Privacy Policy

Who we are

Green Meadows Pet Aftercare Services Inc.
Burgos Street, Bacolod City, Negros Occidental, Philippines
Email: hello@greenmeadowspetaftercare.com
Phone: 0969 050 4225

Data Protection Officer: Sheryl Burwell, hello@greenmeadowspetaftercare.com. Write to her about anything in this policy.

What this policy covers

This policy covers our website (greenmeadowspetaftercare.com), our client portal (care.greenmeadowspetaftercare.com), our online forms, and the messages, calls and payments connected with our services and pre-need plans.

What we collect

When you request a service or apply for a pre-need plan we ask for:

• your first and last name, phone number, email address and home address
• details about your pet: name, approximate weight, type, color, sex, date of birth and, for a service, the date and time of passing (or of a planned euthanasia)
• for a service, your pet’s cause of death or illness, which we need to follow health and sanitation protocols
• how you’d like us to contact you (email, call or SMS) and how you heard about us
• your electronic signature and confirmations, including that you are the pet’s legal owner and authorize the cremation

When you use our contact or memorial inquiry forms we ask for your name, phone number, email address, your message and, for memorials, the type of memorial you’re interested in.

When you use our client portal we keep your account details, your pets’ profiles, the photos you upload, and the status and history of your services, plans and payments.

When you share photos or letters about your pet with us we keep them. See “Tributes” below.

When you message, call or email us (including through Facebook Messenger) we keep the conversation so we can help you.

When you pay for a service, a reservation fee or a plan instalment, you pay through our payment provider. We receive confirmation of the payment, and any screenshot you send us, but not your full card or account details.

When you browse our website some information is collected automatically:

• Website analytics record the pages you visit, how you reached our site, your device and browser type, and your approximate location (city level). We keep this data for 14 months.
• Our customer management system records page visits and form interactions, so we can see which pages helped you find us. It can link your visits to the details you give us in a form.
• Security tools on our website and portal record technical information such as IP addresses, to protect them from attacks.

These use cookies; see “Cookies” below.

We do not knowingly collect information from children. Services and plans must be arranged by the pet’s adult owner.

Why we use your information

• To provide the service or plan you asked for: to contact you, schedule your appointment, prepare for your pet’s arrival, carry out the cremation you authorized, release your pet’s ashes to you, and manage your plan payments. (This is necessary to provide a service you requested.)
• To keep everyone safe: we use your pet’s cause of death or illness to decide how to handle your pet’s remains safely and whether a send-off can be held.
• To keep records we are required to keep: such as receipts and accounting records for tax purposes. (Legal obligation.)
• To improve our website and services: we look at how visitors use our site and which channels bring them to us. (Our legitimate interest in running and improving our business.)
• To share occasional announcements: we may send clients and people who have contacted us occasional announcements about our services, such as pricing updates. We don’t send newsletters. You can stop these at any time by replying STOP to an SMS, using the unsubscribe link in an email, or telling us at hello@greenmeadowspetaftercare.com. Stopping them won’t affect messages about a service or plan you have with us.
• To create tributes, if you agree: see below.

We never sell your personal information.

Tributes

If you agree, we honor the pets in our care in two ways:

• A one-year tribute video, posted on our social media pages about a year after your pet’s service, showing your pet’s photo and name, if you agreed to this on our Arrange a Cremation form.
• Letters: after your pet’s service we may invite you to write a letter about your pet. If you send us one, we share it on our Facebook page and include it, with your pet’s photo and name, in our yearly memorial book, as we explain when we invite you.

Tributes never include your name, contact details or any other information about you. Saying no to a tribute, or not sending a letter, doesn’t affect your pet’s service in any way. You can change your mind at any time by emailing hello@greenmeadowspetaftercare.com. If you withdraw, we won’t include your pet or your letter in future videos, posts or books, and we will remove our own posts where we can. Books already printed, and copies or shares other people have made of our posts, can’t be recalled.

We keep the photos and letters you share for as long as you allow us to use them for tributes, as part of our memorial archive.

Who we share it with

We share your information only with service providers that help us run our business, and only as much as they need. These include providers of:

• customer management, online forms and messaging
• website and client portal hosting
• payment processing
• accounting and invoicing
• website analytics
• internal team communication

Some of these providers store data outside the Philippines. We choose providers that protect personal information with reasonable security measures, and we don’t allow them to use your information for their own purposes.

If you contact us through Facebook Messenger, Meta also processes that conversation under its own privacy policy.

We may also disclose information when the law requires it, for example to comply with a government order.

Cookies

Cookies are small files that a website stores in your browser. We use them for website analytics and for our customer management system’s visit tracking, both described above. You can block or delete cookies in your browser settings, and our website will still work.

How long we keep it

• Service and plan records, including signed authorizations: 5 years after your last service or plan payment, to meet legal and tax requirements and to answer any questions about the service later
• Inquiries that didn’t lead to a service or plan: 1 year
• Photos and letters for tributes: as long as you allow us to use them (see above)
• Website analytics: 14 months

After that, we delete or anonymize the information.

How we protect it

Only staff who need your information to serve you can access it. We use access controls, encrypted (HTTPS) connections and security monitoring. No system is perfectly secure, but if a breach affecting your personal information happens, we will notify you and the National Privacy Commission as the law requires.

Your rights

Under the Data Privacy Act you have the right to:

• be informed about how your personal information is used
• access the personal information we hold about you
• object to processing, including withdrawing consent you gave earlier
• have inaccurate information corrected
• have your information erased or blocked when it is no longer needed or was processed unlawfully
• receive your information in a commonly used electronic format (data portability)
• be compensated for damages caused by unlawful processing
• file a complaint with the National Privacy Commission (www.privacy.gov.ph)

To use any of these rights, email our Data Protection Officer at hello@greenmeadowspetaftercare.com. We may ask you to confirm your identity first. We aim to respond within 15 working days.

Changes to this policy

If we change this policy, we will post the new version here and update the effective date. If a change significantly affects how we use information you’ve already given us, we will tell you directly.

Contact us

Questions about this policy or your information: hello@greenmeadowspetaftercare.com or 0969 050 4225 (Monday to Saturday, 9am to 5pm).