Privacy Policy

1 Introduction

This Privacy Policy applies to information processed by VOTERA SERVICES through our website, voting platforms, ticketing systems, nomination services, event registration tools, administrative dashboards and related services.

The information we process may vary depending on the particular service being used and the requirements of the relevant event or campaign.

2 Information We Collect

Depending on how you use our Services, we may collect information including:

• Full name;
• Email address;
• Mobile phone number;
• Organization or business name;
• Nominee or participant information;
• Photographs and profile information;
• Voting records;
• Ticket purchase information;
• Nomination submissions;
• Registration information;
• Transaction references;
• Payment status;
• Event participation information;
• Account login information;
• IP address;
• Browser and device information;
• Access logs and system activity;
• Other information reasonably necessary to provide the Services.

3 How We Collect Information

Information may be collected when you:

• Visit the VOTERA SERVICES website;
• Cast a vote online or through supported channels;
• Purchase an event ticket;
• Submit a nomination;
• Register for an event;
• Create or use an organizer account;
• Access the nominee portal;
• Contact VOTERA SERVICES for support;
• Complete a payment transaction;
• Interact with one of our systems or integrated service providers.

Information may also be provided to us by event organizers, institutions, clients or authorized representatives where necessary for an event or service.

4 How We Use Information

We may use information to:

• Provide voting services;
• Process and record votes;
• Process ticket purchases;
• Issue or verify event tickets;
• Process nomination submissions;
• Manage event registrations;
• Operate organizer and provider dashboards;
• Authenticate user accounts;
• Send transaction or security notifications;
• Provide customer support;
• Detect fraud or suspicious activity;
• Maintain system security;
• Generate reports and event statistics;
• Improve our services and technology;
• Comply with legal requirements;
• Resolve disputes and investigate complaints;
• Perform any other activity reasonably necessary to provide the requested Service.

5 Voting Information

When a participant casts a vote, we may process information such as:

• Nominee selected;
• Number of votes purchased or cast;
• Voting amount;
• Payment reference;
• Mobile number where provided;
• Email address where required;
• Date and time of transaction;
• Payment status.

Voting information may be used to calculate results, verify transactions, generate reports and detect suspicious or fraudulent activity.

Public voting results may be displayed where enabled by the relevant event organizer.

6 Ticketing Information

When you purchase a ticket, we may process:

• Name of the ticket holder;
• Email address;
• Phone number;
• Ticket category;
• Quantity purchased;
• Ticket value;
• Payment reference;
• Ticket code;
• Purchase date and time;
• Payment status.

This information may be used to issue tickets, verify admission, prevent duplication and fraud, support event organizers and resolve purchase disputes.

7 Nomination Information

Where public nominations are available, we may collect:

• Nominee name;
• Contact information;
• Email address;
• Photograph;
• Profile or reason for nomination;
• Category selected;
• Event information;
• Payment details where a nomination fee applies.

Nomination information may be reviewed by the relevant event organizer and may be used to decide whether a nomination should be approved.

8 Payment Information

Payments may be processed through authorized third-party payment service providers.

VOTERA SERVICES may receive and store transaction information such as:

• Payment reference;
• Transaction amount;
• Transaction status;
• Payment channel;
• Mobile number;
• Email address;
• Payment provider response.

We do not necessarily receive or store complete payment card credentials. Card, bank and mobile money information may be processed directly by the relevant payment provider.

Payment providers may process your information according to their own privacy policies and terms.

9 Cookies and Technical Information

Our website and systems may use cookies, session information and similar technologies to support functionality, security and user experience.

Technical information may include:

• IP address;
• Browser type;
• Device type;
• Operating system;
• Session identifiers;
• Pages visited;
• Login activity;
• Referral information;
• General system logs.

Some cookies may be necessary for account authentication, security, theme preferences, navigation and other essential website functionality.

10 Information Sharing

VOTERA SERVICES does not sell personal information as a core part of its business model.

Information may be shared where reasonably necessary with:

• Relevant event organizers;
• Authorized VOTERA personnel;
• Payment service providers;
• Hosting and infrastructure providers;
• Communication service providers;
• Technical service providers;
• Government, regulatory or law enforcement authorities where legally required;
• Professional advisers where reasonably necessary.

