Data Processing Agreement

This Data Processing Agreement ("Agreement") is part of the Paw Miaw Terms of Service. It applies when a veterinary clinic or pet-care business (the "Business") uses a provider workspace in Paw Miaw and records in it personal data about its clients, their families, and its staff.

For that data, the Business is the party responsible for it (in Mexico, the "responsable") and Paw Miaw, operated by Alejandro Zamora Hernández, processes it on the Business's behalf (in Mexico, the "encargado"). The Business accepts this Agreement when it subscribes to a provider plan or creates a workspace, and each time it keeps using the Service.

1. What Paw Miaw processes

The data the Business and its staff enter or connect: client names and contact details, addresses and home access details, pets and their records, appointments, prescriptions, consents and signatures, invoices and the payments the Business records, messages with clients, and its staff's accounts and activity, including their Olfato AI chats and the log of who asked about which pet. Paw Miaw processes it only to provide the Service to the Business.

If the Business turns Olfato AI on, Paw Miaw sends the artificial intelligence provider listed in section 8 of the Privacy Policy what each feature needs, as section 3 of that Policy lists. For the brief, the text of a pet's record, including the staff's internal notes, which are part of the clinical record, for staff who can see clinical records. For each question in the chat, the question and the chat so far, the Business's name and locations, the name and role of the person asking and, from what that person may see: client and pet names, staff names and roles, a pet's record (internal notes included) and what its client owes, visits, bills and payments with how much each staff member billed and collected, stock and the register of controlled medicines (prescriber, lot, folio, and who moved each medicine), stays, hospital patients, incidents, follow-ups, and the text of notes and requests, with the email addresses and phone numbers detected in it removed. Clients' contact fields and payment card details are never sent.

Each Olfato AI chat is private to the staff member who wrote it: nobody else in the Business, owners included, reads it in the app. A chat is deleted 90 days after its last message, earlier when its author deletes it, and when its author leaves the Business, is removed, or is suspended. Paw Miaw exports a chat only on a formal legal or compliance request, and records each export. The Business can turn Olfato AI off for the whole workspace in Settings, and its owners and administrators, or anyone allowed to manage roles, can turn the chat off for any staff member.

2. Only on the Business's instructions

The Business's instructions are these Terms, the settings it chooses in its workspace, and what its staff do in it. Paw Miaw does not use this data for its own purposes, does not sell it, and does not use it for advertising. If Paw Miaw believes an instruction breaks the law, it will tell the Business.

3. Confidentiality

Everyone at Paw Miaw who may see this data is bound to keep it confidential. Support staff open a workspace only in a read-only view, only when the Business asks for help or to look into a security problem, fraud, or abuse, and every time is recorded, as the Privacy Policy explains.

4. Security

Paw Miaw keeps the measures described on its Trust and Security page, including encrypted connections, encrypted backups, access by role and permission, audit logs of important activity, and encrypted home access details.

5. Other companies that process the data

The Business authorizes Paw Miaw to use the service providers listed in section 8 of the Privacy Policy, each only for what it does. Before a new provider starts processing the Business's data, Paw Miaw will update that list and tell the workspace owners by email at least 15 days in advance, except in an emergency. If the Business does not agree, it can stop using the Service.

6. Requests from the Business's clients

The Business answers its clients' requests to access, correct, cancel, or oppose the use of their data. Paw Miaw will help it do so. If Paw Miaw receives such a request about the Business's data, it will pass it to the Business within 5 business days and will not answer it on its own unless the law requires it.

7. Security incidents

If Paw Miaw confirms a security incident that affects the Business's data, it will tell the workspace owners without undue delay and in any case within 72 hours of confirming it, with what is known, and will help the Business inform its clients and the authorities as the law requires.

8. Where the data is processed

The data may be processed in Mexico, the United States, and other countries where Paw Miaw or its providers operate, as section 10 of the Privacy Policy explains.

9. When the Business leaves

If the Business's plan ends, its workspace is paused and nothing is deleted. Before closing it, the Business can ask for a copy of its data by writing to support@pawmiaw.com. When the Business asks Paw Miaw to delete its workspace, Paw Miaw deletes its data within 30 days of the request, except what the law requires it to keep, and backup copies expire within 30 more days.

10. Showing compliance

Paw Miaw keeps records of its processing and audit logs of important activity. Once a year, on written request, it will give the Business the information reasonably needed to show that this Agreement is followed.

11. What the Business is responsible for

The Business is responsible for having a legal basis to record its clients' data, for giving them its own privacy notice (including its use of Olfato AI, the brief and the chat, if it turns it on), for the access and roles it gives its staff, including who may use the Olfato AI chat and who sees the log of who asked, and for what its staff do with the data.

12. Order and contact

If this Agreement and the rest of the Terms differ on how the Business's client data is processed, this Agreement governs. Questions can be sent to support@pawmiaw.com.