Privacy Policy

Privacy Policy

Scan. Check. Protect. A Program of True the Vote, Inc.

Effective Date: 2026-08-01  Last Updated: 2026-08-01

1. Who We Are

True the Vote, Inc., 3120 Southwest Fwy, Ste 101, Houston, TX 77098 (hereinafter “we,” “us,” the “company”) is the operator both of the website www.truethevote.org (“website”) and Scan. Check. Protect., a Texas nonprofit corporation. This Privacy Policy explains how we collect, use, store, share, and protect personal information you submit through the Platform.

For privacy inquiries, contact us at: info@truethevote.org

2. The Two Categories of Information We Handle

Understanding how SCP handles your data requires understanding a fundamental distinction in how the Platform operates:

a. Information True the Vote Retains

True the Vote, Inc. retains only the following contact information you provide:

Field

Purpose

First and last name

Case identification and communication

Email address

Case confirmation, follow-up

Phone number

Optional follow-up by case agents (if provided)

State of residence

Case routing and aggregate reporting

This information is stored in True the Vote's systems and is subject to the full terms of this Privacy Policy.

b. Information Transmitted Directly to the State, Not Retained by True the Vote

When you submit a voter registration check, you may be asked to provide additional personally identifying information required by your state's voter registration authority to retrieve your record. This may include:

  • Driver's license number

  • Last four digits of your Social Security Number

  • Tribal identification number

  • Date of Birth

  • Any other state-mandated identity verification credential

True the Vote transmits this information directly to the voter registration authority of the state from which your record is being requested. True the Vote does not retain this sensitive identifying information in its own systems beyond what is strictly necessary to complete the transmission.

Once your record request is submitted to the state, that information is governed by your state election authority's privacy policy, not this one. Please review your state's privacy practices separately.

This architecture is intentional: your most sensitive identifying credentials go to the state entity that already holds your voter record — not to a private organization.

3. Information We Collect

a. Information You Voluntarily Provide

On the Home Page: this information stored by TTV and is then populated in your record check if required

  • First name, last name

  • Email address

  • Phone number (optional)

  • State

For the State Registration Check Form 

  • Date of birth

  • Registered address, city, state, ZIP code, if applicable

  • Driver's license number, last-4 SSN, or tribal ID, if applicable 

On the Report Issue Form

  • First name, last name

  • State, ZIP code

  • Email address

  • Issue type and description

  • For deceased-voter reports: name and approximate date of passing of the deceased, and your relationship to them*

*The county or state in which you are applying to remove your deceased family member from may require additional information such as a death certificate, published obituary, or signature verification 

On the Donation Flow (if applicable)

  • Payment information is collected and processed exclusively by our third-party payment processor. True the Vote does not store payment card data. See Section 6.

b. Information Collected Automatically

When you use the Platform, we may automatically collect:

  • IP address and approximate geographic location;

  • Browser type, version, and device type;

  • Pages visited, time on site, and navigation paths;

  • Referring URLs.

This data is used for platform security, performance monitoring, and aggregate analytics only. It is not used to identify or profile individual users.

c. Information We Do Not Collect or Retain

  • Full Social Security Numbers: never collected

  • Driver's license numbers, DOB, last-4 SSN, or tribal ID numbers: collected only for transmission to the state; not retained in TTV's systems

  • Payment card data for donations: handled exclusively by our third-party payment processor

  • Biometric data: never collected

4. How We Use the Information We Retain (Category A)

True the Vote uses the contact information it retains for the following purposes:

Case management. To open, track, and communicate about your voter registration inquiry or report.

Case follow-up. To contact you via email or phone (per your stated preference) with updates, findings, or escalation options related to your case.

Legal and investigative coordination. To share your contact information with True the Vote's affiliated legal team and investigators as needed to pursue your case.

Aggregate research and advocacy. To compile anonymized, aggregate statistics (e.g., total reports by state, types of discrepancies reported) for use in national research, policy advocacy, and congressional testimony. Individual identifying information is not included in any public-facing aggregate report.

Platform improvement and compliance. To analyze usage, fix errors, and comply with applicable legal obligations.

We do not use your retained contact information for targeted advertising or sell it to third-party marketers or data brokers.

5. How Your Information is Handled

Within True the Vote. Staff and legal counsel may access your information for case management.

With state election authorities. As described in Section 2, your Category B identifying credentials are transmitted directly to the relevant state voter registration authority as part of the record request process. Your name will also appear on any demand letter or formal complaint filed with a state or federal election authority at your authority and should you choose to formally file a complaint, report, or any other related documentation. 