We seek to limit information sharing to what is reasonably necessary for the intended purpose.

11 Third-Party Service Providers

VOTERA SERVICES may rely on third parties to support payment processing, SMS delivery, hosting, infrastructure, security, analytics or other technology services.

These providers may process limited information required to perform their services.

Where practical, VOTERA SERVICES seeks to work with reputable providers and apply reasonable contractual and technical safeguards.

12 Legal Basis for Processing

Depending on the circumstances, VOTERA SERVICES may process personal information because:

• It is necessary to provide a requested service;
• It is necessary to perform a contract;
• The user has provided consent;
• Processing is necessary for legitimate business interests that do not override the rights of the individual;
• Processing is necessary to comply with a legal obligation;
• Processing is necessary to protect the security and integrity of the Platform.

13 Data Retention

VOTERA SERVICES may retain information for as long as reasonably necessary to:

• Provide the Services;
• Maintain event and transaction records;
• Resolve disputes;
• Investigate fraud;
• Respond to complaints;
• Maintain financial records;
• Comply with legal obligations;
• Protect legitimate business interests.

Retention periods may vary depending on the type of information, the relevant event, contractual obligations and applicable law.

14 Data Security

VOTERA SERVICES takes reasonable administrative, technical and organizational measures to protect information from unauthorized access, misuse, alteration, disclosure or loss.

Security measures may include:

• Password hashing;
• Account authentication;
• Two-factor authentication where enabled;
• Secure payment integrations;
• Access controls;
• Activity logging;
• Fraud monitoring;
• Database controls;
• Server and application security measures.

No online service can guarantee absolute security, but we take reasonable steps to reduce risks.

15 Account Security

Users who have access to organizer, provider or other secured accounts are responsible for keeping their credentials confidential.

Users should:

• Use strong passwords;
• Keep login details private;
• Enable two-factor authentication where available;
• Notify VOTERA SERVICES promptly if unauthorized account activity is suspected;
• Log out from shared or public devices.

16 Children and Young Participants

Some events hosted through VOTERA SERVICES may involve schools, youth competitions or participants under the age of 18.

The relevant Event Organizer is responsible for establishing participation rules and obtaining any required parental, guardian, institutional or legal permissions.

VOTERA SERVICES will process information associated with such events only as reasonably necessary to provide the relevant Services and subject to applicable law.

17 Your Data Protection Rights

Subject to applicable Ghanaian law and any lawful limitations, individuals may have rights concerning their personal information.

These may include the right to:

• Request access to personal information;
• Request correction of inaccurate information;
• Request deletion where legally appropriate;
• Object to certain processing activities;
• Withdraw consent where processing is based on consent;
• Request information about how data is used.

Requests may be submitted through our official contact channels. We may require reasonable information to verify the identity of the requester.

18 Communications and Marketing

VOTERA SERVICES may send transactional communications necessary to provide our Services, including:

• Payment confirmations;
• Ticket confirmations;
• Security codes;
• Account notifications;
• Event-related updates;
• Customer support responses.

Promotional or marketing communications may be sent where permitted by law or where appropriate consent has been obtained.

19 International Processing

Some technology or service providers used by VOTERA SERVICES may operate infrastructure outside Ghana.

Where personal information is processed through such services, VOTERA SERVICES will take reasonable steps to use reputable providers and appropriate safeguards, subject to applicable law.

20 Third-Party Websites and Links

Our website may contain links to third-party websites, payment providers, social media services or other external platforms.

VOTERA SERVICES is not responsible for the privacy practices, content or security of third-party websites.

Users should review the privacy policies of those third parties before providing personal information.

21 Changes to this Privacy Policy

VOTERA SERVICES may update this Privacy Policy from time to time to reflect changes in our Services, technology, legal obligations or business practices.

Updated versions may be published on the VOTERA SERVICES website.

Continued use of the Services after an updated Privacy Policy becomes effective constitutes acknowledgement of the revised Policy, subject to applicable law.