Privacy Policy

Last Updated: September 5, 2026

ClubVote (“ClubVote”, “we”, “our”, or “us”) respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how information is collected, used, stored, and protected when you access or use ClubVote.org, including our online voting and election management services.

ClubVote is developed and operated by TOAST Technologies Limited.

By accessing or using ClubVote, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Depending on how you use ClubVote, we may collect information such as:

• Full name
• Email address
• Telephone number
• Membership or voter identification information
• Organisation, association, fraternity, chapter, club, or group information
• Login credentials and encrypted passwords
• Authentication information, including voting PINs or verification codes
• Election eligibility and participation status
• Device, browser, IP address, and technical information
• Payment and transaction information where applicable
• Information supplied by an organisation administering an election through ClubVote

Some voter information may be uploaded to ClubVote by the organisation conducting an election rather than provided directly by the voter.

2. Voting Information

ClubVote is designed to protect the integrity and confidentiality of elections conducted through the Platform.

Where an election is configured as a secret ballot, ClubVote is designed so that a voter’s identity and authentication records are kept separate from the voter’s ballot choices to the extent required by the applicable election configuration.

Election administrators may be able to determine whether an eligible member has participated in an election, but they should not be able to identify how that individual voted in a secret ballot.

Where an organisation chooses a voting format that is not anonymous or secret, participants should be informed accordingly before voting.

3. How We Use Your Information

We may use personal information to:

• Create and manage user accounts
• Authenticate voters
• Verify voting eligibility
• Prevent duplicate or unauthorised voting
• Administer elections
• Maintain election integrity and security
• Provide election results and reports
• Communicate important election or account information
• Process payments
• Provide customer and technical support
• Detect fraud, abuse, security threats, or prohibited activity
• Improve the performance and reliability of ClubVote
• Comply with applicable legal and regulatory obligations

We do not sell personal information to third parties.

4. Organisations Using ClubVote

Organisations may use ClubVote to conduct elections for their members.

In such circumstances, the organisation conducting the election may provide ClubVote with voter information and determine matters such as voter eligibility, candidates, positions, election dates, and voting rules.

The organisation remains responsible for ensuring that information supplied to ClubVote has been collected and provided lawfully and that its election is conducted in accordance with its constitution, bylaws, rules, and applicable laws.

5. Payment Information

ClubVote may charge organisations or election administrators for access to its services.

All payments relating to ClubVote are received and processed by TOAST Technologies Limited and/or its authorised payment service providers.

ClubVote does not ordinarily store complete debit or credit card details where payments are processed by an independent payment service provider.

Payment providers may independently process certain information in accordance with their own privacy policies and applicable law.

6. How We Share Information

We may share limited information with trusted third-party service providers where reasonably necessary to operate ClubVote, including providers of:

• Website and cloud hosting
• Email and communication services
• SMS and authentication services
• Payment processing
• Cybersecurity and fraud prevention
• Data storage and backup
• Technical support and infrastructure

These providers should only process information as necessary to provide their services and subject to appropriate confidentiality and data protection obligations.

We may also disclose information where required by law, court order, regulatory authority, or where reasonably necessary to protect ClubVote, TOAST Technologies Limited, our users, or the integrity of an election.

We do not sell or rent users’ personal information to third parties for their independent marketing purposes.

7. Data Security

We use reasonable administrative, organisational, and technical safeguards designed to protect personal information against unauthorised access, disclosure, alteration, loss, misuse, or destruction.

These measures may include:

• Encryption
• Access controls
• Authentication systems
• Secure passwords and PINs
• Restricted administrative privileges
• System monitoring
• Secure hosting infrastructure
• Security logs
• Data backups
• Fraud and abuse detection measures

However, no internet-based system can guarantee absolute security.

Users are responsible for protecting their login credentials, passwords, PINs, verification codes, and other authentication information.

Users should promptly notify ClubVote if they believe their account or voting credentials have been compromised.

8. Data Retention

We retain personal information only for as long as reasonably necessary to provide our services, maintain appropriate election records, resolve disputes, comply with contractual or legal obligations, prevent fraud, and protect the integrity of elections.

Election administrators may also determine certain retention periods for election-related information, subject to applicable law and ClubVote’s technical and legal requirements.

Information that is no longer required may be deleted, anonymised, aggregated, or securely archived as appropriate.

