Ballot Scout Privacy Policy & Terms of Service

(Last Updated: June 5th, 2018)

Ballot Scout ballot tracking is a service provided by Democracy Works, Inc. in partnership with your local election officials. Democracy Works is a nonpartisan, nonprofit organization committed to protecting the privacy of our partners and users. We have established this privacy policy to explain in detail what information we collect and how we use it.

Ballot Scout stores basic voter information in order to track ballots as they are processed by the United States Postal Service (USPS). We also allow users to opt-in to notifications about their ballots, at which point users may voluntarily provide us with contact information. We take great care to ensure that this information remains private. We do not sell user information, nor do we distribute any personal data for any purpose other than providing you with the information and services you have requested. Users who enable notifications may unsubscribe from these notifications at any time.

If you have any questions about our security practices or this policy, please contact us at help@democracy.works. Please read below for our complete privacy policy, and check this page periodically for alterations or amendments – we will occasionally modify this policy in order to ensure that it contains current information about our privacy practices, and we will maintain the version history on this page.

Do not use this site or provide us with information if you do not agree with all of the terms.

Information we gather

WHEN YOU LOOK UP THE STATUS OF YOUR BALLOT

Ballot Scout uses Google Analytics to monitor user traffic and visitor trends to the Ballot Scout widget, which partners may embed on official election administration websites. When you visit the Ballot Scout widget, we record basic information such as your IP address, referral source, browser type, and the date and time of your visit. We use this data only on an aggregate basis – for example, to know how many people visit the widget on a given day. This information helps us improve the Ballot Scout tool and our voter services. We do not link this information to your Ballot Scout records or identity.

WHEN YOU SIGN UP FOR BALLOT NOTIFICATIONS

When you opt-in to notifications about your ballot, we do store some information about you, which may include your name, address, year of birth, and email address or phone number. The information you provide will be used to provide you with ballot notifications according to your request.

COOKIES

Cookies are small pieces of data stored on your computer for prolonged period of time that make Ballot Scout easier to use by saving your status and preferences. We use session cookies to keep track of administrator logins to the Ballot Scout Dashboard. Most browsers are initially set to accept cookies, but you may be able to change the settings to refuse cookies or to be alerted when cookies are being sent.

DISCLOSURE OF INFORMATION

We may disclose personally identifiable information about you to third parties in limited circumstances, including: (1) with your consent; or (2) when we have a good-faith belief it is required by law, such as pursuant to a subpoena or other judicial or administrative order.

If we are required by law to disclose the information that you have submitted, we will attempt to provide you with notice (unless we are prohibited) that a request for your information has been made in order to give you an opportunity to object to the disclosure. We will attempt to provide this notice by email if you have given us an email address, or by postal mail if you have entered a postal address. If you do not challenge the disclosure request, we may be legally required to turn over your information.

In addition, we will independently object to requests for access to information about users of our site that we believe to be improper.

THIRD-PARTY SERVICE PROVIDERS

Ballot Scout works with third party service providers to send you reminders, and to otherwise assist us in providing our service to you, and we transmit your information to them for these purposes. We do not share any information with these service providers beyond what is necessary to provide you with their services.

We do not sell your information and neither do our service providers. As of the date of this privacy policy, our third-party service providers with whom we may share your information are:

  • Twilio: we use Twilio’s services to send text message notifications about your ballot (Twilio privacy policy)

  • Amazon SES: we use Amazon's Simple Email Service (SES) to send email notifications about your ballot (Amazon data privacy policy)

  • SmartyStreets: we use SmartyStreets services to verify that your address meets USPS standards for deliverability (SmartyStreet's privacy policy)

Our third party service providers may change from time to time, and we will endeavor to update this list on our privacy policy promptly after any such change. If you have any questions about how we, or any of our service providers, use your information, or if you would like to know if we have made any changes to our service providers since the date of this privacy policy, please contact us at help@democracy.works.

BALLOT SCOUT PARTNER ORGANIZATIONS

Ballot Scout is a service provided in partnership between Democracy Works and official election administrators. Your election official also has access to your personal data and general information about the services we provide you, and may contact you separately.

Security

Ballot Scout uses industry-standard security measures to protect the information you provide to us. Information you submit is encrypted through a Secured Socket Layer (SSL) connection, which protects the data in transit.

Although we make good faith efforts to store information securely, we cannot guarantee complete security. Ballot Scout shall not be responsible for any harm that you or any person may suffer as a result of a breach of confidentiality of any information you transmit to the Ballot Scout site.

Updating or Removing Your Information

You may choose to correct, update, or delete the user information you have submitted to us. However, please understand that deleted information may persist in our backup files.

Children’s Privacy

Ballot Scout is intended for voting-age adults and we do not knowingly collect personal information from children under 13 years of age. If you are a parent or legal guardian of a child under age 13 who you believe has submitted personal information to us, please contact us immediately at help@democracy.works.