Privacy

Responsibility and contact

Procedit in Helsingborg is responsible for processing data for Votaneo accounts, subscriptions, support and security. Procedit in Helsingborg, registration number 800103-3953, Malörtvägen 49, 263 62 Viken. Email: info@votaneo.se.

The organiser of a presentation decides the purpose of the questions and participant answers. If answers contain personal data, the organiser is responsible for having a basis for collecting it and giving participants the correct information. Organisations that need a data processing agreement should contact us before processing such data.

Data, purposes and legal bases

Data	Why it is processed
Email address, password hash and optional profile information	To create an account, sign you in and provide the service under the contract. Passwords are stored as hashes, not in plain text.
Name, billing address, optional company details and payment references	To fulfil and manage subscriptions under the contract and meet accounting requirements.
Presentations, uploads, answers, nicknames and results	To display the presentation and process answers according to the organiser’s instructions.
Login sessions, technical request data and browser identifiers	To keep users signed in, reconnect participants, limit duplicate answers and protect the service. Protection is based on our legitimate interest in operating a secure service.
Support messages and withdrawal notices	To handle questions, contractual matters, legal obligations and any claims.

You can participate without an account. Your browser still receives an identifier. The system does not verify that every participant is a unique person. Do not include personal data in open-ended answers unless it is needed for the presentation’s purpose.

Providers and recipients

Oderland hosts the online app and website. Stripe processes payment and subscription data in its payment environment. Votaneo does not store full card details. See Stripe’s privacy information. Relevant information may also be shared with our accounting support and authorities when required for accounting or by law.

If you use AI suggestions, your description is sent to OpenAI to generate questions. Existing presentations and participant answers are not automatically included in that request. Do not use the feature for sensitive or confidential material. Votaneo’s API request asks for the output not to be stored as a saved Responses resource. The provider may still retain technical data. See OpenAI’s information.

Stripe and OpenAI may process data outside the EU/EEA under their applicable data protection terms and transfer mechanisms. Contact us for information about the applicable recipients and safeguards in your use case. Emails sent to us are handled by the mail services of the sender and recipient.

Retention and deletion

Account details are kept while the account is in use. Contact us to request account closure. Presentations and results are kept until the owner deletes them or they are removed in response to a handled deletion request. Cancelling a paid subscription does not automatically delete the account or results.

Payment records required for accounting are retained as required by applicable law. Support and contract matters are retained as long as needed for handling, follow-up or legal claims. Technical logs and backups are limited to what is needed for security, troubleshooting and recovery. We assess deletion requests against retention obligations. Deleted data must not be returned to active use during recovery.

Cookies, local storage and camera

The online app uses an essential session cookie for sign-in and browser storage for functions including participant identification and reconnection. The public website uses self-hosted Matomo for visitor statistics such as page views, referring sites and browsers. Statistics are stored with Oderland. Matomo runs without analytics cookies, masks IP addresses and respects the browser’s Do Not Track setting. Presentations, participant answers and administrative views are excluded from website analytics. Stripe’s payment pages are governed by Stripe’s information about storage and security features. The camera is used to scan QR codes when you grant the browser permission.

Your rights

You can request information and access, correction, deletion, restriction and, where applicable, data portability. You can object to processing based on legitimate interests. If processing is based on consent, you can withdraw it for future processing. Legal exceptions may apply. Email info@votaneo.se. We may need to verify your identity before disclosing or changing data.

You can lodge a complaint with the Swedish Authority for Privacy Protection (IMY). Votaneo does not make automated decisions about you with legal or similarly significant effects in its account or subscription flows.

Updated 3 November 2026 · Terms version: votaneo-billing-v1.