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Electronic Voting Platform

Quodem’s electronic voting platform enables the conduct of any type of vote (union elections, board of directors, etc.) in an online format, with all the security and confidentiality measures necessary to ensure the validity of the electoral process.

Overview

  • Quodem’s electronic voting platform enables the conduct of any type of vote (union elections, board of directors, etc.) in an online format, with all the necessary security and confidentiality measures to ensure the validity of the electoral process.
  • Electronic voting complements postal voting (if applicable) and in-person voting, thus facilitating voters’ access to their electoral rights by increasing the number of available voting options.
  • Participation in electoral processes increases significantly with electronic voting.
  • This application ensures that voting is direct, free, personal, and secret.
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Phases of the Electoral Process

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Reception of Electoral Roll

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Application and Database Configuration

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Communication of Access Credentials

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Opening of Electoral Period

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Closing of Voting. Results

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Reception of Electoral Roll

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Application and Database Configuration

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Communication of Access Credentials

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Opening of Electoral Period

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Closing of Voting. Results

1 Step 1: Reception of the Electoral Roll

The electoral board sends Quodem a digital list containing the electoral roll, which includes the following information:

  • Full name
  • ID number (DNI)
  • Email address
  • Gender (not required for the electoral process but considered part of the roll)
  • For union elections, the email must be corporate, to ensure the voter’s unique identity and, therefore, the validity of the vote. The corporate email also guarantees security standards in the transmission and access to information.
  • Quodem acts as the data processor. A confidentiality annex in accordance with GDPR is signed with the client, who can use our model if they do not have their own.
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2 Step 2: Application and Database Configuration

  • Quodem generates an online instance for the specific electoral process.
  • Quodem uploads the electoral roll to the database.
  • For each voter, personal access credentials are generated, consisting of:
    • Login: The voter’s ID number (DNI)
    • Password: A randomly generated password with high security standards (length, letters and numbers, uppercase letters, etc.)
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3 Step 3: Communication of Access Credentials

  • Before starting the online electoral period, and following the instructions of the electoral board, personal access credentials for each voter, along with a link to access the voting page and basic process instructions, are sent to all voters on the roll.
  • In compliance with GDPR, two separate emails are sent: one with the access link and one with the credentials.
  • This email is sent from Quodem’s own systems, ensuring that the electoral board does not intervene in the process of generating and communicating access credentials.
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4 Step 4: Opening of the Online Electoral Process

  • Following the instructions of the electoral board, the voting website is enabled during the dates defined in the process (it can be configured with specific start and end times).
  • When the voter accesses the application, they must complete the following phases:
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5 Step 5: Closing of Voting. Sending Certificate with Participation and Results

  • Access to the application is disabled on the day and time specified by the electoral board, after which no further access to the system is allowed.
  • At this moment, Quodem sends two distinct certificates:
    • The electoral roll, indicating the voters who have cast their vote electronically (typically sent before in-person voting, if any, to prevent duplicate voting).
    • The aggregated results by candidate (usually sent after the in-person voting period, if applicable).
Quodem

Phases of the Voting Process

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1. Access

The voter accesses the voting page via the link included in the email with the credentials and instructions.

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2. Confirmation

On the first screen, the user must explicitly confirm that they wish to cast their electronic vote.

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3. Voting Options

The voter will see a list of candidates, including the option to vote blank. They can change their choice at any time on this screen and can leave the application at any moment (being able to return later).

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4. Voting

Once the voter selects their final choice, they can confirm it using the corresponding button. They will be asked once more if they wish to cast their vote, with a warning that once confirmed, they cannot change their choice.

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5. Email

After confirming the vote, the voter will receive an email confirming the date and time they exercised their right to vote (their choice does not appear, as the system collects this information in an aggregated and anonymous way).

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1. Access

The voter accesses the voting page via the link included in the email with the credentials and instructions.

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2. Confirmation

On the first screen, the user must explicitly confirm that they wish to cast their electronic vote.

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3. Voting Options

The voter will see a list of candidates, including the option to vote blank. They can change their choice at any time on this screen and can leave the application at any moment (being able to return later).

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4. Voting

Once the voter selects their final choice, they can confirm it using the corresponding button. They will be asked once more if they wish to cast their vote, with a warning that once confirmed, they cannot change their choice.

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5. Email

After confirming the vote, the voter will receive an email confirming the date and time they exercised their right to vote (their choice does not appear, as the system collects this information in an aggregated and anonymous way).

Security and Confidentiality

Key Aspects of the Process

  • When the voter accesses the system with their credentials, the application verifies the validity of the DNI number (login credential) by checking the relationship between the number and the letter.
  • If a voter who has already voted tries to access the application again, the system will notify them that they have already exercised their right and will not allow them to proceed (they can only exit the system).
  • The voting process is anonymous, as when the user votes, the system stores the voter’s identity and the time of voting on one side, and on the other, stores the selected candidate in an aggregated form, like a “counter,” in a separate table in the database. There is no possibility of traceability afterward.
  • All voters must have the necessary technological infrastructure to complete the process (computer equipment, internet access, corporate email, etc.).
  • Quodem is a highly qualified company with extensive experience in data processing and the development of online applications, having developed projects with sensitive data processing in accordance with GDPR regulations.

Some Success Cases

Client: CEPSA Country: Spain Application for the election of union representatives. Cost and travel savings.
Success case Cepsa
Client: SOGUG Country: Spain Application for the election of the composition of the Board of Directors of the Society: Presidency, Vice-presidency, Secretariat, and Board Members. Increase in participants, ease of use for users.
Success case SOGUG elections 2018
Client: MSD Country: Spain Application for the election of union representatives. Cost and travel savings.
Success case CCOO

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