Privacy Policy

1. The short version

We collect what's needed to run pharmacy software and nothing more. Your business data belongs to your pharmacy. We don't sell data to anyone. Patient-facing records your pharmacy enters (like customer names on credit accounts) are controlled by your pharmacy; we process them on your behalf.

2. What we collect

• Account data: names, email addresses, phone numbers, and roles of the owner and invited staff; hashed login credentials.
• Business data: the records your pharmacy creates: products, inventory and batches, sales, expenses, suppliers, purchase orders, shift closures, and customer accounts (which may include customer names and phone numbers your staff enter).
• Activity data: an audit trail of actions taken in the app (who did what, when, including page views), kept for your pharmacy's own accountability and visible to your owner/managers.
• Technical data: device/browser information, IP addresses in server logs, and privacy-bounded technical incident references used only to keep the Service working.

We do not collect medical or prescription information about patients as a designed feature of the Service.

3. How we use it

• to provide, secure, and improve the Service;
• to send operational messages (staff invitations, password resets, service notices);
• to provide support when you contact us;
• to diagnose errors and abuse.

We do not sell personal data, we do not use your business data for advertising, and we do not contact your customers.

4. Where data lives

Cloud data is hosted with our infrastructure providers on servers located in the European Union (Ireland). The desktop application also keeps a copy of your pharmacy's data on your own computer so the Service works offline; that copy is under your physical control.

5. Who we share it with

Only service providers that help us run PharmHive, under their own confidentiality obligations:

• Supabase (database and authentication hosting, EU region)
• Railway (application hosting)
• Resend (transactional email: invitations and notices)

Beyond these, we disclose data only if the law requires it, or to protect the rights and safety of PharmHive and its users.

6. Your pharmacy's customers

Where your staff enter customer information (for example, a name and phone number on a credit account), your pharmacy is the data controller of that information and PharmHive processes it on your instructions. Your pharmacy is responsible for having a lawful basis to record it and for honouring customers' requests about their own data; we will assist by acting on the owner's instructions to correct or delete records.

7. Security

Data is encrypted in transit; access within the app is limited by roles and permissions; every pharmacy's data is isolated from every other's; actions are recorded in an audit trail; and passwords are stored only as cryptographic hashes. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify the account owner without undue delay.

8. Retention

We keep your data for as long as your pharmacy has an account. After termination, we will provide an export on request made within 60 days, after which data may be deleted from our systems. Some minimal records (for example, billing history) may be retained where the law requires. Deleting records inside the app archives them rather than erasing history where business records (like sales) must stay consistent.

9. Your rights

Consistent with Ghana's Data Protection Act, 2012 (Act 843) and other applicable law, you may ask us what personal data we hold about you, ask for corrections, or ask for deletion where the law allows. Staff members should first contact their pharmacy owner (who controls the account); anyone may also contact us directly on WhatsApp and we will respond within a reasonable time.

10. Cookies and local storage

The app uses browser local storage and similar technologies strictly to keep you signed in, remember your settings, and store offline data. We do not use advertising or cross-site tracking cookies.

The public website may also keep one broad first-touch channel, such as ChatGPT, Search, Social, Email, WhatsApp, or Campaign, for up to 30 days so we can understand which discovery channels lead to enquiries. We keep only the channel and capture time, not the URL, referrer, campaign name, search term, visitor identity, IP address, cookie, partner code, or invitation token. This broad channel does not replace partner-referral or marketplace-invite attribution.

11. Changes

If we change this policy in a material way, we will announce it in the application or by message to the account owner before the change takes effect.