Privacy policy
This site is an educational and instructional reference for New Mexico county election administration. This policy describes what information we collect, how we use it, and the choices available to authorized users.
Who operates this site
The NM Clerks Election Calendar is hosted at clerks.vandelay.solutions and operated as part of the Vandelay Solutions fleet for county clerk training, planning, and reference. Questions about this policy: eadmin@vandelay.solutions.
Who this policy covers
- Authorized users — county clerks, deputies, and staff with approved accounts.
- Access applicants — people who submit the public request-access form before an account exists.
- Visitors — anyone who views public pages without signing in.
Information we collect
Account and access data
- Name, work email, county, job title, and permission settings for authorized users.
- Information you submit on the access-request form (name, email, county, organization, reason for access).
- Sign-in activity, including magic-link requests and session timestamps.
County and election-prep content
- County profile data you enter or publish through the election prep wizard (contacts, ballot offices, early voting locations, local notes, and related fields).
- Records of handout generation and prep-session publish actions for audit and support.
Technical and security data
- Server and application logs (IP address, browser user-agent, timestamps, and error diagnostics).
- Audit log entries for sensitive actions (sign-in, access approval, profile publish, admin changes).
- Session cookies required to keep you signed in.
- Anti-abuse signals (rate limits, honeypot or CAPTCHA verification on public forms).
How we use information
- Provide sign-in, dashboards, calendars, handouts, and county prep tools.
- Review and approve access requests; manage accounts and permissions.
- Maintain security, prevent abuse, and troubleshoot outages.
- Improve instructional content and site reliability (aggregated or de-identified where practical).
We do not sell personal information. We do not use this site for political advertising or voter targeting.
We send transactional email only (for example, magic-link sign-in and access-approval notices). Mail may be delivered through Google Workspace/Gmail API on behalf of the operator. Email content is limited to what is needed for account access and service notices.
Legal and instructional content
Statutory citations, handbook references, and form listings are provided for education and operational planning. The site does not provide legal advice. Official Secretary of State forms, the Election Code, and your county counsel remain authoritative.
Sharing and disclosure
We may share information only when reasonably necessary to:
- Operate hosting, email, and security infrastructure (service providers under our direction).
- Comply with law, court order, or lawful government request.
- Protect the rights, safety, and integrity of users and the service.
County-scoped data is visible to users in your county according to role and permissions. System administrators can access data needed to operate the service.
Retention
- Account and county profile data are kept while your account is active and for a reasonable period afterward for audit and recovery.
- Access requests and audit logs are retained for operational and security review.
- Server logs rotate on a schedule appropriate to security needs.
You may ask us to correct or delete account data where we are not required to retain it for legal or security reasons.
Cookies
We use essential session cookies for authentication. We do not use third-party advertising cookies on this site. If we add optional analytics later, this policy will be updated.
Security
We use HTTPS, access controls, and least-privilege permissions for county data. No online service is perfectly secure; use a strong, individual work email and report suspected misuse to eadmin@vandelay.solutions.
Children
This service is intended for adult election officials and staff. We do not knowingly collect information from children under 13.
Changes
We may update this policy as the service evolves. The “Last updated” date at the top will change when we do. Continued use after an update means you accept the revised policy.
Contact
Privacy questions or requests: eadmin@vandelay.solutions.