Nomination Confidentiality Notice

Effective June 2026 · Last updated June 2026

1. Purpose

The Order of Mithras conducts its membership nomination and election process as a confidential matter, consistent with Article IX of the bylaws, which establishes secret ballot voting as the method of selecting new members. This notice describes how nomination data submitted through the Mithras Mobile app is handled, who may access it, and how confidentiality is maintained.

2. Information Collected in Nominations

When a member submits a nomination through the App, the following information is collected:

Nominee's full name
Nominee's residential address and/or employer name and business address
Nominee's date of birth
Legacy designation (if applicable) and name of the member father or step-father
Supporting statement from the nominating member
Identity of the nominating member
Date and time of submission

3. Access to Nomination Records

Nomination records are strictly confidential and accessible only as follows:

Nominating member: may view their own submissions and the status assigned to each (Pending, Eligible, Ineligible, Deferred)
Secretary: has full access to all nomination submissions for the purpose of eligibility review, status updates, and management of available seats
Officers (President, Vice-President, Treasurer): have administrative access to the nominations queue for organizational oversight
General membership: does not have access to nomination submissions, the identities of nominees, or the identities of nominating members

The identity of the nominating member is not disclosed to other members, officers, or the nominee. Officers with administrative access are expected to maintain the confidentiality of this information consistent with the Organization's traditions.

4. Status Communications

The nominating member is notified through the App when the status of their nomination changes. Status notifications include only the nominee's name and the updated status. They do not include the reasoning behind a status change, consistent with the Inner Circle's authority under Article VIII of the bylaws to determine eligibility.

5. Nominee Notification

The Order of Mithras does not notify nominees of their nomination through the App or any automated system. The decision whether and when to notify a nominee is made by the nominating member and the officers in accordance with the Organization's traditions.

6. Future Ballot Voting

When digital ballot voting is introduced in a future release of the App, the following additional confidentiality protections will apply:

Individual member votes will not be disclosed to any other member, officer, or the Organization's records. Only aggregate vote totals will be accessible, and only to the Secretary and officers after the voting window closes.
Vote records will be stored in a restricted subcollection in the database accessible only by server-side functions and the Secretary's administrative interface.
After election results are published, individual vote records will be deleted. Only the aggregate outcome (elected or not elected) will be retained.
The Secretary will open and close voting windows and publish results manually. Results are not automatically published.

7. Data Retention

Nomination records are retained for three (3) years following the ball year for which the nomination was submitted, after which they are permanently deleted. Retained records are accessible only to the Secretary and officers during the retention period.

8. Confidentiality Obligations

Members who submit nominations, and officers who review them, agree to maintain the confidentiality of nomination information consistent with the Organization's traditions. Disclosure of nominee identities, nominating member identities, or voting outcomes to the general membership outside of the formal announcement process is a violation of the Organization's norms and may be treated as a violation of the Terms of Service.

9. Contact

For questions about the nomination process or this notice:

Order of Mithras, Inc. — Secretary secretary@orderofmithras.com orderofmithras.com