Privacy Policy

1. Who this applies to

This Policy covers two groups: Organizers (people who create and manage events and accounts) and Voters (people who cast votes). For voter data collected within a specific event, the Organizer also decides how they use it — Organizers are responsible for complying with data-protection law for the voter data they access through their events.

2. Information we collect

From Organizers

• Account data: name, email, password (stored hashed), organization name, and — if you sign in with Google — your basic Google profile.
• Payout / KYC data (only if you enable payouts): legal name, bank or mobile-money account details, a government ID document, and any national identifier your country requires for payouts (for example, a Bank Verification Number (BVN) in Nigeria). Where a national identifier is verified with our payment partner, we do not store the full number — only a verification result and the last few digits. ID documents are stored in a private, access-controlled location.
• Content you upload: event details, contestant names, photos, cover images and logos.
• Support & communications: messages you send us and related records.

From Voters

• Email address — when required to verify a vote or send a paid-vote receipt.
• Vote records — the choices cast and related timestamps.
• Technical & anti-fraud data — IP address, device/browser information and a one-way hashed identifier, used to prevent duplicate/fraudulent voting and abuse.

From everyone

• Payment data: transaction records (amount, reference, status). Card and payment-account details are entered directly with our payment providers and are never collected or stored by Kindlyvote.
• Usage & analytics data: pages visited, page views, approximate location (from IP) and device type, to operate and improve the service.
• AI inputs (Pro AI features): the prompts/briefs you submit to generate an event, which are processed by our AI provider to produce a draft.
• Cookies and similar technologies — see section 6.

3. How we use your information

• to provide the service — create and run events, cast and count votes, show results;
• to process payments, commissions and payouts, and to issue receipts;
• to verify identity (KYC) where required before releasing funds;
• to prevent fraud, duplicate voting and abuse, and to keep the platform secure;
• to provide AI event-building features when you use them;
• to communicate with you about your account, events and support requests;
• to show advertising on Free-plan event pages (see section 7);
• to analyze and improve the service;
• to comply with legal, tax and regulatory obligations.

4. Our basis for processing

We process personal data where it is necessary to provide the service you ask for (our contract with you), where you have given consent (which you may withdraw), where we have a legitimate interest in operating, securing and improving the service and preventing fraud, and where we must comply with a legal obligation.

5. Payment security

All payments are processed through PCI DSS-compliant payment gateways. Your card and payment information is sent directly to and secured by these providers under the PCI DSS standard; Kindlyvote does not see, collect or store your full card details.

6. Cookies and similar technologies

We use cookies and similar technologies for:

• Essential: keeping you signed in and the site working (these are necessary).
• Analytics: understanding usage so we can improve the service.
• Advertising: on Free-plan event pages, third-party ad networks may set cookies or use device identifiers to serve and measure ads (see section 7).

You can control cookies through your browser settings; blocking some may affect how the site works.

7. Advertising and third-party ad networks

To keep the Free plan free, Kindlyvote shows third-party ads on Free-plan organizers' public event pages. These ads are served by external ad networks, which may collect device and usage data and use cookies/identifiers to serve and measure advertising, under their own privacy policies. We don't control those practices. Pro-plan pages are ad-free, so upgrading removes third-party ad tracking from your event pages.

8. How we share your information

We do not sell your personal data. We share it only with trusted service providers who help us run Kindlyvote, and only as needed to deliver the service — including providers for hosting and data storage, payment processing and payouts, identity verification, content delivery, transactional email, AI features (when you use them), and analytics and advertising (as described above). We may also share data with professional advisers or authorities where required by law or to protect rights and safety.

These providers are required to protect your data and use it only for the services they provide us.

9. International transfers

Because we and our providers operate globally, your data may be processed in countries other than your own (for example on servers in the EU or US). Where this happens, we take reasonable steps to ensure your data receives a level of protection consistent with applicable data protection laws and recognized safeguards.

10. Data retention

We keep personal data only as long as necessary for the purposes above and to meet legal, tax and accounting requirements. Deleted events are held in Trash for a limited recovery window (around 90 days) before permanent deletion. KYC and transaction records are kept for the periods required by law and our payment partners. When no longer needed, data is securely deleted or anonymized.

11. Your rights and choices

Depending on where you live, you may have the right to:

• access the personal data we hold about you;
• request correction of inaccurate data;
• request deletion of your data;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent;
• receive a copy of your data in a portable format.

To exercise any of these, email support@kindlyvote.com. Depending on your country, you may also have the right to complain to your local data protection authority. If you're a voter, note that some requests (e.g., about a specific event) may also involve the Organizer who ran it.

12. Security

We use appropriate technical and organizational measures — including encryption in transit, access controls, hashed passwords and least-privilege data access — to protect personal data against loss, misuse and unauthorized access. No system is completely secure, but we work to protect your information and to notify you and the relevant authority of any significant breach as required by law.

13. Children

Kindlyvote is intended for adults and organizations. We do not knowingly collect personal data from children. If an event is aimed at minors, the Organizer is responsible for obtaining any necessary consents.

14. Changes to this Policy

We may update this Policy from time to time. The "Last updated" date above reflects the latest version; material changes will be made clear on this page.

15. Contact

For any privacy question or data request, contact support@kindlyvote.com.