With legal and government bodies. Where legally required (e.g., by court order, subpoena, or mandatory reporting obligation), we may disclose information to government authorities.

With service providers. We use third-party vendors for hosting, email delivery, and related services. These vendors process data only on our behalf, under data processing agreements, and are not permitted to use your data for their own purposes.

In aggregate and anonymized form. De-identified aggregate data may be used in public research, press materials, or policy advocacy. No individually identifiable information is published without your consent.

We do not sell your personal information and we will only share your testimony, redacted information, or reports with your consent.

6. Donations

If you choose to make a voluntary donation to True the Vote through the Platform:

  • Donation processing is handled by QGiv, a PCI-DSS compliant third-party payment processor;

  • True the Vote does not collect, store, or have access to your full payment card number or account number;

  • Your donation and contact information may be retained by True the Vote for legally-required financial record-keeping and, where applicable, donor acknowledgment;

  • Donations are subject to True the Vote's separate donation terms and applicable IRS regulations.

True the Vote is a nonpartisan organization recognized under section 501(c)(3) of the Internal Revenue Code, Federal Tax ID #27-2860095. Contributions or gifts to True the Vote are tax-deductible as charitable contributions for federal income tax purposes to the extent permitted by law. Donations are non-refundable. Donors do not receive any goods or services in exchange for any part of their contributions.


7. Data Retention

Data Type

Retention Period

Contact information (Category A)

Duration of open case, plus [X] years following resolution

Category B PII (SSN-4, DL, tribal ID)

Not retained — transmitted to state and discarded

Demand letters and case records

Minimum [X] years, consistent with applicable federal election law records requirements

Automatic/analytics data

[X] months on a rolling basis

Donation records

As required by IRS and applicable financial regulations

8. Security

True the Vote implements reasonable administrative, technical, and physical security measures, including:

  • Encrypted storage of retained personal data;

  • HTTPS encryption for all data transmission;

  • Access controls limiting data access to authorized personnel;

  • Secure, minimal-retention handling of Category B PII during state transmission.

No system is completely secure. In the event of a data breach affecting your retained personal information, we will notify you as required by applicable law.

9. Your Rights and Choices

You may have the following rights with respect to the information True the Vote retains about you:

  • Access: Request a copy of retained personal information;

  • Correction: Request correction of inaccurate information;

  • Deletion: Request deletion of retained information, subject to legal retention obligations and open case requirements;

  • Opt-out of communications: Unsubscribe from non-essential email at any time via the unsubscribe link in any email or by contacting us directly.

To exercise any of these rights, contact info@truethevote.org. Note that your rights apply only to information True the Vote actually retains. We cannot retrieve, correct, or delete information that was transmitted to a state election authority — those requests must be directed to that authority

10. California Residents

[ATTORNEY NOTE — REQUIRED BEFORE LAUNCH: If True the Vote collects personal information from California residents, it may be subject to the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). A qualified attorney must determine whether TTV meets the applicable thresholds and, if so, whether a full CCPA/CPRA addendum — including the right to know, right to delete, right to correct, right to opt-out of sale/sharing, and right to limit use of sensitive personal information — is required. This section must not be left blank at launch.]

11. Minor’s Privacy

The Platform is intended for users 18 years of age and older. We do not knowingly collect personal information from minors. If we learn that a minor has submitted information through the Platform, we will delete it promptly. Contact us at info@truethevote.org if you believe a minor has submitted information.

12. State Election Authority Privacy Practices

Because Category B identifying information is transmitted to your state's voter registration authority, we encourage you to review that authority's privacy practices. Links to state election authority websites can typically be found through https://truethevote.org/info-by-state or your state's Secretary of State website.

True the Vote is not responsible for the privacy practices of any state election authority.

13. Cookies and Tracking

The Platform may use session cookies and basic analytics tools for functionality and performance monitoring. We do not use advertising cookies or track users across third-party sites.

[ATTORNEY NOTE: If any third-party analytics tools are used (e.g., Google Analytics), counsel should advise on whether a cookie consent mechanism is required for users in applicable jurisdictions.]

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted here with an updated effective date. For material changes, we will provide additional notice. Continued use of the Platform after the effective date constitutes acceptance.

15. Contact

True the Vote, Inc., 3120 Southwest Fwy, Ste 101, Houston, TX 77098 

Email:info@truethevote.org