Participant and voter notice guide

Customer-owned notice

The organisation running the initiative decides why participant information is used and is normally the controller. It must give its own initiative-specific notice. Votegrain's supplier Privacy Notice does not replace it.

What every notice must state

• Customer legal name and privacy/contact route.
• Plain purpose and whether the process is consultative or intended to inform a later decision.
• Named/anonymous configuration, opening/closing date and time with timezone, whether participation is optional or required, and the actual consequence of not participating.
• Account/contact and eligibility information used for access and duplicate-vote controls, plus every optional attribute and its effect.
• Who sees participation status, aggregate results, reports, exports or shared/public views; include every internal, affiliate, adviser, export and external/public recipient category.
• Result-release policy, small-cell treatment, retention/deletion period, rights route and any alternative/adjustment process.

Anonymous voting description

For an anonymous vote, ordinary result surfaces are designed to show aggregates rather than who chose what. Votegrain retains limited account-to-ballot linkage for eligibility and duplicate-vote controls. Do not describe this as absolute or cryptographic anonymity.

Before submission

Tell the participant that an accepted ballot is write-once and should be reviewed before submission. A notice acknowledgement is not a substitute for the customer's lawful basis, consent or governance requirement.

Publishing and recording the notice

Before inviting participants, the Customer must approve and retain a dated copy of its initiative-specific notice. The pilot activation record must identify the notice owner and durable location. The product should present or directly link that notice before ballot submission and record the displayed notice version with the submission event.

If the product cannot yet retain immutable acknowledgement evidence for the initiative, the Customer must distribute the notice through a durable channel and retain that evidence outside Votegrain. The signed Order must not claim an in-product acknowledgement control unless it has been tested for that pilot.