Privacy Policy

📋 1. Overview

This Privacy Policy describes how VoteTrack ("we", "our", or "us") handles information when you use our application and website.

VoteTrack is an organizational voting and event management tool for private groups such as university student councils, clubs, associations, and NGOs. Access to the platform is granted exclusively by invitation from an event organizer. The version available on the Apple App Store is the Monitor role only. Monitors search a participant list and record when a participant has checked in — this action writes a check-in record to our secure database.

By using VoteTrack, you agree to the practices described in this Privacy Policy.

🏢 2. Who We Are

VoteTrack is operated and maintained by its development team. For any privacy-related inquiries, you may contact us directly at:

🗃️ 3. Information We Collect

For the Monitor App (App Store version):

The Monitor app requires your account credentials (provided by an event organizer) to authenticate. The app downloads a participant list to your device for offline use. This list may include participant names, ID numbers, addresses, and location assignments. This data is stored in encrypted local device storage and is automatically cleared when you log out or delete your account.

For web platform users (non-App Store): Admin, Candidate, Agent, and Booth Operator roles use the web platform exclusively. These roles may input and manage participant data as part of their event management responsibilities. All data is stored in Google Firestore and governed by Firebase's privacy terms.

👤 3b. Participant Data Accessed by the Monitor App

To perform their role, monitors access a participant list that may include the following fields, as provided by the event organizer:

• Full name
• ID number (e.g. student ID, national ID, membership number)
• Residential or registered address
• Assigned voting or event location

This data is provided by the event organizer and is not collected by VoteTrack independently. VoteTrack acts as a data processor; the event organizer is the data controller for this information.

This participant data is temporarily stored on the monitor's device in encrypted local storage for offline use. It is automatically and permanently deleted when the monitor logs out or deletes their account.

🎯 4. How We Use Your Information

We use the limited information we collect solely to:

• Authenticate your identity and grant access to your assigned role
• Display real-time election data relevant to your role
• Maintain app stability (crash diagnostics only, if enabled)

We do not use your information for:

• Advertising or marketing purposes
• Selling or renting to third parties
• Building profiles or tracking behaviour across apps
• Any purpose unrelated to providing the VoteTrack service

🔗 5. Third-Party Services

VoteTrack uses the following third-party services to operate:

These services are operated by Google LLC and are subject to Google's Privacy Policy. We do not share your credentials or personal data with any other third parties.

We do not use any advertising SDKs, analytics trackers, or social media plugins.

🗓️ 6. Data Retention

Account credentials (email/username) are retained for as long as your access to VoteTrack is active. When an event organizer removes your access, your authentication record is deleted.

Participant data is temporarily cached on the monitor's device for offline use. This local cache is automatically deleted when the monitor logs out or deletes their account. Check-in records written by monitors are retained by the event organizer for the duration they manage the event.

Crash diagnostics (if collected) are retained for a maximum of 90 days by Firebase Crashlytics, after which they are automatically deleted.

👶 7. Children's Privacy

VoteTrack is not directed at children under the age of 13 (in accordance with the Children's Online Privacy Protection Act, COPPA). We do not knowingly collect personal information from anyone under 13. Access to VoteTrack is restricted to authorised organizational personnel, all of whom must be adults.

If you believe a child has been granted access in error, please contact us immediately at dave@votetrack.net and we will take immediate action to remove their access.

🔐 8. Security

We take reasonable technical and organisational measures to protect your information. These include:

• Firebase Authentication — industry-standard secure authentication with encrypted credential storage
• Firestore Security Rules — role-based access control ensuring each user can only access data appropriate to their role
• HTTPS / TLS encryption — all data in transit is encrypted
• Local data encryption — participant data temporarily cached on-device is stored using the device's secure encrypted local storage (iOS Data Protection). This cache is cleared automatically on logout or account deletion.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

⚖️ 9. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Right to access — request a copy of the personal data we hold about you
• Right to correction — request correction of inaccurate data
• Right to deletion — request deletion of your account and associated data
• Right to withdraw consent — where processing is based on consent, you may withdraw at any time
• Right to data portability — request your data in a portable format

To exercise any of these rights, please contact us at dave@votetrack.net. We will respond within 30 days.

🔄 10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. When we make changes, we will:

• Update the "Last updated" date at the top of this page
• Post the revised policy at this URL
• Notify active users by email if changes are material

Your continued use of VoteTrack after any changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this page periodically.

✉️ 11. Contact Us

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

We are committed to resolving complaints about your privacy and our collection or use of your personal information. We will respond to all legitimate requests within 30 days.