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PAIRfect Paws

Terms and Conditions

These Terms and Conditions explain the responsibilities of users when accessing and using PAIRfect Paws, including its adoption, recommendation, verification, and post-adoption monitoring features.

Agreement to These Terms

By creating an account, accessing, or using PAIRfect Paws, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. You agree to use the system responsibly and to provide accurate, complete, and truthful information when creating your profile, completing assessments, submitting adoption applications, uploading supporting documents, and participating in adoption and post-adoption activities.

About PAIRfect Paws

PAIRfect Paws is a digitalized shelter management system designed to support animal record management, adopter profiling, adoption screening, pet-adopter recommendations, application management, document verification, and post-adoption monitoring.

The system is intended to assist shelter personnel and adopters during the adoption process. Automated recommendations, compatibility scores, rankings, and verification results serve as decision-support tools and do not replace the judgment and authority of authorized shelter personnel.

1 User Account Responsibilities

Users must provide accurate registration information and are responsible for maintaining the confidentiality and security of their account credentials.

  • Users must not share their account credentials with unauthorized persons.
  • Users must not access or attempt to use another person's account without authorization.
  • Users are responsible for activities performed through their account.
  • Users should immediately report suspected unauthorized access or account security concerns to authorized shelter personnel.

2 Accuracy of Submitted Information

Users must provide truthful, accurate, and complete information when completing adopter profiles, personality assessments, adoption applications, interviews, verification requirements, and post-adoption reports.

Intentionally submitting false, misleading, altered, incomplete, or fraudulent information may result in further verification, rejection of an application, suspension of the adoption process, account restriction, or other action permitted under applicable shelter policies.

3 Adoption Applications

Submission of an adoption application does not guarantee approval, priority, or permanent reservation of a pet.

Applications are subject to review and evaluation by authorized shelter personnel. The shelter retains final authority to approve, reject, place on hold, or request additional information for an application based on its adoption policies, screening procedures, interviews, verification results, animal welfare considerations, and other relevant information.

4 Pet-Adopter Recommendations

PAIRfect Paws uses a K-Nearest Neighbors (KNN)-based recommendation process to help assess compatibility between adopters and available pets using relevant adopter and pet information maintained by the system.

Compatibility scores and recommendations are decision-support information only.

A high compatibility score does not guarantee adoption approval. The final adoption decision remains with authorized shelter personnel.

5 Multiple Applicants for the Same Pet

More than one eligible adopter may submit an application for the same available pet. When this occurs, PAIRfect Paws may assist shelter personnel by organizing applicants according to their calculated compatibility scores.

  • Applicants with higher compatibility scores may appear higher in the applicant queue.
  • When two or more applicants have the same compatibility score, the earlier valid application submission time may be used as a tie-breaker.
  • Queue position does not automatically guarantee adoption approval.
  • Shelter personnel may consider interviews, submitted documents, household circumstances, animal welfare, screening results, and other relevant information before reaching a final decision.

Soft-Reserved Pets

When a selected primary applicant advances to the interview or final evaluation stage, the pet may be temporarily marked as Soft-Reserved. While this status is active, new applications for that pet may be temporarily disabled while existing applicants are being evaluated.

If the current applicant is not approved, withdraws, or is otherwise unable to continue, shelter personnel may proceed with another eligible applicant already in the queue or reopen the pet for new applications.

6 Supporting Documents and Verification

PAIRfect Paws may require users to submit identification documents or other supporting information as part of the adoption screening and verification process.

Submitted information and documents may be reviewed or processed using automated document verification features to help identify whether information appears complete and consistent.

Automated verification results are not final adoption decisions. Documents and flagged information may still be reviewed manually by authorized shelter personnel.

7 Animal Welfare Responsibilities

Approved adopters are expected to practice responsible pet ownership and provide appropriate care for the adopted animal, including:

  • adequate food and clean water;
  • a safe and appropriate living environment;
  • necessary veterinary care;
  • protection from abuse, cruelty, neglect, and abandonment;
  • appropriate attention to the animal's health, safety, and general welfare.

Adopters are expected to comply with applicable animal welfare laws and shelter policies, including Republic Act No. 8485, as amended by Republic Act No. 10631.

8 Post-Adoption Monitoring

Approved adopters may be required to participate in scheduled post-adoption monitoring activities conducted through PAIRfect Paws.

Monitoring activities may include:

  • answering scheduled welfare check-in questions;
  • providing information about the pet's health, behavior, adjustment, and living environment;
  • submitting photographs, videos, or other requested supporting information when required.

