Privacy policy

Who we are

Kvorum is an anonymous electronic voting service and a brand of vesel.dev. It is run as a managed service for individual organizations by agreement: there is no public sign-up, and each organization's account is created by us. "We" means vesel.dev, the provider of Kvorum. Privacy contact: [email protected].

Roles under the GDPR

For organization admin accounts we are the data controller.

For voter lists uploaded by an organization, the organization is the controller and we are the processor. A data processing agreement is signed at the organization's request.

What data we process

Admins: email address, sign-in time, actions in the organization's audit trail (open, close, export).

Voters: email address and optionally a name, as entered by the organization; when the link was sent; whether the link was used (only if the organization enables turnout tracking), rounded to the hour.

Ballots: stored without any link to the voter, without submission time, IP address or device data. The link between a ballot and a voter cannot be rebuilt, not even with database access.

Quote form: name, email, organization, approximate number of voters, planned date and message are sent by email and not stored on the server.

Technical data: IP address and basic request data (method, path, status, duration) are processed to deliver the pages, limit abuse and keep the service secure. Voting and sign-in links are masked in logs, and none of this is linked to a ballot.

Why and on what basis

Running the vote the organization sets up (contract or the organization's legitimate interest).

Admin sign-in and protecting the service (contract, legitimate interest).

Replying to your message (consent, which you can withdraw at any time).

How long we keep it

The voter list is deleted automatically a set number of days after the vote closes (30 by default; the organization can choose fewer). The organization can also delete it immediately.

Sign-in links and sessions are deleted when they expire.

Anonymous ballots remain until the organization deletes the vote.

Admin accounts and the organization's audit trail are kept until the organization's account is deleted, which it can request at any time.

Backups are kept for up to 30 days. Data deleted from the service can therefore remain in backups for up to 30 days before it is overwritten; backups are used only to restore the service.

Cookies and tracking

We use only strictly necessary cookies: the admin session and a token for open polls. A cookie banner is therefore not required.

We do not track users. There are no analytics, advertising or profiling tools, and the pages load nothing from third-party servers: no external fonts, scripts or embedded content.

Sub-processors and location

Hosting: Hetzner Online GmbH, Germany. The application, its database and backups are kept in Hetzner data centres in the European Union (Germany; backup copies may also be kept in Finland).

Email (sign-in links, voting links, notices) is sent through an email delivery provider acting as a sub-processor; the recipient address and message content are processed there. Where that involves processing outside the EU, it takes place under the safeguards the GDPR requires. The name of the provider and where it processes data are available on request.

We do not sell personal data and do not share it with anyone else, unless the law requires it.

Security

Connections are encrypted, ballots are stored without a link to the voter, access to the server is limited to the provider, and backups are kept.

No online service can guarantee complete security. If a personal data breach affects an organization's data, we inform that organization without undue delay.

Your rights

You have the right of access, rectification, erasure, restriction, portability and objection. Voters should contact the organization that ran the vote; we assist it. You may lodge a complaint with your supervisory authority; in Slovenia that is the Information Commissioner.

Service provided as is

Kvorum is provided "as is" and "as available", without warranties of any kind, express or implied, including uninterrupted availability, freedom from errors or fitness for a particular purpose.

The organization running a vote is responsible for its voter list, for the content and rules of the vote, and for deciding whether an electronic vote is allowed and valid under its own statutes and the law that applies to it. We do not give legal advice.

To the fullest extent permitted by law, we are not liable for indirect or consequential damage, loss of data, lost profit, or the outcome or validity of any vote. This does not affect liability that cannot be excluded by law, including for intent and gross negligence, or your rights under data protection law.

Terms agreed in writing with an organization take precedence over this section.