Privacy Policy

Last updated on February 21, 2019

T his privacy policy (hereinafter referred to as the "Privacy Policy") is applicable to, inter alia, (i) the clients of the Votendo application (hereinafter referred to as the "Application"), (ii) the administrator user of the portal, (iii) visitors to the building, and (iv) all (commercial) relations between Votendo and its customers/dealers, prospects/leads, and business partners.

This Privacy Policy includes information about the personal data collected by Votendo, as well as the manner in which Votendo uses and processes this personal data.

Using the Application implies your explicit approval (through disclosure of your personal information or opt-in) of the Privacy Policy and consequently how we collect, use, and process your personal data.

An administrator account on the portal is created for all customers of Votendo. If an administrator account is provided to a customer, the customer acknowledges and agrees that (i) he is responsible, as controller, for all personal data of contact persons he or she adds in the portal and (ii) Votendo will process the personal data of the contact person, as processor, in accordance with this Privacy Policy.

Types of personal data

Votendo can collect and process the following personal data:

  • Name
  • Surname
  • Photo
  • Name of an associated party
  • Email address
  • Telephone number (landline and/or mobile phone)
  • IP address

Votendo refuses to accept, and you agree not to provide Votendo, with any other sensitive personal data (as defined in the GDPR).

Votendo also automatically collects anonymous information regarding your use of the Application. Votendo will (for example) automatically log which sections of the Application you visit, which web browser you use, etc. We cannot identify you through this data, but it allows Votendo to draw up statistics regarding the use of the Application.

Methods of personal data collection:

The personal data is collected in the context of:

  • Creating an administrator account
  • Creating a delegate account

All your personal data collected by Votendo is thus expressly and voluntarily provided by you.

Use of personal data

Votendo can use your personal data for the following purposes:

  • Creating an account and invitations for it
  • An email address used as a login name
  • Providing support/assistance (e.g., in case of problems)

Processing takes place on the following legal grounds, as the case may be:

  • You have given consent to the processing of your personal data for one or more specific purposes.
  • Processing is necessary for the performance of your agreement with Votendo or in order to take steps at your request prior to entering into an agreement.
  • Processing is necessary for compliance with a legal obligation to which Votendo is subject.
  • Processing is necessary in order to protect your vital interests or those of another natural person.
  • Processing is necessary for the performance of a task carried out in the public interest.

Disclosure of personal data to third parties

Votendo shall not disclose your personal data to third parties, unless it is necessary in the context of performing the agreement and optimization thereof (including but not limited to database management, invoicing, and payment processing for Votendo). In this respect, your personal data may be disclosed to payment providers, software providers, cloud partners, or service providers.

If it is necessary for Votendo to disclose your personal data to third parties, the third party concerned is required to use your personal data in accordance with the provisions of this Privacy Policy.

Notwithstanding the foregoing, it is possible that Votendo will disclose your personal data:

  • To the competent authorities (i) if Votendo is obliged to do so under the law or under legal or future legal proceedings, or (ii) to safeguard and defend our rights
  • If Votendo, or the majority of its assets, is taken over by a third party, in which case your personal data collected by Votendo will be one of the transferred assets

In all other cases, Votendo will not sell, hire out, or pass on your personal data to third parties, except when it (i) has obtained your permission to this end, and (ii) has completed a data-processing agreement with the third party in question, which contains the necessary guarantees regarding confidentiality and privacy compliance of your personal data.

Storage of personal data

Unless a longer storage period is required or justified (i) by law, or (ii) for compliance with another legal obligation, Votendo shall only store your personal data for the period necessary to achieve and fulfil the purpose in question, as specified in the Privacy Policy under “Use of personal data.”

Your privacy rights

Regarding the processing of your personal data, you enjoy the following privacy rights:

  • The right of access to your personal data
  • The right to rectification, completion, or updating of your personal data
  • The right to delete your personal data (the “right to be forgotten”). (Votendo wishes to point out that in this context the Application services will no longer be accessible and/or can no longer be provided if you delete or request deletion of certain required personal data, except for displaying your first name and last name in summaries of meetings held in the past.)
  • The right to limit the processing of your personal data
  • The right to transferability of your personal data
  • The right to object to the processing of your personal data

If you wish to invoke your privacy rights, please contact or complete the form for exercising your privacy rights, and deliver it to Votendo by email or paper mail: In principle, you can exercise these rights free of charge via the above-mentioned form. In addition, you can always, through your personal account, update, modify and/or verify your personal data that you were required to submit when creating your account. If you no longer wish to receive newsletters or information about the goods and services of Votendo, you can unsubscribe at any time by clicking the “unsubscribe” button at the bottom of each Votendo email.

Security of personal data

Votendo shall take reasonable physical, technological, and organizational precautions in order to avoid (i) unauthorized access to your personal information, and (ii) loss, abuse, or alteration of your personal data.

Notwithstanding Votendo’s security policy, the checks it carries out, and the actions it describes in this context, an infallible level of security can never be guaranteed. Since no method of transmission of information over the internet, and no method of electronic storage is 100% secure, Votendo is in this context not in a position to guarantee absolute security.

Updates to the Privacy Policy

Votendo is entitled to update this Privacy Policy by posting a new version on the Application. As such, it is strongly recommended to regularly consult the Application and the page displaying the Privacy Policy, to make sure that you are aware of any changes.

Other websites

The Application may potentially contain hyperlinks to other websites. When you click on one of these links, you may be redirected to another website or internet resource that could collect information about you through cookies or other technologies. Votendo does not have any responsibility, liability, or control over those other websites or internet resources, nor about their collection, use, or disclosure of your personal data. You must check the privacy declarations of those other websites and internet resources in order to judge whether they act in accordance with privacy legislation.

Contacting Votendo

If you have questions and/or remarks about this Privacy Policy or the manner in which Votendo collects, uses, and/or processes your personal data, please contact us by email at In case you are not satisfied with the way Votendo has handled your questions and/or remarks or you have any complaints about the way Votendo collects, uses, and/or processes your personal data, note that you have the right to lodge a complaint with the Privacy Commission.