Frequently asked questions

Danish company law (Selskabsloven) and association law do not require votes to be cast in person or on paper. What they require is that votes are verifiable, that the person voting can be established, and that results are documented. Assembley records each of those things; whether a particular assembly was validly convened and held is for the organisation and its advisers to determine.

The evidence package is digital documentation of participation, voting rights and voting results, and cryptographically verifiable evidence of the recorded meeting data. What weight any particular record carries in a particular proceeding is for a court or a lawyer to determine, not for us to assert.

If a result is challenged, you export the evidence package — a cryptographically verified document containing every vote cast, every access credential verified, the quorum figures, the timestamp of each action, and the hash chain linking every event. The challenger must demonstrate a specific defect in that record.

Because votes are write-once (enforced at the database level, not by policy), and because every action carries a timestamp and an access token, manufactured disputes about "what really happened" cannot be sustained against the record. We recommend you retain the evidence package for the limitation period applicable to your organisation type — typically 5 years for companies under Danish law.

Most administrators complete setup in under 30 minutes. You import your shareholder or member register (CSV), configure the agenda items and voting thresholds, and send authenticated ballot links to each participant. Assembley validates your import for duplicates and errors before sending.

For organisations running their first digital assembly, we recommend a dry run with a small group 48 hours before the meeting. This confirms that everyone can access their link and that the voting interface works as expected.

Yes. Assembley works for any formally convened assembly — annual general meetings, extraordinary general meetings, board votes, committee votes, and special resolutions. The platform does not distinguish between assembly types; you define the agenda, the voting thresholds, and the participant list for each event.

Extraordinary resolutions typically require a higher majority — often 2/3 under Danish law. Each agenda item in Assembley carries a majority requirement: simple majority, supermajority or unanimous. For a simple majority the result is stated from the recorded votes; for a supermajority or unanimous requirement Assembley records the requirement and the weighted counts and leaves the determination to the chair.

Yes. The live results panel updates continuously as votes are cast, with a live quorum indicator and per-item vote counts. For items configured as secret ballots the aggregate result is shown, never individual choices.

Assembley is designed for European governance law, with specific support for Danish requirements. The primary frameworks we address are: Selskabsloven (Danish Companies Act) for A/S and ApS companies; Foreningsloven and relevant association statutes for Danish associations; GDPR (EU Regulation 2016/679) for personal data processing; and general EU governance principles applicable to cross-border organisations.

We do not provide legal advice, but our technical architecture is designed so that the output of any assembly — the evidence package — meets the evidentiary requirements of these frameworks.

The evidence package exported from every Assembley assembly contains a complete event log with timestamps and cryptographic hashes, individual vote records tied to verified identities on standard items (for secret-ballot items, participation and the ballot set without the individual choices), quorum confirmation documentation, Merkle root verification per agenda item, and a SHA-256 hash chain covering all events.

This package is a self-contained, tamper-evident record. If any event in the chain is modified after the assembly, the hash chain breaks at a detectable point — making tampering both detectable and attributable. The chain is a SHA-256 hash chain, not a digital signature: it proves the recorded data has not been altered since it was written, and it does not attest to who signed anything.

The evidence package is available immediately after an assembly closes. It can be downloaded as a structured JSON file (for technical verification) or as a formatted PDF (for legal and board use). It is also emailed automatically to the assembly administrator on close. The package contains:

• Full participant list with authentication records and verification timestamps
• For standard items — a complete vote log: who voted, what they voted, when, from which IP address. For secret-ballot items the log records that a voter participated, never their choice; the package instead publishes the aggregate result, the set of ballot identifiers, and the Merkle root
• Quorum calculation and formal confirmation record
• Per-item results with vote counts, share-weighted totals, and percentage
• SHA-256 hash chain linking every event in sequence
• Merkle root per agenda item for independent vote-set verification

Assembley generates a draft minutes document from the assembly record — covering attendance, quorum, each agenda item, the motion text, the vote result, and any recorded objections. This draft is available for download immediately after the assembly closes.