Post-adoption monitoring helps the shelter assess the animal's condition and adjustment after placement. Missed monitoring requirements or information indicating possible animal welfare concerns may result in follow-up, verification, or further review by authorized shelter personnel in accordance with shelter policies and applicable law.

9 Data Privacy and Personal Information

PAIRfect Paws may collect and process personal information necessary for account management, adopter profiling, assessments, adoption screening, document verification, adoption processing, communication, and post-adoption monitoring.

Personal information must be handled only for legitimate system and shelter purposes and should only be accessible to authorized persons according to their assigned roles and responsibilities.

The collection, use, storage, disclosure, and protection of personal information shall be subject to the applicable privacy policies of the shelter and relevant Philippine data protection requirements, including Republic Act No. 10173, or the Data Privacy Act of 2012.

10 Proper Use of the System

Users must not attempt to:

  • gain unauthorized access to another user's account, personal information, records, or restricted system functions;
  • interfere with, disrupt, damage, or compromise the normal operation or security of PAIRfect Paws;
  • submit fraudulent, fabricated, altered, or intentionally misleading information or documents;
  • manipulate compatibility scores, applicant rankings, adoption records, verification results, or post-adoption monitoring records;
  • misuse, disclose, copy, or distribute information obtained through the system without authorization; or
  • use PAIRfect Paws for unlawful, abusive, fraudulent, or harmful activities.

11 Account Restriction or Suspension

Access to PAIRfect Paws may be restricted or suspended when reasonably necessary because of suspected or confirmed misuse, fraudulent activity, unauthorized access, security concerns, violations of shelter policies, or other circumstances requiring administrative action.

Where appropriate, the shelter may review the circumstances before determining whether access should be restored, further restricted, or otherwise addressed.

12 System Availability

PAIRfect Paws may occasionally become temporarily unavailable because of scheduled maintenance, software updates, technical difficulties, internet connectivity problems, third-party service interruptions, security measures, or other circumstances affecting system operation.

Reasonable efforts may be made to restore affected services, but uninterrupted availability of the system cannot be guaranteed.

13 Changes to These Terms

These Terms and Conditions may be revised when PAIRfect Paws features, shelter procedures, security requirements, adoption policies, or applicable legal requirements change.

When significant changes affect the use of the system, users may be asked to review and accept the updated Terms and Conditions before continuing to access affected features.

User Acknowledgment

By continuing to use PAIRfect Paws, you acknowledge that you understand these Terms and Conditions and agree to comply with the responsibilities, adoption procedures, shelter policies, and applicable requirements described above.

PAIRfect Paws

Privacy Notice

This Privacy Notice explains what personal information PAIRfect Paws may collect and process, why it is needed, how it is used and protected, and the rights available to users regarding their personal information.

How We Handle Your Information

PAIRfect Paws processes personal information necessary to support account management, adopter profiling, adoption screening, pet-adopter recommendations, applicant evaluation, document verification, communication, and post-adoption monitoring.

Personal information will be processed only for declared, legitimate, and relevant purposes associated with the operation, administration, security, evaluation, and improvement of PAIRfect Paws and the shelter's adoption and animal welfare activities.

1 Information That May Be Collected

The information processed by PAIRfect Paws depends on the user's role and activities within the system. This may include:

  • name, email address, contact information, and account information;
  • address, housing conditions, and household information;
  • pet ownership or pet care experience;
  • adopter profile information;
  • personality assessment responses and resulting trait scores;
  • adoption application information;
  • identification documents and other supporting documents;
  • information extracted or reviewed during document verification;
  • application status, screening, and interview-related information;
  • pet-adopter compatibility scores and recommendation results;
  • adoption history and adoption records;
  • post-adoption welfare reports and compliance information;
  • photographs or videos submitted for post-adoption monitoring; and
  • system activity, security, and audit records necessary for accountability and system protection.

2 Purpose of Processing

Personal information may be collected and processed for purposes necessary to operate PAIRfect Paws and support the shelter's adoption activities, including:

  • creating, authenticating, and managing user accounts;
  • maintaining adopter profiles;
  • administering personality assessments used for adopter profiling and recommendation features;
  • processing and evaluating adoption applications;
  • verifying submitted information and supporting documents;
  • generating pet-adopter compatibility recommendations;
  • organizing eligible applicants when multiple applicants apply for the same pet;
  • supporting shelter screening and interview procedures;
  • communicating application status updates and other relevant notifications;
  • recording adoption decisions and adoption history;
  • conducting scheduled post-adoption welfare monitoring;
  • reviewing potential animal welfare concerns and adopter compliance;
  • protecting the security, integrity, and proper operation of PAIRfect Paws;
  • maintaining appropriate activity and audit records; and
  • supporting the academic evaluation, testing, and improvement of the PAIRfect Paws capstone system.

