ePollbooks Privacy Policy

Effective Date: 1/1/2026
Last Updated: 2/1/2026

ContentActive, LLC (“ContentActive,” “we,” “our,” or “us”) operates the ePollbooks mobile and web application (the “Application” or “Service”). This Privacy Policy describes how information is collected, used, stored, and protected when authorized users access ePollbooks.

ePollbooks is a private election administration system distributed exclusively to U.S. counties, cities, and authorized election jurisdictions for official voter check-in and election operations. The Application is not intended for public or consumer use.

Scope of This Privacy Policy

This Privacy Policy applies to:

  • The ePollbooks mobile application (iOS and Android)

  • The ePollbooks web application

  • Associated backend services, APIs, and secure infrastructure

  • Jurisdiction-managed devices provisioned for election operations

  • Website

This policy does not apply to unrelated ContentActive products or public-facing websites.

1. Who we are

Our website address is: https://epollbooks.app.

 

2. Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

 

3. Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

 

4. Cookies

Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

 

5. Embedded content from other websites

Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

 

6. Who we share your data with

Suggested text: If you request a password reset, your IP address will be included in the reset email.

 

7. How long we retain your data

Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

 

8. What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

 

9. Where we send your data

Visitor comments may be checked through an automated spam detection service.

10. Authorized Users Only

Access to ePollbooks is restricted to authorized election personnel, including:

  • Election administrators

  • Poll workers

  • County or jurisdiction staff

  • Other individuals explicitly approved by the election authority

All users are authenticated and managed by the owning jurisdiction. Members of the general public cannot download, install, or access the Application.

11. Information We Collect

A. Voter Information (Election Data)

On behalf of election authorities, ePollbooks processes voter information that may include:

  • Voter name

  • Voter identification number

  • Precinct and ballot style

  • Polling location assignment

  • Voter check-in and participation status

Important:
ContentActive does not own voter data. All voter information remains the sole property of the applicable election authority.

B. Authorized User Information

For authenticated users, we may collect:

  • Name

  • Jurisdiction affiliation

  • Assigned role (e.g., poll worker, administrator)

  • Login credentials (securely hashed)

  • Audit and activity logs required for election integrity

C. Device & Technical Information

To ensure security, reliability, and compliance, the Application may collect:

  • Device type and operating system

  • Application version

  • IP address

  • System logs and error diagnostics

  • Timestamped audit records

12. How Information Is Used

Information processed through ePollbooks is used solely to:

  • Conduct voter check-in during elections

  • Prevent duplicate or unauthorized voting

  • Support election auditing and reconciliation

  • Maintain system security and operational integrity

  • Provide technical support to authorized jurisdictions

  • Comply with applicable election laws and regulations

Data is not used for advertising, marketing, profiling, or consumer analytics.

13. Data Ownership & Control

  • All election and voter data is owned by the election authority

  • ContentActive acts strictly as a service provider / data processor

  • Jurisdictions control access, exports, and retention

  • Data handling is governed by contract, election law, and jurisdiction policy

14. Data Sharing & Disclosure

ContentActive does not sell, rent, or share data for commercial purposes.

Information may be disclosed only:

  • To the owning election authority

  • To authorized election officials and poll workers

  • As required by law, regulation, or court order

  • To vetted infrastructure providers strictly necessary to operate the Service

All third parties are contractually bound to confidentiality and security obligations.

15. Data Security

We employ administrative, technical, and physical safeguards aligned with government election standards, including:

  • Encryption of data in transit and at rest

  • Role-based access controls

  • Jurisdiction-isolated environments

  • Secure authentication and authorization

  • Comprehensive audit logging and monitoring

Access to systems and data is limited to authorized personnel with a legitimate operational need.

16. Data Retention

Election and voter data is retained only for the duration required by:

  • The election authority

  • Applicable state and federal law

  • Jurisdiction-specific retention schedules

Upon instruction from the jurisdiction, data may be archived, exported, or securely deleted.

17. Children’s Privacy

ePollbooks is not directed to children and does not knowingly collect information from individuals under the age of 13.

18. No Advertising or Tracking

The ePollbooks Application:

  • Does not display advertisements

  • Does not include third-party advertising SDKs

  • Does not track users across apps or websites

  • Does not collect data for marketing or behavioral profiling

19. App Store & Private Distribution Disclosure

For Apple App Store and Google Play Store purposes:

  • The Application is privately distributed

  • Access is restricted to managed government accounts

  • Data collection is limited, purpose-specific, and essential

  • Data is not shared for advertising or tracking

  • The Application complies with applicable privacy and election laws

20. Texas Certification & Election Compliance

ePollbooks is a certified electronic poll book system in the State of Texas and has been examined and approved for use in Texas elections in accordance with applicable state election laws and procedures.

Official certification documentation is published by the Texas Secretary of State:

As part of this certification, ePollbooks complies with state requirements related to:

  • Voter data protection and access controls

  • Election integrity, auditability, and chain-of-custody

  • System security and operational reliability

  • Authorized use by election officials and poll workers only

All voter information processed through the Application remains under the ownership and control of the applicable election authority and is handled in accordance with Texas Election Code, Secretary of State guidance, and jurisdiction-specific procedures.

21. Changes to This Privacy Policy

We may update this Privacy Policy to reflect legal, regulatory, or operational changes. Updates will be posted with a revised “Last Updated” date.

22. Contact Information

For questions regarding this Privacy Policy or data handling practices, contact:

ContentActive, LLC
Email: info@contentactive.com 
Website: https://www.epollbooks.app

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