Privacy policy

Effective October 5, 2026 · Version 2026-10-05

Pawsport is a trade name of Ssmartec Business Solutions, Incorporated, 1251 Stuffles Cres, Newmarket, Ontario L3X 0E1, Canada. Alex Sayegh handles privacy requests at support@pawsporthq.ca.

What we collect and why

We use your email, authentication records and signup acknowledgments to create and manage your account, protect access and send necessary account or service messages. Our authentication supplier processes your credentials. Do not send passwords to Pawsport support.

You choose which dog details to record in a Passport, such as a name, photo, age, routines, care needs and vaccination information. We store current details, drafts and saved revisions so you can reopen, update and download them. Information linked to your account may identify you. Only submit information you have authority to share.

If you use inquiries, we store dates, selected Passport information, messages, decisions and recorded outcomes to support the discussion and its history. Provider profiles and location information support care discovery. Support emails and messages submitted through our contact form are used to answer questions and resolve problems. The form collects your reply email and message. We keep limited delivery metadata, including a protected email fingerprint, to prevent abuse and duplicate sends. Metadata older than seven days is removed when a new submission is processed.

Understanding our campaigns

For new guardian accounts, we record the campaign label from a Pawsport signup link (such as Facebook or Instagram), the account creation time and the time of the first saved Passport. We use these account-linked records to count confirmed signups and first saved Passports in a private coordinator report. Drafts and later edits do not count as additional completions. Without a recognized campaign link, the source is recorded as unattributed. We do not collect browsing history for this report or send these events, your email or Passport information to Meta. Campaign records are removed when the associated account is permanently deleted.

Who receives information

Your saved Passport is not a public listing. Creating one does not send it to providers. When you send an inquiry or share an update, review the selected information: the provider’s authorized account members can access what you submit. Earlier shared versions may remain in inquiry history. Providers can download shared Passport information and are responsible for copies they keep.

Requests concerning a provider not yet on Pawsport go to our coordinator. The request form identifies the summary and dates you authorize us to share for outreach. Creating an account is not consent to send your entire Passport to prospective providers.

Authorized Pawsport personnel may access information as needed for support, administration, security and legal obligations. We do not sell or rent personal information or use private Passport content or inquiry messages for advertising. Signup does not enrol you in promotional emails.

Suppliers, storage and processing locations

We use Supabase for accounts, database records and private photo storage; OpenAI Sites for website hosting; Resend for account and support-form email delivery; and Google Workspace for support email. Our production database is hosted in Canada. Some information may be processed or accessed outside Canada by these services and their subcontractors, including email delivery in the United States, and may be subject to those countries’ laws.

The app uses browser storage for sign-in sessions and functional preferences. Hosting and security services may process technical information, such as connection or request information, to deliver and protect the website. We have not added advertising pixels to this signup journey.

Keeping information and requesting deletion

Account records, Passport revisions and inquiry history can remain after you edit current details. Archiving or withdrawing an inquiry is not permanent deletion. We retain information for the purposes described here, including necessary security, dispute and legal records, and review deletion requests manually. Automatic deletion of inactive accounts is not currently enabled.

To request access, correction, account closure or permanent deletion, email support@pawsporthq.ca, preferably from your registered address. We may verify your identity before acting and will explain the scope, expected handling time and any records that must be retained. Deletion is not an instant self-service operation; backups and shared records may require different handling.

Deleting an account does not cancel care arrangements or erase copies a provider has already received. Contact the provider about bookings and their independently held records. Withdrawing consent may prevent us from providing features that need the information.

Optional Agent Pawsport

When you choose Agent Pawsport and agree to AI processing, your messages and the conversation context needed for a reply are sent to the OpenAI API. Do not include human contact information, private documents or information you do not have permission to share. AI suggestions may be wrong: review and edit them before saving. The conversation is not automatically saved to your Pawsport account. OpenAI may retain API information under its applicable data policies; the API request uses store:false. You can use the manual Passport form instead.

Temporary drafts and care-sheet links

Temporary Passport previews are kept on your browser for up to 24 hours. Unfinished signed-in edits may have a browser recovery copy for up to seven days. These browser copies do not automatically appear on another device. Explicitly saved Passports are stored with your account.

You may create a read-only care-sheet link from selected saved sections and optional guardian contact details. Anyone holding that link can read the snapshot until it expires or you revoke it. Links do not update with later Passport edits. Recipients may keep copies; revocation cannot erase a copy they already saved. Keep these links private.

To limit abuse and API costs, we keep short-lived, pseudonymous request counters and a secure browser-session cookie. We do not store chat messages in those counters.

Protection, questions and changes

We use signed-in access, database rules based on account ownership or inquiry participation, private photo storage and encrypted web connections. No service can guarantee absolute security. Report a suspected privacy or security problem to support without including passwords or unnecessary private records.

The pilot is for adults aged 18 or older in Ontario. We will communicate material changes to our handling of information and seek fresh consent where required. Contact Alex at the address above with concerns; you can also contact the Office of the Privacy Commissioner of Canada.