Privacy Policy

1. INTRODUCTION

PawZync is a technology platform that supports pet owners in managing pet health records and booking appointments with independent veterinary clinics. We are committed to protecting your privacy and handling personal data responsibly.

This Privacy Policy explains how we collect, use, store, disclose, and protect information when you:

• create or use a PawZync account,
• book appointments through PawZync,
• store or access pet health information,
• use subscription services (pet owners and clinics),
• communicate with clinics via the platform (where available), and
• use our website, mobile apps, and related services.

By using PawZync, you acknowledge that you have read and understood this Privacy Policy.

2. WHO THIS POLICY APPLIES TO

This Privacy Policy applies to:

• Pet Owners (individual users who register and manage pets, bookings, and records),
• Clinics and Clinic Staff (organizations and staff accounts that manage schedules, appointments, and medical records),
• Visitors (people who browse our website without signing up),
• Other authorized users (e.g., clinic admins invited by clinic owner),
• Any other users who use the PawZync platform.

3. IMPORTANT ROLE CLARIFICATION: PLATFORM VS CLINICS

PawZync is a technology platform and does not provide veterinary care.

• Clinics are responsible for the medical services they deliver and the accuracy of the medical records they create.
• Pet Owners are responsible for the accuracy of pet profile information and any other details they enter.
• PawZync provides the platform infrastructure to store, display, and transmit records and booking details according to user settings.

Where required by applicable law, PawZync may act as:

• a data controller for platform account and billing administration data, and/or
• a data processor when we process pet health records on behalf of pet owners and clinics through platform features.

4. INFORMATION WE COLLECT

We collect information in three main ways:

• information you provide directly,
• information created through use of the platform, and
• information collected automatically.

4.1 Information You Provide Directly

A. Pet Owner Account Information

• Full name
• Email address
• Phone number
• Password or authentication credentials (stored securely; never stored in plain text)
• Profile preferences and settings

B. Clinic / Clinic Staff Information

• Clinic name and clinic profile details
• Clinic owner/admin name
• Contact details (email, phone)
• Staff user details (name, email, role, permissions)
• Operating hours, appointment slot configurations, and availability
• Any other details entered by clinic owner or any staff member

C. Booking and Appointment Information

• Selected clinic, date/time slot, service category (if applicable)
• Appointment status (requested/confirmed/cancelled/completed)
• Notes entered by pet owners (e.g., symptoms summary) where enabled
• Notes entered by clinics (where enabled)

D. Payment & Subscription Information

We do not store full card details. Payments are processed by third-party providers:

• PayHere (booking Platform Service Fees)
• Stripe (subscription billing)

We may collect:

• transaction IDs,
• payment status,
• subscription status (active/cancelled/past-due),
• plan type, and billing history for account administration.

E. Support & Communications

• messages you send to support,
• feedback, bug reports, and survey responses,
• call logs or chat logs if you contact our support channels,
• communication preferences (e.g., marketing opt-in/out).

4.2 Pet Information (Health, Records, and Timeline)

We collect pet-related information you or clinics provide, including:

Pet Profile Data

• Pet name, species, breed, birth day, sex/gender, weight (if provided), microchip ID (if provided)
• Owner relationship to pet (where applicable)

Pet Health & Medical Records

• consultation summaries,
• diagnoses, clinical notes, and SOAP entries,
• prescriptions and medication instructions,
• vaccination and preventive care records,
• allergies and conditions (if entered),
• lab results or attachments (if uploaded),
• appointment history and treatment timeline.

Any medical records entered by the clinic or pet owner.

4.3 Automatically Collected Information

When you use PawZync, we may automatically collect:

• IP address (approximate location may be inferred),
• device type, identifiers, and app version,
• browser type and OS,
• usage logs (pages/screens visited, actions taken),
• date/time of activity,
• error logs for performance and stability,
• security logs for fraud prevention and abuse detection.

4.4 Cookies and Similar Technologies

Our website and/or apps may use cookies or similar technologies to:

• remember your session and settings,
• improve performance,
• prevent fraud and unauthorized use,
• analyze usage patterns (without third-party analytics providers, as of this version).

You can manage cookies through browser settings. Some features may not work properly if cookies are disabled.

4.5 Future Data (Tracking Belt / Wearables)

If PawZync introduces a tracking belt or wearable device, we may collect additional data depending on enabled features, such as:

• GPS location data,
• activity metrics,
• vitals-related signals (if the feature exists),
• device identifiers and connection logs.

We will:

• update this policy before launching such features at scale, and
• provide additional notices and controls inside the app where needed.

5. HOW WE USE YOUR INFORMATION

We use collected information for the following purposes:

5.1 To Provide and Operate the Platform

• create and manage accounts,
• authenticate users and maintain sessions,
• enable pet profile and record management,
• facilitate bookings and appointment workflows,
• deliver subscription services and feature access.

5.2 To Facilitate Clinic–Owner Interactions

• share appointment details with the selected clinic,
• enable the clinic to view relevant pet history for treatment continuity,
• display the pet health timeline to the clinic during the treatment period (see Section 6).

5.3 To Process Payments and Billing

• process booking Platform Service Fees through PayHere,
• process subscriptions through Stripe,
• handle billing confirmations, invoices, and renewal status,
• prevent fraud and investigate suspicious activity.

