Privacy Policy

This Privacy Policy describes how ElectionChamp ("we," "us," or "our") collects, uses, stores, and protects information obtained from users of our website at electionchamp.com and our online voting platform (collectively, the "Service"). By using the Service, you consent to the data practices described in this policy.

Information We Collect

Account Information. When you register, we collect your name, organization name, email address, phone number, and billing address ("Registration Information") in order to provide you with the Service.

Voter Data. You provide information about your voters ("Voter List"), which may include names, email addresses, phone numbers, and other contact details, in order to conduct elections, deliver voter notices, confirm eligibility, and communicate results.

Payment Information. Activating certain elections requires payment. Credit card and payment information is transmitted directly to and processed by our third-party payment processor. We do not store credit card numbers on our servers.

Automatically Collected Information. We automatically collect certain information when you visit our website, including your IP address, browser type, operating system, referring URLs, pages visited, and timestamps. This information is used for analytics, security monitoring, and improving the Service.

Communications. We retain emails and other correspondence you send to us, including support requests and feedback.

How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the Service
• To process elections, deliver voter notifications, and report results
• To process payments and send billing-related communications
• To respond to your inquiries and provide customer support
• To send administrative communications (service updates, security alerts, policy changes)
• To monitor, analyze, and improve the Service's performance and security
• To detect, prevent, and address fraud, abuse, or technical issues
• To comply with legal obligations

ElectionChamp WILL NEVER SELL, RENT, OR SHARE REGISTRATION DATA OR VOTER DATA WITH THIRD PARTIES FOR THEIR MARKETING PURPOSES.

Data Sharing and Disclosure

We do not sell your personal information. We may share information only in the following limited circumstances:

• Service Providers. We share data with trusted third-party service providers who assist in operating the Service (e.g., hosting, payment processing, email delivery, SMS delivery). These providers are contractually required to protect your data and use it only for the purposes we specify.
• Legal Requirements. We may disclose your information if required by law, regulation, legal process, or governmental request, including in response to subpoenas, court orders, or similar legal instruments.
• Protection of Rights. We may disclose information to investigate, prevent, or take action regarding suspected illegal activities, fraud, threats to physical safety, violations of our Terms of Service, or as otherwise required by law.
• Business Transfers. In the event of a merger, acquisition, bankruptcy, or sale of all or a portion of our assets, user data may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or use of your personal information.

Voter Data Privacy

We understand the critical importance of voter data privacy. The following safeguards apply specifically to voter data:

• Voter data is used exclusively for the purpose of conducting the election for which it was provided
• We do not access, analyze, or use voter data for any purpose other than operating the Service as directed by the election administrator
• Voter ballots are anonymous — once submitted, votes cannot be traced back to individual voters
• Election administrators may request deletion of voter contact information (email addresses, phone numbers) after an election is complete by contacting us
• We do not use voter data for marketing, profiling, or any purpose unrelated to the specific election

Cookies and Tracking Technologies

ElectionChamp uses cookies and similar technologies to maintain sessions and provide the Service. Specifically:

• Essential Cookies. We use session cookies to authenticate users, maintain login sessions, and prevent unauthorized access. These are required for the Service to function and cannot be disabled.
• Analytics (Google). We use Google Analytics to gather aggregated, non-personally identifiable information about site usage. This data helps us understand how users interact with our website and improve the experience. Visit the Google Privacy Policy for more information. You may opt out of Google Analytics at any time through your browser settings or by using the Google Analytics Opt-out Browser Add-on.
• Microsoft Clarity. We use Microsoft Clarity, a behavioral analytics tool, to understand how visitors interact with our website through session recordings, heatmaps, and aggregated interaction reports. Clarity may collect data such as mouse movements, clicks, scrolls, IP address (anonymized), browser and device information, and pages visited. Clarity uses persistent cookies (_clck, _clsk) to associate sessions over time. This data is processed by Microsoft and is subject to the Microsoft Privacy Statement. Microsoft Clarity does not provide us with access to personally identifiable information. You may opt out by adjusting your browser settings to block cookies or by visiting Microsoft's privacy choice page.

We do not engage in cross-site behavioral tracking for advertising purposes. Analytics tools (Google Analytics and Microsoft Clarity) may set persistent cookies strictly for site analytics and UX improvement — not for advertising or profiling.

Data Security

We take the security of your information seriously and implement industry-standard safeguards, including but not limited to:

• AES-256 encryption for sensitive data at rest
• SSL/TLS encryption for all data in transit
• Unique, cryptographically generated 16-digit voter keys for ballot authentication
• Access controls and role-based permissions for internal systems
• Regular security audits and vulnerability assessments
• Automated session expiration to prevent unauthorized access

Despite our efforts, no method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security. You acknowledge and accept this inherent risk.

Data Retention

We retain your personal information and election data for as long as your account is active or as needed to provide you with the Service. We may also retain and use your information as necessary to comply with legal obligations, resolve disputes, enforce our agreements, and as permitted by applicable law.

Upon account deletion or upon request, we will delete or anonymize your personal information within a commercially reasonable timeframe, unless retention is required by law. Aggregated, anonymized data that cannot be used to identify you may be retained indefinitely for analytics and service improvement purposes.

Data Storage and International Transfers

ElectionChamp relies on third-party hosting providers and infrastructure partners located in Canada to operate the Service. If you access the Service from outside Canada, your information may be transferred to, stored, and processed in Canada or other jurisdictions where our service providers operate. By using the Service, you consent to the transfer of your information to these jurisdictions, which may have data protection laws that differ from those in your country of residence.

Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

• Access. You may request a copy of the personal information we hold about you.
• Correction. You may request that we correct inaccurate or incomplete personal information.
• Deletion. You may request that we delete your personal information, subject to certain legal exceptions.
• Data Portability. You may request a machine-readable copy of your data.
• Opt-Out. You may opt out of non-essential communications at any time by following the unsubscribe link in our emails or contacting us directly.

To exercise any of these rights, please contact us at support@electionchamp.com. We will respond to your request within 30 days.

Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete such information promptly. If you believe a child under 16 has provided us with personal information, please contact us immediately.

Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

Do Not Track Signals

Some web browsers transmit "Do Not Track" signals. Because there is no uniform standard for interpreting these signals, the Service does not currently respond to "Do Not Track" signals. We will continue to monitor developments in this area.

Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes, we will notify you by sending an email to the primary email address associated with your account and/or by posting a prominent notice on our website at least 30 days before the changes take effect. Your continued use of the Service after the effective date of a revised Privacy Policy constitutes your acceptance of the changes.