Privacy Notice

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.