Privacy Policy

ELLY™ – THE ELECTOR LIST™

DATA HANDLING AND PRIVACY POLICY

EagleAI™ NETwork, LLC  •  Effective 5/1/2025  •  Version 2.0

 

  1. Purpose and Scope

This Policy describes how EagleAI NETwork, LLC (“EagleAI”) handles data in connection with ELLY – The Elector List™ (“ELLY”). It is incorporated by reference into the ELLY Terms of Use and is available to any user, and to the information-technology and security staff of any election office, on request.

This Policy covers two distinct categories of data, which EagleAI keeps separate: (a) the public records ELLY compiles and displays, and (b) information about the people who use ELLY.

  1. What ELLY Does Not Have

ELLY has no connection to any (e.g., GARViS) state or county voter registration system. ELLY cannot write to, alter, or delete any official record.

  1. Sources of the Records ELLY Displays

ELLY compiles records that are lawfully available from public and commercial sources, including but not limited to:

  • state voter registration lists;
  • county property and tax records;
  • S. Postal Service change-of-address information for registrants;
  • S. Postal Service Coding Accuracy Support System address information
  • published obituaries and death records;

EagleAI does not create records. Where an underlying record is inaccurate, the inaccuracy originates with the government or public source. EagleAI does not alter or correct, and has no authority to alter or correct, any official record.

  1. Information EagleAI Collects About Users

To grant and maintain access, EagleAI collects:

  • Account information: Name, Address, Cell phone, Email, Organization, Role, retained forever.
  • Eligibility attestation and date: Renewed upon each sign in, retained forever.
  • Contribution and audit records: for Users with Contributor or Official access, a record of each submission, its content, and the identity of the submitting User, retained forever.
  • Technical information: IP address, browser/device type, session time stamps

EagleAI does not consider an applicant’s political party, political affiliation, viewpoint, race, color, religion, sex, national origin, or disability, in granting, denying, or revoking access.

  1. Activity Logging

EagleAI records the following information about how ELLY is used:

  • Log In IP with timestamp and browser information
  • All comments and attachments are associated to only logged in users. No anonymous posting.
  • Server related logging tracking IP and server requests. These logs rotate every 30 days.
  • EagleAI uses this information solely to operate and secure ELLY, to enforce the Terms of Use, to investigate suspected misuse, and to comply with law. EagleAI does not use activity logs to profile users, and does not sell, rent, or disclose activity logs for any commercial purpose.
  1. Use of a User’s Information

EagleAI uses the information in Sections 4 and 5 only to: verify identity and eligibility for access;d; operate, maintain, and secure ELLY; enforce the Terms of Use; respond to support requests; and comply with legal obligations.

EagleAI does not sell user information. EagleAI does not use user information for political purposes, does not share it with any political party, campaign, committee, or advocacy organization, and does not use it to target any person for political communication.

  1. Disclosure to Others

EagleAI discloses information only as follows:

  • Legal process. EagleAI may disclose information in response to a subpoena, court order, or other lawful demand, or where required by law.
  • EagleAI may disclose information as necessary to investigate or prevent a security incident, fraud, or misuse.

EagleAI does not disclose user information, activity logs, or reports to any political party, campaign, committee, or advocacy organization.

  1. Security

EagleAI maintains administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction.

  • No system is perfectly secure, and EagleAI does not warrant that ELLY is invulnerable to compromise.

Users are required to use unique credentials and are prohibited from sharing them. EagleAI recommends that election officials not reuse a credential used for any official system.

  1. Retention and Deletion

EagleAI retains account information and identity-verification records forever ; and activity logs for 30 days.

A user may request deletion of their account and associated account information by contacting EagleAI at the address in Section 14. EagleAI will honor the request except where retention is required by law or is necessary to resolve a dispute or investigate a security incident.

  1. Records Retention Obligations of Government Users

Nothing in this Policy or in the Terms of Use requires or authorizes any user to destroy, alter, conceal, or withhold a record the user is obligated to create, retain, or produce under applicable law, including the Georgia Records Act, state public-records law, and federal retention requirements applicable to records relating to elections. Where a legal retention obligation conflicts with anything in this Policy, the legal obligation controls.

Election officials should be aware that reports, exports, and notes they generate using ELLY may constitute records of their office, subject to their own retention schedules and to public-records law. EagleAI’s internal logs are records of EagleAI and are not maintained on behalf of any government office.

  1. Data Breach

If EagleAI becomes aware of a breach of security resulting in the unauthorized acquisition of personal information, EagleAI will notify affected users, and any other person or authority entitled to notice, without unreasonable delay and consistent with applicable law, including O.C.G.A. § 10-1-912. EagleAI will describe what occurred, what information was involved, and what steps have been taken.

  1. Changes to This Policy

EagleAI may update this Policy. The current version and its effective date will be maintained at a publicly accessible location, and EagleAI will give users reasonable advance notice of material changes. Prior versions will remain available for reference.

  1. Contact

Questions about this Policy, requests for the information described above, and requests from election-office information-technology staff should be directed to:info at theelectorlist.com

 

EagleAI™ NETwork, LLC — Owner, ELLY™ – The Elector List™

This Policy is incorporated by reference into Section 12 of the ELLY Terms of Use.