Community Day privacy notice.

Who is responsible

AniPortal is operated by GreenSwitch (Pty) Ltd. AWARE Foundation NPC manages Community Day attendance. Earthpet Vet provides the Community Day vaccinations and microchipping and keeps the veterinary service records, which are separate from event registration records. Privacy enquiries: info@aniportal.co.za. Read POPIA and your privacy for your rights and how to exercise them.

What we collect

Booking asks for your name, mobile number, WhatsApp number, email address, address, emergency contact, an Animal Health Declaration for your animals and your consent to vaccination and/or microchipping. For each dog or cat we collect a required profile photo, identity details, date of birth or estimated age, sterilisation information, reported weight and its date, vaccination history, existing microchip information, health notes and a health declaration. We also record booked appointment times, your agreement to the event rules and privacy notice, and whether you chose to receive booking updates on WhatsApp and future invitations. For each pet we record the services you consent to. We record the campaign source, such as Instagram or an event flyer, to understand how people find the event.

How we use it

These details help the Community Day team reserve animal places, prepare for your pets, confirm entry, record attendance and manage vaccination, microchipping and weighing. Service records identify the pet, the recording staff member, relevant vaccine product and batch information, chip verification and actual weight measurements. Your email is your owner account sign-in address. It is also used to email your booking receipt and check-in QR, delivered through our email service provider. Event reminders and email activation links are currently paused. You can still set up your owner account directly after booking. A confirmed booking reserves a place for each pet in its selected slot. Clinical suitability is reviewed at the event; booking does not guarantee a particular treatment.

Completing owner registration

After booking, you can set a password from your confirmation page in the same browser. The private account link in your booking receipt email does the same. Your owner details, authorisation and pets are linked to your account so you can sign in and view them before Community Day. An existing account requires its current password. This setup step does not verify ownership of the email address, record attendance or approve clinical care. The entry team confirms your arrival at the event; clinical services and microchip verification are recorded separately. Private email activation links, when available, remain an alternative for bookings that need assisted owner registration.

Your pet’s profile photo

Upload a clear photo of each pet or use your phone camera. Photos are stored privately, with location and descriptive metadata removed. When you complete owner account setup, the photo becomes the pet’s dashboard profile image and can be replaced or removed there. It is not displayed on public booking or QR pages. Authorised staff can view owner pet photos through their private records.

Who can see your details

Authorised admins can access the schedule and check visitors in. Authorised vets and admins can access the service station to review pet details and record event services. Staff access and changes are recorded. Your check-in QR reveals a reference on its public page; it does not display your contact or pet details. Keep your private confirmation and owner registration links to yourself.

Your participant agreement

When you book, you sign the participant agreement. We keep the completed agreement exactly as you signed it, with its version, your two acknowledgements, your drawn signature, the date and time, and the internet address and browser you signed from, together with a PDF copy. They are stored encrypted, linked to your booking and available to authorised administrators. You can download your copy from your confirmation page and receive it with your booking receipt. A signed agreement may need to be kept as a record after the event.

Your WhatsApp number

The Community Day team may use your WhatsApp number to contact you about your booking, for example if an appointment needs to change. Booking updates on WhatsApp are sent only if you tick that option. It is unticked by default, choosing not to receive them does not affect your booking, and you can withdraw this choice through the Community Day team.

Optional offers, newsletters and photographs

Receiving AniPortal offers and newsletters from GreenSwitch (Pty) Ltd is optional, chosen separately for email and WhatsApp, and unticked by default. You can unsubscribe at any time. Service messages about your booking are separate.

Permission for GreenSwitch (Pty) Ltd and AWARE Foundation NPC to use photos and recordings of you in publicity is also optional and unticked by default. We record your choice, the wording it was given under and when. Withdraw it for future use at info@aniportal.co.za. Read Photography and privacy. Neither choice affects registration.

Corrections and questions

Ask the Community Day team to correct your preregistration details or help with questions about their use. Bring your reference so they can find the right record. A correction to your booking email does not change an existing account’s sign-in address or reset its password. Email verification and password recovery emails remain paused.