All personal information and other unique identifiers required by law for voter registration that is submitted in the process of registering to vote is used to produce the voter registration form to send to your local or state election officials.
Once you mail in your voter registration application form to your local or state election officials, it often becomes a matter of public record and may be available for inspection and use by legitimate candidates for public office and their campaign organizations as well as by others who satisfy the requirements of the State law governing its use.
Who We Are
Votenet Solutions, Inc. provides online voter registration software. In this privacy statement, we may refer to ourselves as “Votenet,” “we,” or “us.” In each case, we are referring to Votenet Solutions, Inc. We maintain a website a www.electionimpact.com, which we use to present information about ourselves to the public, and communicate with clients and people or organizations interested in our software. When we talk about the website in this policy, we will use the term “our website.” When we talk about any of the voting software that we offer, we will use the term “our software.”
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.
email : firstname.lastname@example.org
phone : 202.737.2277
mail : Votenet Solutions, Inc.
1420 K Street NW, Suite 200
Washington , DC 20005
What This Document Is
Our Commitment to Privacy
We take privacy seriously. As a leading provider of online voter registration 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 is structured to attract anyone under 13. If you believe that we have stored personal identification about a child under the age of 13, please contact us so that we can investigate, and delete any personal information we may inadvertently have stored about a child under the age of 13.
HOW WE COLLECT YOUR INFORMATION
Information We Collect
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 are website visitors, election administrators, and election participants/voters.
Election Impact Administrators
A person or organization that has purchased our software is known as an Administrator. To facilitate the transaction, we request personal information necessary for billing or shipping, such as: name, email address, address, telephone number, and credit card number. This information will be transmitted using a secure 128-bit encrypted connection.
Election Impact Registrants
A person using our software to register to vote is known as an Election Impact Registrant. Election Impact collect personal information from Election Impact Registrants, such as names, addresses, telephone numbers, email addresses , or other information provided during the registration process for the purpose of preparing the Registrant’s voter registration form to be sent to their local or state election officials. Election Impact Administrators using Votenet software are forbidden from collecting financial information such as credit card numbers, credit card PIN numbers or other critical information that enable financial transaction authority or privileged security access to any other system.
All Election Impact Software Users and Website Visitors
We also collect certain technical information about every visitor to our website, and both Administrators and Registrants who use our software. This information is standard information that a visitor’s browser sends to every website the user visits, such as the computer’s IP address, browser type and language, access times, and the address of the website the browser left to come to our site.
We will not attempt to access data about Election Impact Registrants at any time, unless you explicitly instruct us to do so during a customer service inquiry or unless we are required to do so by judicial or administrative subpoena, warrant or order, or to protect the safety of our employees, customers, or the public, or to protect our legal rights. We may disclose general registration statistics about your voter registration drive in a case study or marketing document if this information has been provided by the Election Impact Administrator and approved for publication.
Technologies We Use
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.
We use session ID cookies. We do not use persistent cookies. We use session ID cookies to identify you while you are using our software.
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.
HOW WE USE YOUR INFORMATION
The Way We Use Information
We never sell information about Election Impact Registrants or information provided by Election Impact 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. To find 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.
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:
• Election Impact Registrant Information with Election Administrator: Our business is to provide tools allowing you and your organization to perform an online voter registration drive. Accordingly, we allow Election Impact Administrators to view information about participation and turnout gathered. They can also see information about each registrant, including name, address, email address and other contact information provided during the registration process. Election Impact Administrators are not able to view social security #s or driver’s license #s.
• 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.
(d) 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.
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.
HOW WE KEEP YOUR INFORMATION SAFE
All registrations are encrypted. Election Impact Administrators will be able to see whether you have registered and see the information you provided when registering.
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 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.
CERTIFICATION PROGRAMS WE PARTICIPATE IN
We are a member of the TRUSTe Privacy Program. TRUSTe is an independent, non-profit organization whose mission is to build trust and confidence in the Internet by promoting the use of fair information practices. Because we want to demonstrate our commitment to your privacy, we have agreed to disclose our information practices and have our privacy practices reviewed for compliance by TRUSTe . This privacy statement covers the website www.votenet.com . For more information about the TRUSTe certification process, and what TRUSTe certification means, please look at the TRUSTe website at www.truste.com .
EU Safe Harbor Certification
We comply 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. The 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
To get a complete record of the personal information associated with your account, to change any of that information, or to request that we delete your account, please contact us by email at email@example.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.
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. You can find our contact information in the “Contact Us” section at the end 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.
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 firstname.lastname@example.org . If we do not acknowledge your question, or you are not satisfied with our response to your question, you should then contact TRUSTe directly, by going to http://www.truste.org/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. We encourage you to periodically review this statement to stay informed about how Votenet collects and uses your private information.