Privacy Policy

We are committed to protecting your privacy and ensuring the security of your data. Learn how we handle information when you use TapVoter for your elections.

Secure Data
Voter Privacy
Access Control
Data Protection

Privacy Policy

Effective Date: October 7, 2026

This privacy policy explains how we collect, use, and protect your information when using TapVoter.

1.Information We Collect

We collect and process the following types of information:

Account Data (organisers):

  • Name, email address and authentication credentials (via BetterAuth)
  • Google profile data (name, email, profile image) if you sign in with Google
  • Email verification status (verified by one-time code)
  • Account creation and sign-in timestamps, and the IP address and browser of active sessions
  • Organization name, timezone and email notification preferences
  • Subscription status (Pro), managed through Polar

Election Data:

  • Election configuration: names, descriptions, organization names, schedules and timezones, voting method, positions, candidates and candidate photos, branding, languages and settings
  • Voter keys, stored so organisers can distribute and reprint them, together with a SHA-256 hash used to check keys when voting
  • Optional voter names and email addresses entered or imported by the organiser
  • Whether each voter key has been used (not when it was used)
  • Email delivery status for voter invitations (for example sent, delivered, bounced)
  • A name typed by the voter, only if the organiser requires voter names
  • Ballots: the choices made and a random receipt code, stored without any voter name, email, key or identifier
  • An activity log of organiser and collaborator actions (for example keys generated or revoked, settings changed)

Poll, Quiz and Survey Data:

  • The questions and settings created by the organiser
  • Responses, answers and quiz scores
  • Names and email addresses, only where the organiser asks for them or the participant chooses to provide them
  • A one-way keyed hash of the respondent's IP address and browser details, used to help prevent duplicate or automated submissions, and the browser user agent, used for device statistics. The IP address itself is not stored with responses

Technical Data:

  • Session cookies (sessions last up to 7 days and are refreshed while you use the app)
  • IP addresses used for rate limiting, held in Cloudflare KV for about two minutes
  • Cloudflare Turnstile verification tokens (checked and not stored)
  • Request logs kept by our hosting provider for operations and security
  • Error reports, which may include your IP address, browser details and the page you were on
  • Questions you ask Tappy, our help assistant

2.How We Use Your Information

Your information is used to:

  • Provide and operate TapVoter, including sending emails you or your organiser request
  • Authenticate users and secure accounts
  • Make sure each voter key is used only once and prevent duplicate or automated submissions
  • Calculate election, poll, quiz and survey results for the organiser
  • Monitor, debug and protect the service against abuse
  • Understand how the website and app are used (analytics) and bill subscriptions

We do not sell personal data.

3.Data Security

We implement multiple layers of security to protect your data:

Authentication & Access Control

  • Authentication: BetterAuth sessions with Google sign-in or email one-time codes
  • Bot protection: Cloudflare Turnstile on sign-in, poll, quiz and survey submissions, and the contact form
  • Ownership enforcement: Data access is checked against the requesting user or collaborator link

Vote & Data Protection

  • Voter keys: Single-use keys checked against a SHA-256 hash; keys are visible only to the election's organisers and collaborators
  • Ballot secrecy: Ballots stored without voter identity; no record of when each voter voted; results sealed until voting closes by default for new elections (see Voter Privacy)
  • Encryption: Data is encrypted in transit (HTTPS/TLS with HSTS) and at rest by our hosting provider
  • Double-vote prevention: Conditional database writes ensure each key can vote only once

Infrastructure Security

  • Rate limiting on sign-in, voting and submission endpoints
  • Input validation on API endpoints
  • Security headers including a Content Security Policy, HSTS, X-Content-Type-Options, X-Frame-Options and Referrer-Policy
  • CSV safety: CSV exports are sanitized against formula injection
  • Upload checks: File type and size validation

We review the platform's security regularly through internal reviews. TapVoter has not been independently audited or certified by a third party. No system is completely secure, and we cannot guarantee the absolute security of your data.

4.Data Storage and Retention

  • Free plan: Completed elections and closed polls, quizzes and surveys — including ballots, responses, voter data and uploaded images — are automatically deleted about 90 days after they end
  • Pro plan: Data is kept while your subscription is active. If the subscription ends, the 90-day deletion applies from that point
  • Drafts, scheduled and active items are not automatically deleted
  • Accounts: Deleting your account deletes your elections, polls, quizzes and surveys and their data
  • Rate-limit records: About two minutes
  • Activity logs: Kept for security and auditing
  • Backups: Our hosting provider keeps point-in-time database backups for up to 30 days, so deleted data may persist in backups for that period
Important:

Organisers should export results and any data they need before it is deleted. Deleted data cannot be restored on request.

