Privacy Policy

Last updated: 18/09/2025

1. Introduction

Resident.Vote ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our secure voting platform for residents' associations.

2. Information We Collect

2.1 Personal Information

• Email address (for authentication and communication)
• Name (optional, for display purposes)
• Organization membership information
• Role within your residents' association

2.2 Voting Data

• For anonymous ballots: We store only that you voted, not how you voted
• For non-anonymous ballots: We store your vote choice for transparency
• Vote timestamps for audit purposes
• Unique vote tokens to prevent duplicate voting

2.3 Technical Information

• IP addresses (hashed for security)
• Browser and device information
• Usage analytics (anonymized)
• Audit logs of system activities

3. How We Use Your Information

• To provide secure voting services
• To authenticate users and prevent unauthorized access
• To send important notifications about votes and ballots
• To maintain audit trails for transparency
• To improve our services and user experience
• To comply with legal obligations

4. Data Security

We implement industry-standard security measures to protect your data:

• End-to-end encryption for sensitive data
• Secure authentication with magic links
• Regular security audits and updates
• Access controls and role-based permissions
• Data backup and disaster recovery procedures

5. Data Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• With your explicit consent
• To comply with legal requirements
• To protect our rights and prevent fraud
• With service providers who assist in our operations (under strict confidentiality agreements)

6. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Portability: Receive your data in a structured format
• Right to Object: Object to processing of your personal data
• Right to Restrict Processing: Limit how we use your data

7. Data Retention

We retain your data only as long as necessary for the purposes outlined in this policy:

• Account data: Until you delete your account
• Voting records: As required by your organization's retention policy
• Audit logs: 7 years for compliance purposes
• Anonymous vote data: Permanently (cannot be linked to individuals)

8. International Transfers

Your data is processed within the European Economic Area (EEA) and United Kingdom. We ensure adequate protection for any international transfers through appropriate safeguards and standard contractual clauses.

9. Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect personal information from children under 16.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@resident.vote
• Data Protection Officer: dpo@resident.vote
• Address: [Your Business Address]