Certain security, audit, transaction, and election records may be retained where reasonably necessary to investigate disputes, demonstrate election integrity, comply with applicable laws, or establish or defend legal claims.

9. Cookies and Similar Technologies

ClubVote may use cookies and similar technologies to:

• Maintain user sessions
• Authenticate users
• Remember preferences
• Improve security
• Prevent fraudulent activity
• Analyse Platform performance
• Provide essential website functionality

Where required by applicable law, users will be provided with appropriate choices regarding non-essential cookies.

Essential cookies necessary for authentication, security, voting functionality, and operation of the Platform may be required for ClubVote to function correctly.

10. Your Privacy Rights

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

• Request access to personal information held about you
• Request correction of inaccurate or incomplete information
• Request deletion of certain personal information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Request information about how your personal data is being processed
• Exercise applicable data portability rights
• Lodge a complaint with an appropriate data protection authority

Certain requests may be restricted where retaining or processing information is necessary to protect election integrity, comply with legal obligations, investigate suspected fraud, establish or defend legal claims, or maintain legitimate election records.

We may need to verify your identity before processing certain privacy requests.

11. Nigeria Data Protection

Where applicable, personal data processed through ClubVote will be handled in accordance with the Nigeria Data Protection Act 2023, applicable regulations and guidance issued by the Nigeria Data Protection Commission, and other applicable Nigerian laws.

TOAST Technologies Limited will take reasonable steps to process personal information lawfully, fairly, securely, and transparently.

12. Children’s Privacy

ClubVote is primarily intended for organisations and their eligible members.

Where an organisation uses ClubVote for an election involving persons under the age required for independent consent under applicable law, that organisation is responsible for ensuring that appropriate consent or other lawful authority has been obtained.

ClubVote does not knowingly seek to collect children’s personal information except where necessary for a legitimate election and where appropriate authority exists.

13. International Data Processing

Some technology, hosting, communications, security, or infrastructure providers supporting ClubVote may process or store information outside Nigeria.

Where personal information is transferred internationally, reasonable measures will be taken to ensure that such transfers are handled in accordance with applicable data protection requirements.

14. Election Administrators and Access to Information

Authorised election administrators may have access to information necessary to manage an election, including eligible voter records, participation status, candidate information, and election statistics.

The extent of this access depends on the election configuration and the administrator’s permissions.

For secret ballot elections, ClubVote is designed to protect the confidentiality of individual voting choices and separate such choices from voter identity where applicable.

Administrators are responsible for using information obtained through ClubVote only for legitimate election administration purposes.

15. Automated Security and Fraud Prevention

ClubVote may use automated systems to identify unusual or potentially fraudulent activity.

These systems may consider information such as login attempts, authentication activity, device information, IP addresses, voting activity, timestamps, and other technical indicators.

Such measures are intended to protect users and maintain the integrity of elections conducted through the Platform.

16. Third-Party Links

ClubVote may contain links to third-party websites or services.

We are not responsible for the privacy practices, security, availability, or content of independent third-party websites.

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

17. Data Breaches and Security Incidents

If we become aware of a security incident involving personal information, TOAST Technologies Limited will take reasonable steps to investigate, contain, and address the incident.

Where notification is required under applicable law, we will take appropriate steps to notify affected persons and/or the relevant regulatory authority.

18. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to ClubVote, applicable laws, technology, security requirements, or our data processing practices.

The latest version will be published on ClubVote.org with an updated effective date.

Where material changes significantly affect how personal information is processed, we may provide additional notice where appropriate.

Continued use of ClubVote following an update constitutes acknowledgement of the revised Privacy Policy to the extent permitted by applicable law.

19. Relationship With Our Terms of Service

This Privacy Policy should be read together with the ClubVote Terms of Service.

The Terms of Service govern your use of the Platform, while this Privacy Policy explains how personal information is collected, processed, protected, and managed.

20. Contact Us

For questions, concerns, complaints, or requests relating to this Privacy Policy or the processing of personal information through ClubVote, please contact:

ClubVote
Developed and operated by
TOAST Technologies Limited
Nigeria

Website: ClubVote.org
Phone: +234 805 368 2130

Users may also contact the relevant data protection authority where they believe their privacy rights have been infringed.

Our Privacy Commitment

ClubVote is built around a simple principle:

Your Vote. Your Voice.

We are committed to protecting voter information, respecting ballot confidentiality, maintaining election integrity, and providing organisations with a secure and trustworthy environment for conducting digital elections.