Terms of Service

1. Who we are

Votumio is operated by CodeBucket OÜ, Pajustiku tee 1, Tallinn, Harjumaa 11912, Estonia, registration no. 17281724 ("we", "us"). Contact: support@votumio.com.

2. The service

Votumio lets organizers run live polls, quizzes, tests and team retrospectives. Participants join with a link or QR code, without an account.

3. Organizer accounts

You need an account to create events. Keep your password safe; you are responsible for what happens in your account. You must be at least 16 years old and able to enter into a contract.

4. Your events and your participants

You are responsible for the content of your events and for having a lawful basis to collect your participants' answers. Tell your participants what you collect and why.

For event content we act on your behalf as a data processor; the section "Processing personal data on your behalf" below is our data processing agreement with you.

5. Acceptable use

Do not use Votumio for anything illegal, for harassment, spam or malware, to profile or automatically categorize people, to attack or overload the service, or to get around its limits.

6. How long we keep event data

Event content (questions, answers, names, cards, votes and images) is deleted automatically 5 days after the event ends, or later if a paid plan applies, as shown on the pricing page. Export your report before then. The event's title, place and dates stay in your list until you delete the event. Drafts are kept until you delete them; an event left open for more than 24 hours is ended automatically.

7. Plans and payments

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

Subscriptions renew automatically until cancelled. You can cancel at any time on your Account page; access continues until the end of the paid period. An event pass is a one-time purchase for one event.

Prices are shown on the pricing page. For consumers in the EU they include VAT; in other countries applicable taxes may be added at checkout, and the final amount is always shown before you pay. If we change the price of a subscription, we will tell you in advance and the new price applies from your next billing period.

8. Refunds

See the Refund Policy.

9. Availability and changes

We do our best to keep Votumio available but cannot guarantee uninterrupted service. We may change features. We will announce material changes to these terms at least 30 days in advance by e-mail or in the app.

10. Ending the contract

You can delete your account at any time on the Account page: all your events are deleted and any subscription is cancelled immediately. We may suspend accounts that seriously or repeatedly breach these terms.

11. Liability

Votumio is provided "as is". To the extent the law allows, our liability is limited to the amount you paid us in the 12 months before the claim or EUR 50, whichever is higher. This limit does not apply to damage caused intentionally or through gross negligence, to death or personal injury, or to any other liability that cannot be limited by law, and it does not affect your statutory rights as a consumer.

12. Law

These terms are governed by the laws of the Republic of Estonia. If you are a consumer, you keep the protection of the mandatory laws of your country of residence.

These terms and the policies they refer to are written in English. Translations are provided for convenience; if a translation differs from the English version, the English version prevails.

13. Content and intellectual property

You and your participants keep all rights to the content you add to events. You allow us to store, process and show that content only as needed to provide the service to you.

The Votumio software, design and name belong to us. These terms give you a personal, non-transferable right to use the service; they do not transfer any intellectual property to you.

14. Contact

Questions and complaints about the service: support@votumio.com. We aim to reply within 14 days.

15. Processing personal data on your behalf

This section is the data processing agreement under Art. 28 GDPR between you as controller and us as processor for the personal data in your events. It applies automatically while you use Votumio; no separate signature is needed.

Subject and duration: hosting and running your events (collecting, storing and showing participants' answers, names, cards and votes and the images you upload, and producing reports) for as long as the event content is kept, as described under "How long we keep event data". Data subjects: your participants and anyone mentioned in your content. Types of data: the participant data listed in section 2 of the Privacy Policy and whatever you or your participants enter.

We process this data only on your documented instructions, including with regard to transfers outside the EU, unless the law requires otherwise; your use of the service and these terms are those instructions. We will tell you if we believe an instruction breaks data protection law. Everyone who has access to the data on our side is bound by confidentiality. We apply the security measures described in the Privacy Policy (Art. 32 GDPR).

You give us general authorization to use sub-processors. Current sub-processor: Railway Corporation (United States, servers in the Netherlands, EU), for hosting. We will announce new or replaced sub-processors in the app or by e-mail before the change takes effect; you may object, and if we cannot resolve the objection you may close your account. We impose the same data protection obligations on our sub-processors and remain responsible for them.

As far as we reasonably can, we help you answer participants' requests to exercise their rights, keep the data secure, handle personal data breaches and carry out data protection impact assessments. We notify you of a personal data breach affecting your events without undue delay after becoming aware of it.

At the end of the processing you choose between return and deletion: you can export reports (PDF or PPTX) at any time before the retention period ends or before you delete an event or your account; after that we delete the data and keep no copies unless the law requires us to. Backup copies, if any, are overwritten within 30 days, and deleted data is not restored from them. On request we give you the information needed to demonstrate compliance with Art. 28 GDPR and allow for audits, normally by answering your questions in writing and, where that is not enough, by an audit at your cost with reasonable notice.

16. Illegal content and point of contact (Digital Services Act)

Our single point of contact for authorities, the European Commission and users under Regulation (EU) 2022/2065 (Digital Services Act) is support@votumio.com. You can write to us in English, Estonian or Russian.

To report content in Votumio that you believe is illegal, write to support@votumio.com and include: the link or code of the event and where the content appears, why you consider it illegal, and your name and e-mail address (not needed if the report concerns child sexual abuse material). We confirm receipt, review the report promptly and objectively, and tell you our decision.

We do not check event content in advance and do not use automated moderation; we act on reports and on orders from authorities. If content is illegal or breaks the acceptable use rules above, we may remove it or disable access to it, or suspend the account. We tell the affected organizer what we did and why, unless the law forbids it, and they can contest the decision by replying to support@votumio.com.

If we become aware of information giving rise to a suspicion that a criminal offence involving a threat to the life or safety of a person has taken place, is taking place or is likely to take place, we inform the competent authorities.