This notice explains how the District 3860 nominating committee rating sheet handles your personal information. It applies to everyone who has an account: applicants, the Governor, the Secretary, Committee members and the Super Admin.
What is stored. For applicants: your name, club, Rotary ID and email address, the answers you enter on your rating sheet, the list of evidence copies you attach, and a record of when you signed in and what you did. For staff: your name, email address and a record of what you did. Your email address and Rotary ID are stored encrypted. Your password is stored only as a one-way hash, so nobody, including the administrator, can read it.
Who can see it. The Governor and the Secretary issue access codes and can see applicants' names, clubs, Rotary IDs and account status, but not what you write on your sheet. Committee members can read sheets only after the Governor releases them. The Super Admin runs the system and has no screen that shows your answers. That person also looks after the server, so the real controls on that access are the audit log, short retention and a written confidentiality undertaking, not technology alone.
How it is protected. You sign in over an encrypted connection with a password, and staff also use a code from an authenticator app. After a period without activity you are signed out. Pages that show your information are not stored by your browser. Every sign-in, access code and account change is written to a tamper-evident log of actions, never of what you wrote on your sheet.
How long it is kept. By default, unsubmitted drafts are deleted 30 days after the deadline, and locked sheets and applicant identities are deleted 90 days after the last date for printing. The Super Admin can change these periods, and every change is logged. The audit log is kept, without any answers.
Your choices. To correct your details, reset your password or second step, or ask about your information, contact the Governor or the Secretary of the District Nominating Committee.
By ticking the box below you confirm that you have read this notice and agree that your information is used this way for the nomination process only.
This notice is a draft for the District to review before the system is used for real nominations.