A secure, privacy-focused platform for managing anonymous student elections across multiple accommodation buildings with rigorous integrity and audit controls.

Privacy Policy

Votify – Residence Election & Voting Platform Effective Date: 25 August 2026

1. Introduction

Votify ("Votify", "we", "our" or "the Platform") is a digital voting and election platform designed for use within student residences and similar residential communities.

Votify enables authorised residents to participate in elections for Residence Committees, House Committees, student leadership structures and other approved residence voting processes.

We take the privacy, confidentiality and integrity of every election seriously.

This Privacy Policy explains what information Votify collects, how that information is used and protected, and how privacy is maintained during elections.

Votify is intended to operate in accordance with applicable South African privacy legislation, including the Protection of Personal Information Act 4 of 2013 (POPIA).

2. Information We May Collect

To operate Votify and verify that only eligible residents participate in an election, we may process information such as:

Full name
Student or resident number
Email address
Mobile number
Residence
Room number or residence allocation
Institution or organisation
Election eligibility
Voting status, such as whether an eligible voter has already voted
Login and authentication information
Date and time of voting activity
Technical information required for security, fraud prevention and system administration

Only information reasonably required to operate and secure the Platform should be collected.

3. Voting Privacy

The confidentiality of voting is an important principle of Votify.

Where an election is configured as a secret or anonymous ballot, Votify is designed so that election administrators can determine whether an eligible resident has voted without using administrative election results to identify how that individual voted.

Administrators may therefore be able to see information such as:

Resident A – Eligible – Voted

but should not be able to use the election results to determine:

Resident A – Voted for Candidate B

Election results should display aggregated voting information rather than individual voting choices.

If a particular vote, poll or election is intentionally configured as non-anonymous, participants should be informed before submitting their vote.

4. Why We Process Personal Information

Personal information may be processed to:

Verify voter eligibility;
Prevent duplicate voting;
Authenticate users;
Administer residence elections;
Maintain the integrity of an election;
Calculate and publish authorised election results;
Investigate suspected voting irregularities;
Maintain appropriate security and audit records;
Provide technical support;
Comply with applicable legal or institutional requirements; and
Improve the security and reliability of Votify.

Personal information will not be used for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.

5. Election Administrators

Certain authorised individuals may receive administrative access to an election.

Depending on their permissions, administrators may be able to access:

Lists of eligible voters;
Voter verification information;
Whether an eligible voter has voted;
Election participation statistics;
Candidate information;
Aggregated election results; and
Relevant election audit information.

Access should be limited to authorised persons who require the information to administer the election.

Secret ballot selections should not be disclosed to residence management, election administrators, candidates or other residents.

6. Candidates

Where a resident nominates themselves or accepts nomination as a candidate, certain information may be displayed to eligible voters.

This may include:

Candidate name;
Photograph;
Position contested;
Candidate statement or manifesto; and
Other information submitted specifically for the election.

Candidates should understand that information submitted for publication as part of their candidacy will be visible to eligible participants in the relevant election.

7. Election Results

Votify may display election results to authorised administrators and, where applicable, eligible residents.

Results may include:

Candidate names;
Total votes received;
Percentage of votes received;
Total voter participation;
Election outcome; and
Winning candidate or candidates.

For secret ballots, individual voters should not be identified alongside their voting selections.

8. Information Sharing

Votify does not sell residents' personal information.

Personal information may be shared only where reasonably necessary with:

The residence, institution or organisation responsible for the election;
Authorised election administrators;
Service providers required to operate or secure Votify;
Technology infrastructure and hosting providers; or
Government, regulatory or law-enforcement authorities where disclosure is legally required.

Service providers should only process information necessary to provide their services.

9. Security

Reasonable technical and organisational safeguards are used to protect personal information and election data against:

Unauthorised access;
Loss;
Misuse;
Alteration;
Disclosure;
Destruction; and
Interference with election results.

Security measures may include authentication controls, access restrictions, database security, encrypted communications, activity logging and other appropriate safeguards.

No online system can guarantee absolute security. Votify therefore continuously aims to maintain safeguards appropriate to the nature of the information processed.

10. Election Integrity and Audit Information

Votify may retain limited technical and administrative records necessary to verify the integrity of an election.

These records may be used to investigate:

Duplicate voting attempts;
Unauthorised access;
Election manipulation;
Technical failures;
Suspicious activity; or
Formal election disputes.

Where ballots are secret, audit mechanisms should preserve ballot confidentiality while allowing administrators to verify that the election was conducted correctly.

11. Data Retention

Personal information will be retained only for as long as reasonably necessary for:

Conducting the relevant election;
Confirming or auditing election results;
Resolving election disputes;
Meeting institutional requirements;
Security purposes; or
Compliance with applicable law.

Information that is no longer required should be deleted, destroyed or de-identified where reasonably practicable and appropriate.

12. Your Rights

Subject to applicable law, users may have the right to:

Request access to personal information held about them;
Request correction of inaccurate or outdated information;
Request deletion of information where legally appropriate;
Object to certain processing of personal information;
Ask how their personal information is being used; and
Submit a complaint regarding the processing of their personal information.

Certain information may need to be retained where required for election integrity, dispute resolution or legal compliance.

13. POPIA

Votify processes personal information in accordance with applicable requirements of South Africa's Protection of Personal Information Act (POPIA).

Personal information should be processed lawfully, for a defined purpose, and with appropriate safeguards.

Users may also have the right to lodge a complaint with the Information Regulator of South Africa where they believe their personal information has been processed unlawfully.

14. Cookies and Technical Data

Votify may use cookies, session information or similar technologies where necessary to:

Keep users securely logged in;
Maintain application sessions;
Prevent abuse;
Remember essential settings; and
Maintain Platform security.

Where analytics technologies are used, they should not be used to compromise the confidentiality of secret ballots.

15. Third-Party Services

Votify may rely on third-party technology providers for services such as hosting, authentication, email delivery, notifications or other infrastructure.

These providers may process limited information necessary to provide their services and are subject to their own privacy and security obligations.

16. Children's Information

Votify is primarily intended for residents who are eligible to participate in elections within their residence or institution.

Where a participant is under the age of 18, personal information must be processed in accordance with applicable South African law and any requirements imposed by the relevant institution.

17. Changes to this Privacy Policy

This Privacy Policy may be updated when Votify's functionality, legal obligations or data-processing practices change.

The latest version will be made available through the Votify Platform.

18. Contact Us

Questions, requests or concerns regarding privacy or personal information may be submitted to:

Votify Privacy Team Email: [INSERT PRIVACY EMAIL] Website: [INSERT WEBSITE]

For elections administered by a particular residence or institution, residents may also contact the relevant residence management or election administrator.

Our Voting Privacy Commitment

Your identity determines whether you may vote. It should not determine whether someone can see how you voted.

For secret-ballot elections, Votify separates voter participation from ballot choices so residents can vote freely and confidentially while the residence retains the controls necessary to conduct a secure and credible election.