Privacy Policy

Last Updated: September 24, 2026

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1. Introduction

Welcome to the Executive Voting Portal operated by Sharjah Malayali Samajam ("we", "our", or "us"). We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, and safeguard your information when you use our Voting Portal.

2. Information We Collect

To provide a secure and verifiable voting environment, we collect the following types of information:

• Information from Third-Party SSO (Google/Yahoo): When you choose to log in using Google or Yahoo, we receive your basic profile information, specifically your Name and Email Address.
• System and Usage Data: We automatically log system activity to ensure the security and integrity of the voting process. This includes your IP address, timestamp of access, and the specific actions taken within the portal (e.g., successful logins, failed attempts, and the timestamp of a cast vote).

3. How We Use Your Information

We use the collected information strictly for the following internal administrative purposes:

• To authenticate your identity and verify that you are an active member of the Executive Committee authorized to vote.
• To enforce the "one person, one vote" rule and prevent duplicate voting.
• To maintain secure system audit logs to detect and prevent unauthorized access or malicious activity.

4. Google API Services User Data Policy

Our application's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, nor do we sell this data to any third parties.

5. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to outside parties. Your data is strictly accessible only to authorized Super Administrators of Sharjah Malayali Samajam for the sole purpose of election integrity and system security.

6. Data Security

We implement a variety of enterprise-grade security measures to maintain the safety of your personal information, including encrypted databases, secure socket layer (SSL) technology, CSRF protection, and strict role-based access controls.

7. Contact Us

If you have any questions regarding this Privacy Policy or wish to request the deletion of your data from our system, please contact the System Administrator at your official organizational contact email.