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TRUSTe European Safe Harbor certification

Privacy Statement

This privacy statement was last revised on December 21st, 2013. To contact us, please go to “How To Contact Us” in the table of contents below.

Table of Contents

Welcome to Votenet Privacy

 

Who We Are

How To Contact Us

What This Document Is

Our Commitment to Privacy

Our Commitment to Children’s Privacy

 

How Election Administrators Use Our Platform

 

Information Collected on our Platform

Election Participants

Election Results

Election Content

Refer A Friend Program

Notice, Access, and Choice

 

How Information Is Used On The Sites And Platform

 

Technologies We Use

The Way We Use Information

Sharing of Your Information

Third Party Tracking

Links to Third Party Sites

Customer Testimonials

Live Chat With A Sales Associate

 

How We Keep Your Information Safe

 

Vote Secrecy

Hosting Privacy

Our Commitment to Data Security

 

             Certification Programs We Participate In

 

TRUSTe Certification

EU Safe Harbor Certification

 

How You Can Make Changes and How We Make Changes

 

How To Access Or Correct Your Information

Opt-Out Policy

Enforcement of This Statement

Changes To This Statement


WELCOME TO VOTENET SOLUTIONS PRIVACY STATEMENT

Effective as of December 21, 2013

Who We Are

Votenet Solutions, Inc. takes your privacy seriously. As a leading provider of online voting software, we are committed to establishing and maintaining policies and procedures which protect the privacy of personal information gathered from our customers, prospects and other visitors to our website. In this privacy statement, we may refer to ourselves as "Votenet," "we," or "us." In each case, we are referring to Votenet Solutions, Inc. This Privacy Statement applies to the websites, http://votenet.com/, https://eballot.votenet.com, https://vod.votenet.com and https://eduballot.votenet.com. Collectively referred to in this Statement as ‘the Sites.’ This Privacy Statement applies to our Election Administrator’s Software Application (‘Platform’), and describes the data collected on the platform for which we are the data processor and how we may use that data.

We have created this privacy statement as a means to disclose how we collect, use and disseminate the personal information you provide while doing business with us. Votenet Solutions, Inc. offers individuals and organizations software application platform to host votes, elections and surveys. Whether you’re a visitor to the Site, or a customer utilizing our software applications, this Privacy Statement is governed by, and a part of our Terms of Use document. PLEASE NOTE: There are very important terms and conditions governing our relationship found in our ‘Terms of Use,’ not disclosed within this Privacy Statement as they do not relate to data collection or privacy. To see the terms and conditions that govern our relationship with you, go to http://www.votenet.com/termsofuse.html

How To Contact Us

We welcome your comments regarding this privacy statement and our privacy practices. If you have questions about this statement or believe that we have not adhered to it, please contact us. You can contact us by email, by phone, or by regular mail and we shall respond to your query within 30 days.

email: privacy@votenet.com

phone: 202.737.2277

mail: Votenet Solutions, Inc.
          1420 K Street NW, Suite 200
          Washington, DC 20005

What This Document Is

This document is our Privacy Statement. It states what information we collect from users of our website, and our software platform, how we use that information, who we share it with, how you can access or change your information, how you can contact us, and other important information about how we safeguard our users’ privacy. This statement is incorporated into our “Terms of Use,” which is the contract that governs our relationship with you; whether you are a visitor to our website, or a user of our software. PLEASE NOTE: There are very important terms and conditions governing our relationship that are found in our “Terms of Use,” that are not repeated here in our privacy statement because they do not relate to data collection or privacy. To see the terms and conditions that govern our relationship with you, go to http://www.votenet.com/termsofuse.html.

Our Commitment to Privacy

We take privacy seriously. As a leading provider of online voting software, we are committed to establishing and maintaining policies and procedures which protect the privacy of personal information gathered from our customers, prospects and other visitors to our website.

Our Commitment to Children’s Privacy

We believe that protecting the privacy of children is especially important. Therefore we do not knowingly collect or maintain personal information from children under the age of 13, and no part of our website or software platform is structured to attract anyone under 13. If you believe we have stored personal identification information about a child under the age of 13, please contact us so that we can investigate and delete the personal information we may inadvertently have stored about a child under the age of 13.

 

HOW ELECTION ADMINISTRATORS USE OUR PLATFORM

Information Collected on our Platform

We collect different types of information from different people, depending on their role and how they use our software. The types of people we collect information from include election administrators (Administrators), and election participants/voters (Participants).

