Why Security and Privacy Are Key
If you are the president, secretary or head of an association, you have surely asked yourself, "What if I do an online vote and someone manipulates the results or my data is leaked?"
These concerns are completely normal. Security and privacy are not just technical details; they form the foundation for your members to trust the process, participate, and respect the results. Cybersecurity is particularly important.
Imagine if members feel that the vote is unreliable. You could face disputes, mistrust, and legal issues. That’s why, at Kuorum we emphasize that protecting votes is both a legal and a credibility matter.
What the Law and Regulations Say
Before organizing any online vote, it’s important to understand the legal framework:
- Data Protection: Protect participants’ personal data. It should only be used for the vote and deleted when no longer necessary. Learn more about U.S. data privacy regulations here.
- U.S. Nonprofit Corporation Laws: Require that votes be verifiable and that decisions are properly recorded, in accordance with state regulations. Learn more about state electronic voting laws here.
- Cybersecurity certifications: Reliable platforms must ensure the confidentiality, integrity and traceability of votes. It’s not enough for your provider to claim compliance. Always require certifications from accredited auditing bodies, such as SOC 2 or ISO/IEC 27001 (for Spanish companies, use Aenor/CCN-CERT).
In other words, it's not just about technology, it’s about complying with the law and building trust among your members.
Best Practices to Protect Your Votes
To ensure an online vote is secure and private, several key details must be considered:
1. Reliable Identification of Participants
Before voting, each member must be securely identified, to prevent impersonation. This can be achieved through:
- Unique username and password.
- Two-Factor Authentication (2FA).
- Certified qualified identification systems in accordance with the eIDAS Regulation (for Spain).
This ensures that each vote belongs to the correct person and prevents legitimacy issues.
2. Secret and Encrypted Voting
The secrecy of the vote is essential. Each vote must be end-to-end encrypted so that only the system can count it, ensuring that no one else can see or manipulate it.
3. Recordkeeping and Traceability
It is important to maintain an immutable and verifiable record of every action during the vote, without compromising members’ privacy. This allows:
- Confirm that all votes have been counted.
- Resolve questions or disputes transparently.
4. Secure Access to the Platform
Not all video conferencing systems or online forms are suitable for voting. Make sure that:
- Only authorized participants can enter.
- The connection is protected by secure protocols (HTTPS/TLS).
- Your provider has the appropriate certifications.
- The platform is continuously updated and monitored.
5. Data Protection and Confidentiality
Collect only the necessary information and handle it with care. Data must be securely stored and deleted in accordance with applicable regulations.
Tips to Increase Trust and Participation
- Explain how voting is protected: Members should feel secure and understand that their vote is secret and reliable.
- Provide technical support: Assist those who have difficulties with the platform.
- Conduct trial runs: A simulated vote reduces errors and increases participants’ confidence.
- Document everything: Keeping minutes, quorum records, and results is the best legal and transparency safeguard.
Conclusion
Ensuring security and privacy in an online vote is not optional: it is essential for members’ trust, legal compliance, and the legitimacy of the results.
Beyond regulatory compliance, a secure vote encourages participation, builds trust, and facilitates the management of your association.
If you want to organize secure, reliable and easy to use online votes, contact Kuorum for a demo. Our platform protects your elections while enabling all members to participate, including older adults or those with limited digital experience.
