Local Computer
On the local computer where the Votebox software is installed and from which the assembly is managed, personal data is stored in two places:
Database
All data about participants, their participation in different votes, and the nature of their votes (in the case of a public vote) are stored in the software’s database:
- Unique participant ID
- Last name, first name, and, if applicable, affiliated organization
- Physical or virtual device number
- Personal code
- Weighting
- If applicable: another participant to whom the participant has given proxy
- For each assembly: attendance (with login and logout time)
- For a public vote/election: nature of the vote
- For a secret vote/election: no information (information on participation in this vote/election only)
The database is an MS Access database saved under C:/Voteboxdata/votebox.accdb, unless otherwise defined during installation.
Data deletion in the voting software is carried out in two steps:
- By locating the session and “deleting” it in Votebox, the session is no longer displayed but remains stored.
- Permanent deletion of the data via the “Votebox Admin” application.
Log files
Participants’ logins and logouts, as well as their votes, are recorded in log files. Each entry contains the following information:
- Date and time
- Physical or virtual device number
- Action: login, logout, or vote
- For a public vote/election: nature of the vote
- For a secret vote/election: no information
Web Server
When the Web application is used for voting, 2 files containing personal data are stored per assembly on the Web server.
Authentication file specific to the assembly (JSON text file)
The voting software creates a specific authentication file for each new assembly. The first time the voting software connects to the Web server, this file is sent to the server. This file allows voters to log in to the Web application even if the voting software is offline. It is updated on the Web server each time a change is made in the software regarding participants (adding a participant, modifying weighting or proxies), and at each vote opening, particularly to reflect different voting rights for that vote (different vote weighting, exclusion from the vote).
The following data is included in this file for each participant:
- Unique participant ID
- Last name, first name, and, if applicable, affiliated organization
- Virtual device number
- Personal code
- Generic weighting or weighting for the current vote
- If applicable: another participant to whom the participant has given proxy
This file is automatically deleted 30 days after the assembly configuration.
Assembly-specific log file on registrations and votes (text file)
Each time a person registers or votes, an entry is recorded in the assembly-specific log file.
The following data is included for each participant’s action:
- Date and time
- Action: login, logout, or vote
- Virtual device number
The log file never contains the nature of the vote. The file is automatically deleted after 30 days.
Data Retention Period
- If the assembly takes place on a computer belonging to Quizzbox Solutions or one of its service providers, the data is stored for a maximum of 30 days, unless the client expressly requests deletion after the assembly.
- If the assembly takes place on a computer belonging to the client’s services, the data is stored locally and is therefore not accessible by our services.
- Data relating to the voter’s login ID and voter information (last name and first name) is deleted 30 days after the assembly session is created on the online server.
- Emails and/or mobile phone numbers used to send the voter’s login ID are automatically deleted once the assembly is finished.
The Votebox software guarantees optimal data security
- Content encryption
- Proprietary and secure protocol
- No data is stored on the online server
- Debian VM server with Nginx server hosted by OVH
- Automatic backup of results on the local software
- Password-protected administrator system access
- In the case of votes configured in secret ballot mode, individual votes are neither displayed nor recorded in the database.