Election Participants

A person using our software to participate in an election/vote conducted by an Administrator is known as a Participant. Administrators, as required by their ballots, may collect personal information from Participants, such as names, addresses, telephone numbers, email addresses, membership status/ID or other identifying numbers, passwords or other personal codes or information which can be used in combination to collect information of a personal nature, and may provide this information to Votenet in a list of eligible voters prior to the start of an election/voting event. None of this third party personal information shall be used for any promotional purposes, or anything beyond servicing administrator requests for ballot services. Administrators using Votenet software are forbidden from collecting financial information, such as credit card numbers, credit card PIN numbers or other critical information which enables financial transaction authority or privileged security access to any other system.

When you access a ballot created on Votenet as an Election Participant, we record information such as the date, time and name of the ballot your computer accessed. We will also collect your computer’s IP address.

Administrators or authorized Votenet technicians may upload spreadsheets that include personal information to generate Participant records in the Votenet system to create user accounts. Such information might include a student number or member number, or other personal information such as a birth date or email address to serve as a username or password. We require Participants to login to our site with login codes that are provided via email, mail or other communication methods by either Votenet Solutions, LLC. or the Administrator. This login requirement is to ensure the visitor is a valid Participant and to determine which valid Participants have submitted a ballot..

Election Results

We will not attempt to access your election results at any time, unless you explicitly instruct us to do so during a training session or during a customer service inquiry or unless we are required to do so by judicial or administrative subpoena, warrant or court order; or to protect the safety of our employees, customers, or the public, or to protect our legal rights. We may disclose general turnout statistics about your election in a case study or marketing document if this information has been provided by the Election Administrator and approved for publication.

Election Content

Customers are solely responsible for the content of the elections or votes, and we do not control the theme or questions asked. We do not own the contents of your election/vote. When you publish your ballot on our servers, we will provide you with a unique URL. We will not provide this URL to any other individuals or parties unless they are authorized business partners who require this information to service your account. In order to enhance response rates, we record if and when a Participant has completed their ballot and if and when a Participant has received an email reminder.

Refer A Friend Program

As a Customer, you may use the Refer A Friend Program to tell a friend about our site and our service. If you use this service, we will ask you to provide your friend’s name and email. We use this information to send an email to your friend describing our services. Once we have sent the email, we delete this information from our systems. We do not store Refer A Friend names or emails.

Notice, Access, and Choice

We operate under the assumption that it is generally the Election Administrators obligation as the data controller to notify participants about the purposes for which the data is collected and how the information about them is used and how they can contact the Administrators with inquiries or complaints. As your data processor, we make available to you this privacy statement so that you can better understand our data practices and whether they are consistent with privacy notices you have made available to your Election Participants.

The U.S.-EU Safe Harbor requires that Participants must have access to personal information about them that an organization holds, and that they be able to correct, amend, or delete that information where it is inaccurate. We operate under the assumption that (if applicable), it is the Administrator’s obligation as data controller to provide their Participants a means of accessing their data. If you receive a data-access request from a Participant about whom we host data and you would like our assistance in responding to that request, please contact us as described below. We will respond to requests within 30 days of receipt.

The U.S.-EU Safe Harbor requires that members offer end users a choice to opt out of uses and disclosures of their data that are incompatible with the purposes for which that data was originally collected or subsequently authorized. We operate under the assumption that ( if applicable), it is the Administrator’s obligation as data controller to obtain from your Participants the appropriate consent to transfer their data to us and to process their data using our products for defined purposes. As your data processor, we will not share, sell, rent, or trade with third parties for their marketing purposes any Participant data collected by us, unless you direct us to do so and have the appropriate authorization to do so.

 

HOW INFORMATION IS USED ON THE SITES AND PLATFORM

Technologies We Use

Our software uses log files to allow you to sign into our services and to customize your user experience, as well as to ensure the security of our voting software. Our website also uses cookies and log files to allow us to customize your user experience there. A log file is a file we maintain on our servers, that lists technical information about people who visit our site. It is in the log file that we store the technical information we described above, that is, IP address, browser type, language, and referring web page. A cookie is a small text file that is stored on a user's computer for record-keeping purposes. We use cookies on this site. If you are an Election Administrator, we link the information we store in cookies to the personally identifiable information you submit while on our site.

We use cookies to identify you while you are using our software and to ensure that if you cast a vote in our software, that vote is recorded correctly. If you reject persistent cookies, you will still be able to use our site. If you reject session ID cookies, you will be able to view our public website, but will not be able to use our voting applications.

