Privacy Policy
This policy describes how UrboLogik LLC ("UrboVote," "we," "us") collects, uses, and protects information when you use the UrboVote platform. Please read it carefully. By using UrboVote you agree to the practices described here.
1. Who We Are
UrboVote is an electronic ballot platform operated by UrboLogik LLC, a Texas limited liability company. References to "UrboVote," "we," "us," or "our" mean UrboLogik LLC. If you have questions about this policy, contact us at hello@urbovote.com.
2. Information We Collect
Account and administrator information. When a board administrator creates an account, we collect their name, email address, association name, and billing information. Billing data is processed and stored by our payment processor (Stripe); we do not store full credit card numbers.
Voter roster data. Administrators upload a list of eligible voters — typically owner names, email addresses, and unit or lot identifiers. This data is provided by the administrator and is used solely to send ballot invitations and record participation.
Participation records. When a voter casts a ballot, we record that they participated — the timestamp and a unique token identifier — as part of the cryptographic audit log. We deliberately do not attach the voter's IP address or device details to any vote record. We do not link vote choices to voter identity. Vote selections are stored encrypted and disassociated from the voter's name or email before the tally runs.
Usage data. We collect standard server logs including IP addresses, browser type, and pages visited when you use the platform. This data is used for security monitoring, debugging, and service improvement.
Communications. If you contact us by email or through our contact form, we retain that correspondence to respond to your inquiry and improve our support.
3. How We Use Information
We use the information we collect to:
- Create and manage your account and send ballot invitations to eligible voters
- Generate and maintain the cryptographic audit log for each election
- Process subscription payments and send billing receipts
- Respond to support requests and communicate service updates
- Detect and prevent fraud, abuse, and unauthorized access
- Improve the platform through aggregated, anonymized analytics
We do not use voter roster data or election records for marketing, advertising, or any purpose other than operating the election for which it was uploaded.
4. Ballot Secrecy
Secret ballots. Every ballot is secret unless the organization running it deliberately chooses otherwise. On a secret ballot, UrboVote is designed so that no one — including UrboVote staff — can determine how any individual voter voted. Vote choices are encrypted at rest using AES-256 and are stored in a data structure that is separated from voter identity. The audit log proves that someone voted (participation) but not how they voted (choice). This separation is enforced at the application and storage layers and is a core architectural property of the platform, not a policy commitment alone.
Recorded (roll-call) ballots. Some organizations have governing documents that require a recorded vote, in which each member's position is part of the record. For those cases UrboVote offers a recorded mode, and on a recorded ballot the protection described above does not apply: your name, your selections and the time you voted are recorded together and are visible to your organization's administrators and included in its legal export. Recorded mode is never the default and cannot be switched on quietly. Your organization must first enable it in its settings, and whoever creates the ballot must then turn secrecy off for that specific ballot and confirm a warning that voters' names and selections will be visible. The choice is fixed before voting opens and cannot be changed once any vote has been cast, in either direction. You will be told a ballot is recorded before you cast your vote, and again on your receipt — if you do not see that disclosure, your ballot is secret.
UrboVote does not decide which mode your organization uses; that choice belongs to the organization administering the vote, under its own governing documents. Questions about why a particular ballot was run as a recorded vote should go to that organization.
5. How We Share Information
We do not sell personal information. We share data only in the following circumstances:
Service providers. We use Amazon Web Services (AWS) for cloud hosting and key management, and Stripe for payment processing. These providers process data on our behalf under data processing agreements and may not use your data for their own purposes.
The association's administrators. Board administrators can see the voter participation list — who voted and who did not — but not how anyone voted. This is consistent with standard election administration practice and your association's right to confirm quorum and voter eligibility.
Public results pages. When an election closes, UrboVote generates a public results page showing the tally, total participation count, and a cryptographic checksum of the audit log. No personal information appears on the public results page.
Legal requirements. We may disclose information when required by law, court order, or valid legal process, or to protect the rights, property, or safety of UrboLogik LLC, our users, or the public.
6. Data Retention
Election audit logs are retained for a minimum of seven (7) years from the date an election closes, consistent with HOA record retention requirements in most U.S. states. Audit log records are stored in write-once, immutable storage and cannot be deleted even at administrator request — this immutability is what gives the records their legal value. Account data and voter roster data that is not part of a sealed audit log may be deleted upon account closure.
7. Security
All data is transmitted over TLS 1.2 or higher. Data at rest is encrypted with AES-256. Ballot signing keys are generated per-ballot, stored KMS-encrypted in AWS Systems Manager, and permanently deleted when each ballot closes. We conduct regular security reviews and maintain access controls limiting who can access production systems. No security measure is perfect; if you become aware of a potential vulnerability, please contact us at hello@urbovote.com.
8. Your Rights
Access and correction. Account administrators may access and update their account information at any time through the platform settings.
Deletion. You may request deletion of your account and non-audit-log data at any time by contacting us. Sealed election audit records cannot be deleted because they are stored in immutable storage — their permanence is a core feature that protects your association and its members.
California residents (CCPA). California residents have the right to know what personal information we collect, request deletion of personal information (subject to the audit log exception above), and opt out of the sale of personal information. We do not sell personal information. To exercise your rights, contact us at hello@urbovote.com.
Voter rights. Homeowners whose email addresses were uploaded to UrboVote by their association's administrator may contact us to request that their information be corrected or removed from future elections. Participation records in sealed audit logs are retained per the retention policy above.
9. Children
UrboVote is intended for use by adults in their capacity as HOA members, board administrators, and property managers. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.
10. Changes to This Policy
We may update this policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify account administrators by email. Continued use of the platform after a policy change constitutes acceptance of the updated policy.
11. Contact
Questions, requests, or concerns about this policy:
UrboLogik LLC
Email: hello@urbovote.com