1. Who this policy covers
This policy covers clinic owners and staff who create or use a HappyPawSystem account, and pet owners who submit information through a clinic's public booking page.
Service operator
HappyPawSystem is operated by Adswarm Digital Marketing Services, Molino 4, Bacoor, Cavite, Philippines. Privacy questions can be sent to desmond@adswarmdigital.com.
2. Information we collect
Clinic account and profile information
- Name, clinic name, email address, and account credentials handled through Supabase Authentication.
- Clinic contact details, address, timezone, services, opening hours, availability, breaks, and blocked dates.
Client, pet, and appointment information
- Pet owner name, email address, and phone number.
- Pet name, pet type, optional breed, and optional booking note.
- Selected service, appointment date and time, appointment status, cancellation reason where entered, and appointment history.
- Recall dates, reminder status, message content, and clinic-edited email templates.
Subscription information
- Supabase user ID and Lemon Squeezy customer, subscription, product, and variant identifiers.
- Subscription status, renewal date, and end date.
3. How information is used
- Create and secure clinic accounts.
- Operate the clinic dashboard and public booking page.
- Prevent unavailable or already-booked times from being selected.
- Manage appointments, basic client and pet records, messages, and recalls.
- Send account, booking, confirmation, reminder, and recall emails supported by the current product.
- Confirm clinic subscription access and respond to support requests.
4. Service providers
HappyPawSystem currently relies on Supabase for authentication and database services, Vercel for application hosting, Resend for transactional email delivery, and Lemon Squeezy for hosted subscription checkout and subscription events. These providers process information needed to perform those services. Payment-card details are entered in Lemon Squeezy's hosted checkout and are not collected by the HappyPawSystem application.
5. Public information
A clinic's public booking page may display the clinic name and the clinic contact or location details configured for that page. Clinic users should enter only information they intend to make available to pet owners.
6. Cookies and account sessions
The application uses the session technology required by Supabase Authentication to keep clinic users signed in and protect private dashboard routes. No separate advertising or analytics-cookie practice has been confirmed for this draft.
7. Access, correction, and deletion
Clinic users can update certain clinic and operational records through the dashboard. Requests concerning account information or deletion can be sent to desmond@adswarmdigital.com. We acknowledge privacy requests within 2 business days and explain the next steps, including identity verification when needed. A clinic is responsible for handling requests from its own clients where the clinic controls the submitted booking information.
Optional SMS appointment reminders
When a clinic enables SMS and records your permission, HappyPawSystem uses Semaphore to send short appointment reminders to your Philippine mobile number. The provider receives your phone number, clinic and pet names, appointment date and time, and reminder text. We keep your consent record, recipient number, message content, credit usage and provider status with your clinic records. These records are included in owner exports and follow the clinic data retention policy.
Providing a phone number or agreeing to email does not automatically enroll you in SMS. Ask your clinic to withdraw SMS permission or correct your number at any time. The SMS sender cannot receive replies; contact your clinic directly to stop texts. Messages already submitted to the mobile network cannot be recalled. SMS is currently a pilot and sending remains disabled until setup and sender approval are complete.
Data retention after access ends
We retain clinic operational records for 90 days after subscription access ends. The clinic owner can sign in and export records during this period from Subscription and billing. After the deadline, the daily cleanup deletes the clinic profile, membership links, staff invitations, appointments, client and pet records, clinical and grooming notes, recalls, messages, templates, and related clinic records from the live application database. Export before the deadline and protect your downloaded copy.
Restoring subscription access before deletion clears the scheduled deletion. A documented legal retention requirement may delay deletion. Existing expired subscriptions receive at least 90 days from this policy's adoption. Account authentication, payment-provider records, necessary billing records, and limited security or deletion audit records are handled separately and are not erased by this clinic-record cleanup. Provider logs, already-delivered emails, and any backup copies follow the relevant provider's retention processes; a restored backup must have due deletions reapplied before use.
8. Security
The application uses authenticated private routes and database row-level access controls for clinic records. No certification, audit result, or guarantee of absolute security is claimed.
9. Contact
Privacy questions can be sent to desmond@adswarmdigital.com.
10. Visit records and clinic exports
When entered by clinic staff, visit records may include clinician names, weight and temperature, examination findings, assessments, procedures and treatment, vaccine names and batch details, home-care instructions, and values in clinic-defined templates. Grooming records may include pet size, preferred groomer, intake details, and estimated collection time. Staff contact logs and message-resolution records may include staff names, contact outcomes, and notes.
These records support the clinic's care and administrative work. The clinic decides what information to enter and which staff should have access. Active clinic owners can export clinic records, including after subscription expiry while the records remain retained. Exports contain personal information; the clinic is responsible for protecting downloaded copies.