The Way We Use Your Information

We never sell information about Election Participants or information provided by Election Administrators or Website Visitors. We also do not use or share the personal information you provide to us online other than as described below without first giving you a chance to opt out, or otherwise prohibit such unrelated uses. We will not sell any of your personal information. We do not supplement personally identifiable information with information from any other sources.

We use the personal information you provide to us online:

  • To ensure our website and our software are relevant to your needs by evaluating the effectiveness of our products and services.
  • To deliver services, such as newsletters, training or software.
  • To help us create and publish content.
  • To alert you to product upgrades, special offers, updated information and other new services.
  • To allow access to limited-entry areas of our site as appropriate.
  • To send important status and service messages regarding any software you may have purchased.

For any of the uses of your information that we describe above, you may opt out and forbid our use of the information for that purpose, by calling, mailing, or emailing us. For our contact information, please see the “Contact Us” section of this statement. The only information a user cannot opt out of is service updates, which are important notices about the status of the software and considered a part of the Service. You can also opt-out of secondary emails by following the ‘unsubscribe’ instructions present in each email we send out.

Sharing of Your Information

We do not sell personal information. We also do not share your information with any third parties except under the following very limited circumstances:

  • Voter Information with Election Administrator: Our business is to provide tools allowing you and your organization to perform online voting. Accordingly, we allow Election Administrators to view information about participation and turnout gathered in response to the elections/votes conducted.
  • As you Explicitly Allow: We may view information about Election Participants as you provide it prior to the election/vote or explicitly allow us to.
  • Agents Acting on Our Behalf: We may share some of your information with other business partners who provide us with technical services. They will be granted access to only that information which is necessary for them to do their jobs. Any agents to whom we grant access to Participant or Customer Information are contractually barred from using or releasing that information outside of the specific task we have asked them to perform. We have various agreements, policies, safeguards and certifications to ensure that these agents do not sell, distribute or use this information. We use a third party agent to host our chat feature on the Site.
  • For Legal Reasons: We may disclose your information pursuant to judicial or other government subpoenas, warrants, or orders. We may also disclose your information if it is required to comply with the law, or with legal process served upon us, defend our legal rights or our property, or to act in urgent circumstances to protect the personal safety of our clients, employees, partners, or members of the public.
  • Acquisition: We may share information in the event of an acquisition of our company, merger of our company with another, or acquisition by our company of another. We will notify you if your information becomes subject to a different privacy policy by manner of a prominent notice on the Site, or email. We will not share Election Participant or Election Administrator Information during a potential acquisition or potential merger.

Third Party Tracking

We also use third-party tracking services that use scripts, frames, and other tracking technologies to track non-personal information about visitors to our site in the aggregate. The use of cookies by our service providers is not covered by our privacy statement. We do not have access or control over these cookies. Our service providers use session ID cookies to make it easier for you to navigate our site.

Links to Third Party Sites

Our website contains links to other sites. We are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects personally identifiable information. This privacy statement applies solely to information collected by our website or our software.

Social Media Widgets

Our Web site includes Social Media Features, such as the Facebook Like button and Widgets, such as the Share this button or interactive mini-programs that run on our site. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy statement of the company providing it.

Blog/ Forum

Our Web site offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them.

Customer Testimonials

We post customer testimonials on our web site which may contain personally identifiable information such as the customer’s name. We obtain the customer’s consent to post their name along with their testimonial prior to posting the testimonial.

Live Chat With A Sales Associate

We offer users of our public website who may be interested in purchasing our on-demand voting software the opportunity to chat live over the internet with a sales associate. The live chat feature is hosted by a third-party provider, and not by Votenet. Any information disclosed in that live chat may be subject to that provider's privacy statement.

 

HOW WE KEEP YOUR INFORMATION SAFE

Vote Secrecy

All votes are encrypted. When an election is set to “anonymous,” no one can see how you vote. Elections/votes that are set to “not anonymous” will allow the Election Administrator to see how you vote. Information about how a participant voted will never be provided to any person or entity outside of Votenet Solutions, Inc. and its business partners unless otherwise provided by the Election Administrator.

Election Administrators will be able to see whether you have voted or not in any election/vote, including anonymous elections, where no one will be able to see how you have voted.

