Privacy Policy

1. Who To Contact

This policy covers the Board and Officer’s Nomination and Election Hub at elections.therealyb2016.com. For privacy questions or requests, email the Administrator. The separate Hope Act Committee Workspace Hub has its own accounts and records.

2. Information We Handle

• Account and consent information: your email, name, access status, sign-in activity, and the date, wording, and policy identifiers associated with your agreement.
• Candidate submissions: the office selected, saved answers, submission status, and submission dates. Résumés and profile materials may also be provided directly to the Administrator outside the app.
• Nominations: the submitter’s name and email, nominee’s name, office, willingness status, optional experience summary, acknowledgment, and review history. A nomination by another person may identify you before you have an account.
• Optional passkeys: if you choose Add A Passkey after sign-in, we store a public key, credential identifier, a random account identifier, optional label, device and backup indicators, and setup and usage records to verify future sign-ins. Your device or passkey provider holds the private key. Fingerprints, face scans, and device PINs are not sent to the Hub. Your provider may sync passkeys across devices under its own settings and policies. Passkeys are scoped to this Election Hub domain. You can remove them in Account Security and continue using email codes. Removing a passkey deletes its credential record from the active Hub database and signs out your other Hub sessions; saved copies on your devices and provider backups are managed separately.
• Service and security information: temporary login challenges, session identifiers, email-delivery status, and abuse-prevention records. Our app uses protected representations of email and network addresses for rate limiting. Hosting and email providers may also process IP addresses, browser information, request details, and delivery logs to run and secure their services.
• Messages to the Administrator: feedback, corrections, permissions, withdrawal requests, and related correspondence.

Do not submit medical records, detailed criminal-case histories, private personnel matters, financial account details, or government identification numbers. Disclosure of lived experience is optional and is not required for an account.

3. Why We Use Information

We use information to verify email ownership, maintain accounts, save your work, review nominations and candidate responses, communicate about submissions, record consent, address requests, and protect the Hub. No official votes are collected while voting is closed. We do not sell personal information, use the Hub for targeted advertising, or use automated profiling to decide membership, candidate eligibility, or election outcomes.

4. Who Can See What

Technical administrators and service providers may need access to stored data for support, security, or lawful requests. Account permissions do not make stored information inaccessible to the people operating the service. We may disclose information when lawfully required or reasonably necessary to investigate misuse or protect rights and safety.

Hosting, storage, and transactional email providers process the information needed for their services. Resend handles sign-in and nomination emails; recipients’ email providers process delivered messages. Service infrastructure may process information outside your state or country. We do not promise that all processing occurs in Minnesota.

5. Cookies And Local Files

The app uses necessary cookies to link email-code and passkey requests to your browser and maintain your signed-in session. It does not add advertising cookies or advertising trackers. Blocking necessary cookies prevents sign-in. Email codes expire after 10 minutes and work once. Passkey challenges expire after five minutes and allow one verification attempt; sessions end after 15 minutes without activity or eight hours total.

Downloaded files and exported working drafts are saved on your device, outside the app’s access controls. Protect those copies and use Sign Out on shared devices. Administrator working drafts are separate from member responses saved to an account.

6. Retention And Security

Account records, consent history, candidate answers, nominations, and related correspondence do not currently have automatic deletion dates. The Administrator reviews removal requests and retention needs for organizational records, security, and applicable legal obligations. Records that must be retained remain restricted. Expired login and session records are eligible for cleanup during later sign-in activity; they may remain longer when the Hub is inactive. Providers and backups may have separate retention periods.

We use encrypted connections, restricted routes, optional passkeys, one-time codes, protected session cookies, and limits on sign-in attempts. No security measure guarantees that information will never be accessed improperly. Promptly report a suspected account or privacy problem to the Administrator.

7. Your Privacy And Participation Choices

You can request access to or a copy of your information, corrections, deletion, account closure, profile removal, or withdrawal of permission for future résumé sharing. You may also provide feedback or decline the app and arrange another way to participate. These choices do not themselves waive organizational rights or withdraw a nomination.

Email the Administrator using this link or the button below. Say which action you want and identify the account or material involved. You do not need an account to make a request. We may verify your identity before acting. Do not email identity documents unless a specific, appropriate verification method has been agreed.

Requests are reviewed individually. If information must be retained or a request cannot be fulfilled, the Administrator will explain the reason. You may reply with a request for reconsideration. Applicable privacy rights and response deadlines depend on the law and circumstances; this policy does not limit those rights. Prior lawful use, necessary organizational records, backups, or copies already received by others may limit what can be removed immediately.

Email A Privacy Or Opt-Out Request

This link opens an email draft. Your request is sent only when you choose Send in your email app.

8. Separate Résumé Permission

Account consent does not authorize résumé publication. Before wider sharing, you will be asked to approve the specific copy and audience. You may provide a copy without personal contact details or decline sharing entirely. Permission to share within the signed-in Hub does not authorize public-web publication. Contact the Administrator to withdraw future sharing permission or correct your profile.

9. Children And Policy Updates

The Hub is intended for organizational participants and is not directed to children under 13. We do not knowingly create accounts for children under 13. Contact the Administrator if a child’s information has been submitted so appropriate action can be taken.

Changes will be posted with a new effective date. Material changes to account terms or data practices require renewed consent before continued access. Broader résumé sharing will continue to require separate permission.