3 Pet-Adopter Matching and Profiling

PAIRfect Paws may process adopter profile information, personality assessment results, and relevant pet characteristics to generate compatibility-based recommendations using a K-Nearest Neighbors (KNN)-based recommendation process.

Decision-Support Only

Compatibility scores and recommendation results are intended to assist the adoption process. They do not automatically approve or reject an adoption application.

Authorized shelter personnel remain responsible for reviewing applications and making final adoption decisions.

4 Identity and Document Verification

Applicants may be required to submit identification and other supporting documents as part of the adoption screening process.

PAIRfect Paws may process submitted documents and extracted information to help determine whether information provided in an adoption application appears complete and consistent.

Automated document verification results are used only as decision-support information and may be reviewed manually by authorized shelter personnel before any adoption-related decision is made.

5 Post-Adoption Monitoring

After an adoption is approved, PAIRfect Paws may process information submitted through scheduled post-adoption monitoring activities.

This information may include:

  • welfare check-in responses;
  • information about the animal's health, behavior, adjustment, and living environment;
  • photographs or videos of the adopted animal;
  • monitoring completion and compliance records; and
  • information relating to potential animal welfare concerns.

These records help authorized shelter personnel assess the adopted animal's condition and adjustment after placement and determine whether follow-up may be necessary.

6 Access to Personal Information

Access to personal information is limited according to the roles, responsibilities, and permissions assigned within PAIRfect Paws.

  • Administrators and authorized shelter personnel may access information necessary to manage adoption applications, animal records, applicant screening, verification, adoption processing, and post-adoption monitoring.
  • Authorized volunteers may access only information necessary to perform their assigned shelter responsibilities, subject to their system permissions.
  • Prospective adopters and other ordinary users must not be given access to another user's private profile, application, documents, or other protected personal information.

7 Protection of Personal Information

PAIRfect Paws uses administrative and technical measures intended to protect personal information against unauthorized access, disclosure, alteration, loss, misuse, or other unauthorized processing.

Depending on the system configuration, these measures may include:

  • authenticated user accounts;
  • secure password handling;
  • role-based access control;
  • controlled access to database information;
  • restricted access to uploaded documents;
  • system activity and audit logging; and
  • other safeguards implemented to support system security and accountability.

8 Data Retention

Personal information should be retained only for as long as reasonably necessary to fulfill the purposes for which it was collected and processed, subject to applicable shelter requirements, academic evaluation requirements, security and audit requirements, and applicable legal obligations.

Information that is no longer required for a legitimate purpose should be securely deleted, anonymized, archived, or otherwise handled in accordance with the project's approved data retention and disposal procedures.

9 Rights of Users

Users may exercise applicable rights concerning their personal information under Republic Act No. 10173, or the Data Privacy Act of 2012, and its applicable implementing rules and regulations.

Depending on the circumstances and applicable requirements, these rights may include the right to:

  • be informed about the collection and processing of personal information;
  • request access to personal information concerning the user;
  • request correction of inaccurate or incomplete information;
  • object to certain types of personal information processing where applicable;
  • request appropriate action concerning personal information subject to applicable requirements and limitations; and
  • raise a privacy concern or complaint regarding the processing of personal information.

10 Privacy Inquiries and Requests

Users may contact the responsible PAIRfect Paws or shelter representative regarding privacy questions, requests to access or correct personal information, or other concerns involving the processing of their personal information.

Privacy Contact

pairfectpaws@gmail.com

11 Consent and Acknowledgment

By selecting the Privacy Notice acknowledgment and consent checkbox during registration, the user confirms that they have read and understood this Privacy Notice and, where consent is the appropriate basis for processing, agrees to the collection and processing of their personal information for the purposes described in this notice.

Certain information may still need to be processed or retained where permitted or required under applicable law, shelter operational requirements, security requirements, contractual obligations, or other applicable lawful grounds.

Where processing is based on consent and withdrawal is permitted, users may contact the designated privacy representative regarding their request. Withdrawal does not affect processing that was lawful before the withdrawal and may affect access to system features that require the information concerned.

User Acknowledgment

Please review this Privacy Notice before creating an account. If you have questions about how your information will be processed, you may contact the designated privacy representative before proceeding.