Hosting Privacy

Votenet may host its software with a highly secure third party data center that provides hardware, operating system software, and connectivity. All hosted environments meet or exceed physical security requirements, including:

  • A single point of entry to hosting areas
  • A monitored main point of entry, with additional points of entry for emergency use only
  • Surveillance cameras in the hosting facility to monitor access to and use of the facility
  • Access validation with biometric identity check
  • Access to Votenet’s hardware by Votenet authorized persons only

Additionally, Votenet allows access to its software and databases only to Votenet personnel or authorized agents of Votenet who have a demonstrated need to access the software or databases for a particular task.

Our Commitment to Data Security

Our website and our software platform both have security measures in place to help protect against the loss, misuse, and alteration of the data under our control. Our software complies with the Information Security Controls standard designated SAS 70, meaning that we use industry best practices to secure your information, including technology, internal processes and controls, and management processes and controls that ensure that your information is kept as secure as possible. We use Secure Socket Layer (SSL) technology to protect information using both server authentication and data encryption to help ensure that your information is safe, secure, and available only to you. We also implement an advanced security method based on dynamic data and encoded session identifications, and host our website, and our software, in a secure server environment that uses firewalls, passwords, and other advanced technology to prevent interference or access from outside intruders. Finally, we provide unique user names and passwords that must be entered each time a Participant or Administrator logs in to our software. These safeguards help prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of your information. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security.

 

CERTIFICATION PROGRAMS WE PARTICIPATE IN

TRUSTe Certification

Votenet Solutions, Inc. has received TRUSTe's Privacy Seal signifying that this privacy statement and our practices have been reviewed for compliance with the TRUSTe program viewable on the validation page available by clicking the TRUSTe seal. The TRUSTe certification covers our collection, use and disclosure of information we collect through our websites, http://votenet.com/, https://eballot.votenet.com, https://vod.votenet.com and https://eduballot.votenet.com and our service, http://eballot4.votenet.com/votenet and http://eballot4.votenet.com/rgraham/admin.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact TRUSTe at https://feedback-form.truste.com/watchdog/request.

EU Safe Harbor Certification

Votenet Solutions, Inc. compliesy with the E.U. Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use and retention of personal data from the European Union member countries. Votenet Solutions, Inc. has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view Votenet Solutions, Inc. certification, please visit http://www.export.gov/safeharbor/. Department of Commerce Safe Harbor certification program is a way for U.S. based companies to ensure that they comply with E.U. regulations regarding the safekeeping of private data. You can see our Department of Commerce certification at http://web.ita.doc.gov/safeharbor/shlist.nsf/webPages/safe+harbor+list

 

HOW YOU CAN MAKE CHANGES AND HOW WE MAKE CHANGES

How To Access Or Correct Your Information

You can change your password by selecting “manage account” on the menu for your particular software application, and setting a new password there. To get a complete record of the personal information associated with your account, to change any information, or request that we delete your account, please contact us by email at support@votenet.com. If you request a change to your personal information, or you request us to delete your account, we will make the change or delete your account within 30 days after we receive your request.

Opt-Out Policy

We offer our visitors and customers a means to choose how we may use information provided. If, at any time after registering for information or ordering our software, you change your mind about receiving information from us or about sharing your information with third parties, send us a request specifying your new choice. Simply email, call or write us. Our contact information is located in the “Contact Us” section at the beginning of this statement.

From time to time we send promotional materials or newsletters by email, as described above in “The Way We Use Information.” Any email you receive from us will include an “unsubscribe” link that you can use to prohibit us from sending any additional information, and our postal address.

Data Retention: We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you services contact us at [support@votenet.com]. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Enforcement of This Statement

We are a member of the TRUSTe Web Privacy dispute resolution system. If you have questions regarding this statement, you should first contact us by email at privacy@votenet.com. If we do not acknowledge your question, or you are not satisfied with our response to your question, you should then contact TRUSTe directly, at http://www.truste.com/consumers/watchdog_complaint.php. TRUSTe will act as a liaison with Votenet to resolve your concerns.

Changes to This Statement

We will occasionally update this privacy statement to reflect changes in our services and customer feedback. When we post changes to this statement, we will revise the “last revised” date at the top of this statement. If there are material changes to this statement, or material changes in the way we use your personal information, we will notify you either by prominently posting a notice of such changes prior to implementing them, and giving you the option to opt-out of the new policy or procedures, or by sending you a notification of the changes directly, prior to implementing them through email. We encourage you to periodically review this statement to stay informed about how Votenet collects and uses your private information.

 
 
 
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© 2013 Votenet Solutions | Privacy Policy
Votenet Solutions, Inc.
1420 K Street NW, Suite 200, Washington, DC 20005
Tel: 1.800.VOTENET Fax: 202.737.2283
(868-3638)
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