The draft must be reviewed, potentially amended, and formally signed by your chair and secretary as required by your articles of association and applicable law. The evidence package complements but does not replace signed minutes. Think of the evidence package as the cryptographic proof and the signed minutes as the formal legal record — both are required for full compliance.

The database and the application run in Frankfurt, Germany, and transactional mail is sent from Ireland. Two of the three sub-processor agreements state that primary processing takes place in the United States, and the sub-processor list shows both. We are a data processor under GDPR Article 28 — you are the data controller.

The Data Processing Agreement covers every Article 28 provision, and it is accepted with the Terms when your organisation signs up. How long each kind of data is kept, and how deletion works, is set out there rather than repeated here.

Read the Data Processing Agreement

Each agenda item carries one of three majority requirements: simple majority, supermajority or unanimous. A simple-majority item is decided when the votes for exceed the votes against; abstentions and blank votes are reported but not counted, as § 105 of the Companies Act provides. Supermajority and unanimous items are not decided by Assembley: the requirement and the weighted counts are recorded, and the chair makes the determination. Assembley does not apply a custom percentage, a quorum-based threshold, or an abstention denominator of your choosing.

Voters need only an email address and a device with a web browser. There is no app to download, no account to create, and no password to remember. Each voter receives a unique, single-use ballot link by email. Clicking the link authenticates them — the link itself is the credential.

Links expire after 48 hours and cannot be forwarded or reused. For voters who struggle with technology, a brief one-paragraph guide is available to include in the invitation email.

Proxies are managed in the Proxies tab of each assembly. You record each proxy authorisation — the delegating member, the proxy holder, and the scope of the authorisation (all items, or specific agenda items only). Proxy holders receive a separate ballot link for each member they represent.

The evidence package records each proxy relationship and the votes cast under each proxy. Assembley enforces proxy limits where configured — for example, restricting a single person from holding proxies for more than a defined number of members.

Administrators can resend ballot links from the Participants tab at any time before the voting window closes. The resent link invalidates the previous link — only the most recently issued link is valid. There is a rate limit on resends to prevent abuse.

If a voter has already cast their vote, the resend button is disabled. The audit log records every link issue and resend action.

Yes. Assembley supports hybrid assemblies. Voters attending in person can either vote on their own devices using the same ballot link, or you can designate an administrator to cast their vote on their behalf with a recorded authorisation. Quorum counting works across both groups. The evidence package records the voting method for each participant.

Votes already cast are persisted immediately to the database — a connection drop after casting does not lose a vote. If a voter's connection drops during voting, they can reconnect and their ballot link remains valid until the voting window closes, provided they had not already submitted.

We recommend having a contingency plan for extended outages: pause the voting window from the live view, communicate to participants, then reopen once connectivity is restored. The pause and all administrative actions are recorded in the audit log.

The database and the application run in Frankfurt, Germany, and transactional mail is sent from Ireland. Two of the three sub-processor agreements state that primary processing takes place in the United States, and the sub-processor list shows both.

Our infrastructure provider (AWS) holds ISO 27001, SOC 2 Type II, and EU Cloud Code of Conduct certifications; Assembley itself holds no third-party security certification. Data in transit is encrypted with TLS 1.3. Data at rest is encrypted with AES-256.

No. Vote immutability is enforced at the PostgreSQL database level by a trigger that blocks UPDATE and DELETE operations on the votes table. This applies to all database users, including Assembley administrators. It is not a policy control — it is an architectural constraint that cannot be bypassed by application code.

Additionally, every vote is included in a SHA-256 hash chain. Any modification to any vote record would break the chain at a detectable point. The Merkle root for each agenda item is stored separately and can be used to verify the integrity of the vote set independently, without access to Assembley systems.

Each voter receives a unique 64-character cryptographic token delivered by email. This token is single-use and expires after 48 hours. On first use, the token is exchanged for a session cookie (httpOnly, Secure, SameSite=Strict, 12-hour expiry). The session cookie is invisible to JavaScript and cannot be accessed by client-side code.

All vote submission happens server-side via authenticated API routes. Failed authentication attempts are rate-limited and logged. There are no passwords in the system — the magic link token is the credential.

Yes. The Data Processing Agreement is published and is accepted with the Terms when your organisation signs up. It covers every requirement of GDPR Article 28. The sub-processors it relies on, and where each agreement permits processing, are on the published sub-processor list.

We typically return a signed DPA within 2 business days.

See the sub-processor list

Assembley processes the minimum personal data required to run a secure assembly: full name (for the participant register), email address (for ballot delivery), IP address at time of voting (for the audit record), and device and browser information (for session management).

We do not use this data for marketing to your participants. How long each kind of data is kept — and what a deletion request can and cannot remove from the record of a completed assembly — is set out in the Data Processing Agreement.

Read the Data Processing Agreement

Yes. Assembley is used by associations, sports clubs, housing associations (andelsboligforeninger and ejerforeninger), foundations, and cooperatives, in addition to companies. The platform supports the governance structures common in Danish associations: member-based voting (one member, one vote), weighted voting (for share-based structures), secret ballots, and configurable quorum rules.

The evidence package produced is appropriate for association governance records and consistent with the documentation requirements under Danish association law.

Assembley supports secret ballots at the agenda item level — you configure each item as open (results visible with voter names) or secret (results visible, with no voter identity on any vote). In secret ballot mode, the system records that each voter cast a vote for quorum and audit purposes, but does not store the choice in a way that is attributable to them in the results view. The identifier that ties a ballot to a voter is derived in the voter's own browser from a secret that never leaves their device, so the secret needed to reconstruct who voted how is never sent to us.

Standard (non-secret) items keep the full attributed vote log. The evidence package for secret ballot items confirms participation counts and aggregate results without revealing individual choices. Your administrators do not have access to individual secret ballot votes.

Yes. When a voter casts a secret ballot, their browser shows them a verification code to save. After voting closes, they can find that exact code in the published record and confirm their ballot was counted — without revealing how they voted.

The code is deliberately non-transferable: it cannot prove their choice to anyone else, so it gives a vote-buyer or someone applying pressure nothing to verify. Each voter can confirm their own ballot is in the count, while an outside auditor can verify the tally as a whole — with no identity revealed.

Yes. Assembley supports weighted voting. Each participant in your member register can be assigned a vote weight. Quorum calculations and result thresholds can be configured to work on either headcount (number of members) or vote weight (total weighted votes) — or both simultaneously, which is common in housing associations where both a headcount quorum and a share-value quorum must be met.

Assembley does not enforce notice periods — that is a legal requirement you must comply with independently based on your articles of association. However, Assembley logs the exact timestamp at which ballot invitations are sent, which serves as documented evidence of when notice was given.

We recommend sending invitations from within Assembley rather than from a personal email address, so the invitation timestamp is captured in the audit record rather than in an inbox that could be changed or deleted.

Assembley is priced on an annual basis, based on the number of voters in your largest assembly and your organisation type. You pay once per year and run as many assemblies as you need within that year. There are no per-assembly fees and no per-voter charges per assembly.

See the full pricing breakdown on the pricing page.

Yes. You can create an account and run a complete assembly free. The free tier includes all core features: voter authentication, continuously updated voting, quorum tracking, evidence package generation, and proxy management. The free tier is limited to 25 voters per assembly. No credit card is required to start.

Export your assembly records and evidence packages before cancellation takes effect. How long they remain exportable afterwards, and when each kind of data is deleted, is set out in the Data Processing Agreement.

You can ask for deletion at any time by emailing hello@assembley.co.

Read the Data Processing Agreement

No. Assembley is billed annually — there is no multi-year commitment. You can cancel at any time; your access continues until the end of your paid period. For enterprise customers with specific contractual requirements, we offer custom agreements. Contact hello@assembley.co to discuss.

Yes. Contact us at hello@assembley.co and we can arrange a single-assembly licence for organisations that only need to run one meeting. Pricing is based on voter count.