5.Third-Party Services

We use the following service providers to operate TapVoter:

  • Cloudflare: Hosting (Workers), database (D1), file storage (R2), key-value storage, CDN, DDoS protection, request logs, Turnstile bot detection, and AI processing for the Tappy help assistant
  • Sentry: Error monitoring. When an error occurs on organiser pages, Sentry may receive a technical report and a short session replay of that page, with voter keys and similar codes masked. Error reports may include your IP address. Session replays are never recorded on ballot, poll, quiz or survey pages
  • Google Analytics: Usage analytics on the website and app. It is not loaded on ballot, poll, quiz or survey pages
  • Google AdSense: Advertising on the tapvoter.com marketing pages only — never on a ballot or while a vote is being cast
  • Resend: Email delivery (sign-in codes, voter invitations, notifications). Email addresses and message content are shared for delivery, and delivery events are reported back to us
  • Polar: Merchant of record for Pro subscriptions — handles payment details, billing and tax. We do not see or store card details
International Data Transfers:

Your data is stored in Cloudflare's global infrastructure and processed by the providers above, which may be located outside your country. By using TapVoter, you consent to these international data transfers.

6.Voter Privacy

TapVoter is designed so that organisers can see who has voted, but not how anyone voted:

  • Ballots are stored without any voter name, email, key or identifier
  • TapVoter does not record when each voter voted, and elections launched from 7 October 2026 store no time on the ballot
  • For new elections, results are sealed until voting closes by default — hidden from everyone, including organisers and collaborators
  • For elections launched from 7 October 2026, contested ballots can be voided only while voting is open
  • The public transparency log shows receipt codes and their status, never a voter's identity or choices
Limits:

Organisers can see which voters have voted and can see the voter keys. If an organiser chooses to show live results during voting, a vote could sometimes be inferred when very few people are voting. Results themselves can reveal votes in very small or unanimous elections.

7.Appropriate Use

TapVoter is built for organizations such as clubs, associations, schools, nonprofits, churches, unions and boards.

TapVoter must not be used for government elections — public elections run by or on behalf of a national, state, provincial, regional or local government, or any election to public office or on a public referendum — or for highly sensitive votes where a breach of ballot secrecy or integrity could put voters at risk or carry serious legal consequences.

TapVoter has not been certified or independently audited for these uses. If your vote is governed by law or by your organization's rules — for example a statutory union, homeowners' association or corporate election — confirm with your legal counsel that TapVoter meets those requirements before you use it.

Use of TapVoter is voluntary and at your own risk. TapVoter is provided “as is” and “as available”, without warranties of any kind. You are responsible for deciding whether TapVoter is suitable for your vote and for how you run it. See our Terms of Service for the full terms.

8.Your Rights

As a user, you have the right to:

  • Access your personal information
  • Request correction of inaccurate data
  • Request deletion of your account
  • Receive information about how your data is processed
  • Opt-out of non-essential data collection
  • Export your data in a portable format

9.Data Export & Portability

TapVoter provides data export functionality that allows you to download your information:

What's Included in Your Export:

  • Election results with vote totals (CSV)
  • Voter lists with voter keys, names, emails, voted/unused status and email delivery status (CSV)
  • Ballot records (CSV) — for elections launched from 7 October 2026, valid ballots only, after voting closes, with no receipt codes or times
  • Official Election Reports (printable)
  • Poll, quiz and survey results and responses (CSV, Pro)

How Exports Protect Ballot Secrecy:

  • No export contains ballots alongside voter names, emails or keys. For elections launched from 7 October 2026, the ballot export also has no voting times or receipt codes
  • Voter exports contain no record of when each person voted
  • While an election's results are sealed, result and ballot exports are unavailable until voting closes
How to Export Your Data:

On app.tapvoter.com, open the Export tab of your election, poll, quiz or survey. Voter exports contain personal data — store and share them carefully.

10.Cookies and Tracking

We use cookies and similar technologies for:

  • Authentication and session management
  • Security and fraud prevention
  • Remember user preferences
  • Analytics (Google Analytics — not loaded on ballot, poll, quiz or survey pages)
  • Advertising on the marketing pages (see below)

You can control cookie settings through your browser preferences.

Advertising cookies

The marketing pages on tapvoter.com carry advertising served by Google AdSense. Google, as a third-party vendor, uses cookies and similar identifiers to serve and measure ads, and third-party vendors including Google may serve ads based on your prior visits to this or other websites.

Ads appear only on the tapvoter.com marketing pages — never in the TapVoter app (app.tapvoter.com), on a ballot, or while a vote is being cast. No ballot choice, voter key or voter record is ever shared with an advertising partner.

11.Changes to This Policy

We may update this privacy policy periodically. Significant changes will be communicated through:

  • Notifications on the TapVoter platform
  • Email notifications to registered administrators
  • Updates to the effective date of this policy

12.Contact Information

For privacy-related questions or concerns, contact us at:

Last updated: October 7, 2026 | Version 3.1

Questions About Privacy?

If you have any questions or concerns about our privacy policy or how we handle your data, please don't hesitate to contact us.

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