5.4 To Communicate With You

• appointment confirmations, reminders, and updates,
• service announcements and operational notices,
• security alerts and account changes,
• support responses.

5.5 To Improve PawZync

• analyze performance and reliability,
• fix errors and bugs,
• improve usability and features based on usage patterns.

5.6 To Ensure Security and Prevent Misuse

• detect fake accounts, fake reviews, or suspicious activity,
• prevent unauthorized access,
• enforce platform rules and investigate abuse or harassment.

5.7 To Comply With Legal Obligations

• respond to lawful requests from authorities,
• comply with Sri Lankan legal requirements,
• protect our legal rights and prevent harm.

6. HEALTH RECORD SHARING AND VISIBILITY RULES

6.1 Implied Consent for Treatment Continuity

When a pet owner books an appointment with a clinic, the owner provides implied consent for that clinic to view the pet's health timeline for treatment continuity, until the treatment is completed.

In the booking flow, we may display a notice such as:

6.2 What Clinics Can See

Clinics may be able to view:

• previous treatments,
• SOAP information,
• prescriptions,
• vaccination history,
• appointment history.

6.3 Clinic Identity Masking

If a clinic has disabled showing its clinic identity to other clinics, then other clinics may view treatment details but not the originating clinic name (based on platform configuration).

6.4 User Responsibility for Data Accuracy

PawZync is not responsible for:

• incorrect pet details entered by pet owners,
• incorrect medical records entered by clinics,
• misinformation or incomplete records.

7. WHEN WE SHARE INFORMATION

We do not sell personal data.

We may share information only as needed:

7.1 With Clinics You Book

We share necessary booking and relevant pet health history with clinics for consultation continuity.

7.2 With Service Providers (Subprocessors)

We may share limited information with third parties that help us operate the platform, such as:

• Payment processors: PayHere, Stripe
• Cloud hosting / infrastructure: AWS and/or Microsoft Azure
• Email/notification services (if used for delivery of OTPs, alerts, or reminders)
• Security and monitoring tools (where applicable)

These providers are required to protect data and use it only for providing services to PawZync.

7.3 For Legal and Safety Reasons

We may disclose information if required to:

• comply with law or legal process,
• enforce our Terms and platform rules,
• protect rights, safety, and security of users, clinics, and PawZync.

7.4 Business Transfers

If The FineQubit (Pvt) Ltd undergoes merger, acquisition, restructuring, or asset sale, user data may be transferred as part of the transaction, subject to confidentiality safeguards and this Privacy Policy (or a substantially similar policy).

8. INTERNATIONAL DATA TRANSFERS

Currently PawZync operates primarily in Sri Lanka. However, our infrastructure providers may process or store data outside Sri Lanka depending on hosting configuration.

If data is transferred internationally, we apply appropriate safeguards, including:

• contractual protections with service providers,
• access controls and encryption,
• least-privilege access policies.

For future EU/UK expansion, PawZync intends to implement additional safeguards aligned with GDPR requirements where applicable.

9. DATA RETENTION

We retain information only for as long as necessary for:

• providing the platform,
• maintaining account history,
• billing and audit requirements,
• dispute resolution,
• security and fraud prevention,
• legal and regulatory obligations.

Pet health records may be retained longer to preserve continuity of care, subject to user rights and applicable requirements.

If you request deletion, we may retain certain information where legally necessary or for legitimate purposes such as fraud prevention or resolving disputes.

10. YOUR RIGHTS AND CHOICES

You may have the right to:

• access your personal data,
• correct inaccurate information,
• request deletion (subject to legal limitations),
• withdraw consent where processing depends on consent,
• opt-out of marketing communications,
• request a copy of your data (data portability where supported).

To exercise rights, contact: support@pawzync.com

We may need to verify identity before fulfilling requests.

11. SECURITY MEASURES

We implement reasonable technical and organizational measures, including:

• encryption in transit (e.g., HTTPS/TLS),
• encryption at rest where applicable,
• role-based access controls (especially for clinics/staff),
• audit logs and monitoring,
• secure authentication practices,
• regular maintenance, patches, and security reviews.

However, no online system is 100% secure. You are responsible for keeping your password confidential and notifying us of unauthorized access.

12. DATA BREACH RESPONSE

If we become aware of a significant personal data breach, we will:

• investigate and mitigate the incident,
• take reasonable steps to reduce harm,
• notify affected users where required or appropriate,
• notify relevant authorities where legally required.

13. COOKIES AND TRACKING CONTROLS

You can control cookies via browser settings. Disabling cookies may affect login and certain platform features.

As of this version, PawZync does not use third-party advertising analytics trackers; this may change in future with notice and updated policy.

14. CHILDREN'S PRIVACY

PawZync is intended for users aged 18 or above.

We do not knowingly collect information from minors. If you believe a minor has provided personal data, contact us and we will take appropriate steps.

15. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time.

If changes are material, we will provide notice through:

• email (where available), and/or
• platform notifications.

The updated policy becomes effective once posted, unless stated otherwise.

16. CONTACT US

For privacy questions, data access requests, or complaints:

The FineQubit (Pvt) Ltd (PawZync)
396/6 School Lane, Kalalgoda, Pannipitiya
Colombo, Sri Lanka
Email: support@pawzync.com