PAWFECT WITNESS™ COMMUNITY
Community Privacy Policy
Pawfect Witness™ Community is operated by The Ensora Collective Inc., a British Columbia corporation. Our Privacy Contact can be reached at [email protected].
Version 2026-10-14-production-1.
Information we collect and why
We collect information needed to review applications, manage membership, prepare business listings, and respond to questions or concerns. This includes your contact name and email, business name, category, BC service area, optional website and Instagram links, business description, approach to welcoming pets, and any explanation submitted for Beyond Pet Friendly Acknowledgement.
We also keep records needed for email verification, Terms acceptance, application decisions, and relevant security and moderation history. For spam prevention, Cloudflare checks requests and we keep short-lived counters using a keyed hash of the request IP address and email address. These counters are removed after expiry when the system next handles a request.
Public and private information
Only approved, explicitly published listings appear in the directory. Listings show business details, website and Instagram links, descriptions, listing photographs, and any granted Acknowledgement. Pending, declined, unpublished, suspended, and closed listings are excluded.
Contact names, account email addresses, verification information, Terms acceptance, and internal review records are private. The original Acknowledgement explanation is used for review only. Acknowledged listings display a separate administrator-approved public summary; ordinary listings display the member’s pet-friendly approach.
Public listing content may be indexed by search engines or copied by others.
Email access and photographs
Applications and member access use short-lived, single-use email links. Usable tokens are not stored in the database; their hashes are stored instead. Member sessions use protected cookies and members can edit only their own approved business listings. Administrator access uses Cloudflare Access and a separate administrator allowlist.
Account emails are used for verification, application decisions, and necessary membership communications. Authorized administrators receive notifications when an application email is verified or a member updates listing text or a photograph. Notifications identify the business and link to the protected dashboard. Any future marketing consent will be requested separately.
Members may upload and replace a listing photograph. The editor resizes images before upload and the server checks JPEG structure and dimensions and removes supported metadata. Photographs are stored privately and delivered through listing access checks. Photographs and their subjects may still reveal personal information; upload only content you have permission to display.
Service providers
We use Cloudflare for website hosting, server functions, D1 database storage, R2 photograph storage, Turnstile spam prevention, and administrator access. Resend sends verification, member-access, application-decision, and administrator-notification emails. These providers process relevant information on our behalf.
Information may be processed outside Canada. We do not sell personal information.
Security
We use safeguards appropriate to this small platform, including restricted administrator access, server-side validation, private application records, protected member sessions, request limits, and expiring verification links. No online system can guarantee complete security.
Retention and removal
We review retained Community records approximately every three months. Routine reviews do not delay verified closure, privacy, or deletion requests, or any applicable legal deadline. Existing automatic cleanup is used where available; records requiring an administrative or legal decision are reviewed manually.
Active member information is retained while needed to manage membership. Rejected application records are reviewed for deletion or anonymization once 12 months have passed since the decision. Information used to make a decision directly affecting an individual is retained for at least one year where required by law. Information is deleted or anonymized when it is no longer needed for its original purpose or a justified legal or business reason; unnecessary retention is not extended merely to wait for a routine review.
After a verified closure request, we promptly unpublish the listing and aim to delete or anonymize ordinary account data within 30 days, subject to lawful retention. This work is handled separately from the routine review. An identity needed for another business or administrator account is retained for that purpose. Necessary consent, security, moderation, or decision records may remain for justified periods. We explain any necessary retention or delay to the requester.
Photographs removed from a listing become unavailable through the public listing service. Replaced member photographs are normally deleted immediately; failed deletions are recorded for follow-up. Other retired member photographs and unresolved failed deletions are checked during routine reviews and deleted when no longer needed, with earlier handling for verified deletion requests or other applicable requirements. Existing website photographs may be retained separately where needed for another authorized use. Copies held independently by search engines or other parties are outside our control.
Your requests and concerns
You may contact us to request access to or correction of your personal information, withdraw consent, request deletion, close membership, or raise a privacy concern. We may need to verify your identity or authority before acting.
Withdrawing information needed to operate your membership may require closing the account. If information must be retained, we will explain the applicable reason.
Contact our Privacy Contact at [email protected].