1. Who we are
PharmaCare (“PharmaCare”, “we”, “us” or “our”) develops PharmaCare PMS, pharmacy management software for pharmacies in Ghana. You can contact us about privacy at apexpharmacy62@gmail.com.
This policy covers our website, the pharmacy portal, the offline register and the parts of the desktop app that send information to us. It applies to pharmacy owners and administrators, their staff, and anyone who contacts us.
2. Pharmacy records and our role
The desktop app keeps a pharmacy’s records, such as sales, stock, customers and staff, on the pharmacy’s own computers. We cannot see those records unless the app sends them to us.
When the app, the portal or the offline register sends a pharmacy’s records to us, we hold them on the pharmacy’s behalf as its processor. The pharmacy decides how its records are used and is responsible for them under the Data Protection Act, 2012 (Act 843). If you are a customer or staff member of a pharmacy, please contact the pharmacy first. We will help it deal with your request.
For information about pharmacies as our customers, such as licences, billing, support and website enquiries, we are the controller.
3. What we collect
- Website enquiries: your pharmacy’s name, your name, your phone or WhatsApp number, the licence you are interested in and any message you send.
- Licence and device information: the licence key, pharmacy name and registration number, a device identifier (a code calculated from the computer’s name, operating system and processor, not the details themselves), the IP address, the times the app checks in, and three usage counts: sales in the last 7 days, active stock batches and active user accounts.
- Acceptance records: the name of the person who accepted our Terms of Service, the version accepted, the time, the device identifier and the IP address.
- Staff accounts: when cloud sync is on, each active staff member’s username, full name, role, permissions and password hash. We never receive the passwords themselves. This lets staff sign in to the portal and the offline register.
- Products and stock: when cloud sync is on, the pharmacy’s products, stock levels, expiry dates, reorder levels, selling prices and cost prices.
- Sales: when “Send sales to the online portal” is on, the time, products, quantities, prices, discounts, totals and payment method of each sale and the staff member who made it. Customer names, phone numbers, notes and prescription references are not sent.
- Portal, offline register and stock counts: the sales, stock counts and other entries staff make there, and who made them.
- Emails sent through us: when the app emails staff (for example, shift schedules) or suppliers (purchase orders), we pass the recipient’s address and the message to our email provider, and keep a record of the recipient, subject, time and whether it was delivered.
- Shared catalogue: the name, generic name, strength, form and pack size of products that pharmacies add. Never prices, stock or sales.
- Backup key: the encryption key for the pharmacy’s backups, so that a replacement computer we approve can restore them. We do not receive the backup files.
- Support: what you tell us when you ask for help, including any screenshots or files you choose to send.
4. How we use it
We use this information to:
- provide the Service: check licences, approve computers, sync data, run the portal and the offline register, and deliver announcements and emails;
- give support and fix problems;
- bill pharmacies and keep business records;
- keep the Service secure and prevent licence misuse and fraud;
- improve the Service, using statistics that do not identify any pharmacy or person;
- meet our legal obligations.
We do not sell personal data, and we do not use it for advertising.
We rely on the following grounds: performing our contract with the pharmacy, our legitimate interest in running a secure and reliable service, complying with the law, and consent where the law requires it.
5. Your choices
Cloud sync starts automatically on the main computer of a pharmacy with a paid licence. An administrator can turn cloud sync, or just the upload of sales, off in the desktop app under Admin → Network & Sync → Cloud sync. The portal and the offline register then stop receiving new information.
Google Drive backups and WhatsApp sharing only happen when you choose to use them.
7. Where information is stored
Our providers store and process information on servers that may be outside Ghana. We choose providers that protect information to a high standard, and all connections to them are encrypted.
8. How long we keep it
- Website enquiries: up to 2 years after our last contact with you.
- Licence, billing and acceptance records: while the pharmacy is our customer and for 6 years after, for accounting, tax and legal purposes.
- Pharmacy records we hold for a pharmacy: staff accounts, products, stock, sales and counts are kept while the licence is active and deleted within 90 days after it ends, or sooner if the pharmacy asks.
- Email delivery records: up to 12 months.
9. How we protect it
Connections between the app, the portal and our servers are encrypted. Passwords are stored only as hashes. Each approved computer has its own access token, and a new computer cannot use a licence until we approve it. Backups are encrypted, database access is restricted, and our admin console uses individual accounts, permissions and an activity log.
No system is completely secure. If a breach affects your information, we will tell the pharmacy concerned and, where the law requires, the Data Protection Commission and the people affected.
10. Your rights
Under the Data Protection Act, 2012 (Act 843) you can ask to see the personal data we hold about you, ask us to correct or delete it, and object to some uses of it. Email apexpharmacy62@gmail.com and we will respond as the law requires.
If your request is about a pharmacy’s records, we will pass it to the pharmacy, which decides how to respond.
You can also complain to the Data Protection Commission of Ghana at dataprotection.org.gh.
12. Children
The Service is for businesses and is not directed at children. Pharmacies may record sales to customers of any age, and those records are the pharmacy’s responsibility.
13. Changes to this policy
We will post any update on this page with a new date. For important changes we will also tell pharmacies in the app or by email.
14. Contact us
PharmaCare, Ghana. Email apexpharmacy62@gmail.com.