions@solium.com
    Book a product demo




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