Terms of Service
Last Updated: 01/14/2026
These Terms of Service ("Terms") govern access to and use of the UrVote platform ("UrVote", "we", "us", or "our"). By creating an account or using the platform, you ("Administrator", "you", or "your") agree to be bound by these Terms.
If you do not agree to these Terms, you may not use the platform.
1. Platform Purpose & Scope
UrVote provides a digital platform that enables private organizations to conduct internal votes, polls, and elections.
UrVote is a technology provider only. We do not administer, supervise, certify, audit, or validate elections, nor do we act as an election authority, governing body, or legal adjudicator.
The platform is intended for use by private organizations, including but not limited to:
- Student associations
- Clubs and societies
- Corporations
- Non-profit organizations
- Private groups and memberships
UrVote is not designed for, and must not be used for, municipal, provincial, federal, or other statutory public elections, unless explicitly permitted by applicable law and authorized in writing.
2. Account Creation & Authority
By creating an account, you represent and warrant that:
- You are authorized to act on behalf of the organization you represent
- You have authority to conduct votes or elections using the platform
- Your use of UrVote complies with your organization's bylaws, policies, and applicable laws
You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.
3. Administrator Responsibilities
Administrators are solely responsible for:
- Determining voter eligibility
- Ensuring accuracy of voter contact information
- Distributing voting access to intended participants
- Configuring election settings, rules, and timelines
- Ensuring compliance with internal governance rules and applicable laws
UrVote does not verify voter identity, eligibility, or authorization and relies entirely on information and instructions provided by the Administrator.
4. Data Handling & Storage
UrVote is designed to minimize data retention.
4.1 Data Stored by UrVote
UrVote stores only the minimum information required to operate the platform, including:
- Administrator account information (such as email address)
- Operational and security logs (non-voter, non-PII)
4.2 Voter Data
Voter contact information uploaded for the purpose of distributing voting access is:
- Processed temporarily
- Not retained after use
- Not stored as a persistent voter database
UrVote does not provide long-term storage, management, or archival of voter contact lists.
Administrators acknowledge that UrVote is not responsible for long-term storage, retention, or management of voter personal information.
5. Data Protection Roles
For the purposes of applicable data protection laws:
- The Administrator acts as the Data Controller
- UrVote acts as a Data Processor, processing personal data solely on behalf of and under the instruction of the Administrator
Administrators are responsible for:
- Obtaining all required consents from voters
- Ensuring lawful collection and use of personal information
- Responding to voter data requests where required by law
6. Election Results & Platform Limitations
UrVote provides technical mechanisms to record votes and display results based on inputs received from voters and Administrators.
UrVote does not:
- Guarantee election outcomes or turnout
- Guarantee acceptance of results by participants
- Resolve disputes between voters, candidates, or organizations
- Certify or legally validate election results
Election results generated using the platform are informational outputs and do not constitute legal determinations or binding certifications.
7. Security & Availability
UrVote implements reasonable administrative, technical, and organizational safeguards designed to protect the platform and its users.
However:
- No system is completely secure
- UrVote does not guarantee uninterrupted or error-free operation
- Availability may be affected by maintenance, updates, or third-party service disruptions
Administrators are encouraged to use strong passwords and enable available security features.
8. Prohibited Use
You may not use UrVote to:
- Conduct unauthorized or fraudulent elections
- Impersonate individuals or organizations
- Attempt to bypass access controls or security mechanisms
- Interfere with platform operation or integrity
- Use the platform in violation of applicable laws or organizational rules
UrVote reserves the right to investigate and take appropriate action for prohibited use.
9. Suspension & Termination
UrVote may suspend or terminate access to the platform, with or without notice, if:
- These Terms are violated
- Platform security or integrity is at risk
- Continued use creates legal or operational exposure
In emergency or security situations, suspension may occur immediately.
10. Limitation of Liability
To the maximum extent permitted by law:
- UrVote shall not be liable for indirect, incidental, consequential, or special damages, including loss of profits, loss of data, reputational harm, or election disputes
- UrVote shall not be liable for election outcomes, participation levels, or disputes arising from platform use
UrVote's total liability shall not exceed the fees paid by the Administrator to UrVote in the twelve (12) months preceding the claim.
11. Indemnification
You agree to indemnify and hold harmless UrVote from any claims, damages, losses, or expenses arising from:
- Your use of the platform
- Your organization's elections or voting processes
- Violations of these Terms or applicable laws
12. Governing Law
These Terms are governed by the laws of the Province of Ontario, Canada, without regard to conflict of law principles.
13. Transparency & Policy Access
Administrators may view the version of the Terms of Service and Privacy Policy agreed to at the time of account creation within their account settings.
Continued use of the platform after updates constitutes acceptance of the revised Terms.
14. Contact
For questions regarding these Terms, contact: