Privacy Policy for PawPass Connect

Last Updated: July 17, 2025

Introduction

PawPass Connect ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy outlines our practices concerning the collection, use, disclosure, and protection of information when you use our web application and related services (collectively, the "Service").

This policy is designed to be transparent and help you understand your rights and our responsibilities. By creating an account or using our Service, you agree to the collection and use of information in accordance with this policy.

PawPass Connect is a United States-based web application designed for pet care businesses (e.g., dog boarding, daycare, and grooming facilities) to manage their client and business operations. Our services are intended for use solely within the United States.

1. Definitions

• Service: Refers to the PawPass Connect web application, platform, and all related features and functionalities.
• Facility: Refers to the pet care business (our direct customer) that uses the Service to manage its operations.
• Client: Refers to the individual pet owner who is a customer of a Facility and whose information is stored in the Service.
• User: Refers to anyone who accesses the Service, including Facility owners, staff, and Clients.
• Personal Information: Refers to data that can be used to identify a specific individual, such as name, email address, or phone number.
• Pet Information: Refers to data related to a Client's pet, such as name, breed, and vaccination records.

2. Information We Collect

We collect information necessary to provide and improve our Service. We do not track user activities across other websites or applications.

• Client Information: Name, email address, physical address, and phone number.
• Pet Information: Name, breed, age, gender, weight, medical history, behavioral notes, and immunization/vaccination records.
• Facility Information: Business name, address, contact details, staff details (names, roles), and appointment records.
• Account Credentials: Usernames and securely hashed passwords for authentication.
• User-Generated Content: Photos and videos of pets uploaded by a Facility to the "Pet Pupdates" section of the Service.
• Technical & Usage Data: IP address, browser type, operating system, and general usage statistics for the purpose of maintaining and securing the service. This data is used in aggregate and is not used to track individual user behavior.

3. How We Use Your Information

Our use of your information is strictly limited to operational purposes. We do not and will not sell, rent, or share your Personal Information with third parties for their marketing purposes.

Your information is used to:

• Provide and Manage the Service: Create and manage user accounts, facilitate appointment booking, and enable communication between Facilities and their Clients.
• Service-Related Communications: Send appointment confirmations, reminders, account-related notifications, and password reset instructions via SMS and email.
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• Process Payments: Facilitate payment processing for services rendered by the Facility.
• Maintain and Secure Our Platform: Monitor for security threats, prevent fraud, and ensure the stability and performance of the application.
• Comply with Legal Obligations: Fulfill any legal or regulatory requirements.

4. Data Sharing and Disclosure

We do not sell or rent your information. We only share data with essential third-party service providers for core operational functions under strict confidentiality agreements.

• Twilio: For sending SMS messages and handling voice calls. You can view their policy here.
• Stripe: For secure payment processing. You can view their policy here.

These providers are bound by their own privacy policies and are contractually obligated to safeguard your data and use it only for the purposes we specify.

Specifically, regarding mobile information (phone numbers, message content), this data will not be shared with or sold to any third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Payment Processing

• No Storage of Payment Data: We do not collect, store, or have access to your full credit card number or other sensitive payment details on our servers. This information is sent directly to Stripe.
• Charges to Accounts: When a Client provides a card on file to a Facility, they authorize that Facility to initiate charges for services rendered (e.g., boarding, daycare, grooming, cancellation fees) in accordance with that Facility's individual payment policies. PawPass Connect facilitates this transaction via Stripe, but the billing relationship is between the Client and the Facility.
• Stored Metadata: We may store non-sensitive metadata provided by Stripe, such as customer IDs and the last four digits of a card, to help you manage billing and view transaction history within the Service.

6. Facility and Staff (Sub-Account) Access

Each Facility is the primary data controller for its Client information.

• Responsibility of the Facility: The Facility's primary account holder is responsible for creating, managing, and deleting staff (sub-account) access.
• Staff Access: By creating a staff account, the Facility grants that staff member the ability to view, and where permissions allow, edit all Client and Pet Information associated with that specific Facility. It is the Facility's responsibility to ensure its staff adheres to privacy best practices.

7. User-Generated Content: "Pet Pupdates"

Our Service includes a social feature called "Pet Pupdates," where Facilities can post photos of pets in their care.

• Public Accessibility: You acknowledge that any photos or videos uploaded by a Facility to the "Pet Pupdates" section are intended for public viewing within the PawPass Connect community.
• Grant of License: By uploading content, the Facility grants PawPass Connect a worldwide, non-exclusive, royalty-free license to display this content through the Service.
• No Personal Information Link: These photos are not directly linked to or displayed with any of the Client's Personal Information (like name or contact details) in the public interface.

8. Data Retention and Account Deletion

We retain user data for as long as your account is active and as necessary to support the Service, fulfill our legal obligations, and maintain accurate business records for the Facilities.

• Account Deactivation: You may request to deactivate your account at any time. Deactivation will immediately disable access.
• Data Anonymization upon Deletion Request: If a Client or Facility requests permanent account deletion, we cannot completely erase all historical data without causing significant systemic problems and breaking the integrity of a Facility's historical business records. Instead, we will perform anonymization of the account's Personal Information. This process involves:
  • Permanently removing or replacing direct identifiers (Name, Email, Phone Number, Address) with irreversible, anonymous placeholders.
  • Retaining non-personal, transactional data (e.g., appointment dates, pet breed, services rendered) in a disassociated state for the Facility's historical reporting.
  This anonymized data cannot be used to identify you and ensures the Facility's records remain intact for legal and financial purposes.

9. Data Security

We implement commercially reasonable security measures to protect your information from unauthorized access, alteration, or disclosure. These measures include:

• HTTPS encryption for all data in transit.
• Secure password hashing.
• Strict access controls and system monitoring.
• Reliance on secure, PCI-compliant third-party integrations for payments.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use the highest standards to protect your information, we cannot guarantee its absolute security.

10. User Conduct, Account Suspension, and Termination

Your access to and use of the Service is subject to all applicable laws and regulations. You agree not to:

• Use the Service for any unlawful purpose.
• Upload or transmit any malicious code, viruses, or harmful data.
• Attempt to gain unauthorized access to our systems or other user accounts.
• Violate the privacy or intellectual property rights of others.

We reserve the right to suspend or permanently terminate your account and access to the Service, with or without notice, for any violation of this policy, our Terms of Service, or for any other reason at our sole discretion.

11. Indemnification

You agree to indemnify, defend, and hold harmless PawPass Connect and its affiliates, officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, or expenses, including reasonable attorneys' fees and costs, arising out of or in any way connected with your access to or use of the Service, your violation of this Privacy Policy, or your infringement of any intellectual property or other right of any person or entity.

12. Your Rights and Choices

You have certain rights regarding your personal information. You may:

• Access and Update: Log in to your account at any time to access and update your information.
• Communications Opt-Out: You can opt out of receiving promotional emails by using the "unsubscribe" link. You can opt out of SMS messages at any time by replying STOP to any message. Please note that you cannot opt out of essential service-related communications (e.g., password resets, critical security notices).
• Data Deletion: Request account deactivation or data anonymization by contacting us. We will assess and process each request in accordance with Section 8 of this policy.

To exercise any of these rights, please email us at admin@pawpassconnect.com.

13. Children's Privacy

The Service is not intended for or directed at children under the age of 13. We do not knowingly collect Personal Information from children. If we become aware that we have inadvertently collected such information, we will take steps to delete it as soon as possible.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date at the top. Your continued use of the Service after any changes are posted will constitute your acceptance of such changes.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

PawPass Connect
Email: admin@pawpassconnect.com
Location: Georgia, United States