Privacy policy

This policy explains how Venmara ("we", "us") collects, uses, shares and protects information when you use PharmaFlow (the "Service"), our pharmacy management software. It applies to pharmacy owners, staff and anyone who visits this website. By using the Service you agree to this policy.

Who is responsible for your data

For records that a pharmacy creates in the Service (its own sales, inventory, customers and prescriptions), the pharmacy is the data controller and Venmara is a data processor acting on the pharmacy's instructions. For this website and account administration, Venmara is the controller.

Information we collect

• Account information. Names, phone numbers, email addresses, roles and the pharmacy and branch a user belongs to.
• Pharmacy operating data. Products and stock, sales and receipts, refunds, suppliers and purchase orders, customer records, prescriptions and the controlled-substance register that pharmacies enter into the Service.
• Payment information. Subscription and sale payments are processed by a third-party payment provider. We receive confirmation and reference details, not full card numbers.
• Technical and security data. Sign-in events, device and browser details, IP address and activity logs used to keep accounts secure and to provide an audit trail.
• Messages you send us. The content of enquiries and support requests.

How we use information

• To provide, operate and secure the Service and its features.
• To process subscription billing and sale payments.
• To send transactional messages such as receipts, alerts and account notices, on the channels each user has enabled.
• To detect, prevent and investigate fraud, abuse and security incidents.
• To provide support and to improve the Service.
• To meet legal and regulatory obligations, including record-keeping for controlled substances.

Sensitive and health-related data

Pharmacies may record prescription and controlled-substance information linked to a customer. We treat this as sensitive. It is used only to operate the pharmacy's own dispensing and statutory records, is isolated per pharmacy, and is not sold or used for advertising.

How we share information

We do not sell personal data. We share it only as needed to run the Service:

• With service providers who host, process payments for, or deliver messages on behalf of the Service, under contract.
• Between the users and branches of the same pharmacy, according to their roles.
• Where required by law, regulation, or a valid legal request, or to protect rights and safety.
• With a successor in the event of a merger, acquisition or reorganisation, subject to this policy.

Data isolation and security

Each pharmacy's data is isolated from every other pharmacy on the platform. Access is denied unless a role is explicitly allowed. We use encrypted sessions, optional two-factor sign-in, encryption of sensitive secrets at rest, and activity logging. No system is perfectly secure, but we work to protect your information and to respond quickly to any incident.

Data retention

We keep pharmacy operating data for as long as the account is active and as needed to provide the Service and meet legal obligations, including retention periods that apply to pharmacy and controlled-substance records. Security and sign-in logs are kept for a limited period. When data is no longer required, we delete or anonymise it.

Your rights

Subject to Ghana's Data Protection Act, 2012 (Act 843) and other applicable law, you may request access to, correction of, or deletion of your personal data, and may object to or restrict certain processing. Because much of the data is controlled by the pharmacy you work for, we may direct some requests to that pharmacy. To make a request, contact us at info@venmara.com.

Children

The Service is for pharmacy businesses and their staff and is not directed to children.

Changes to this policy

We may update this policy from time to time. We will change the "last updated" date above and, for significant changes, provide a more prominent notice.

Contact

Questions about this policy or your data can be sent to info@venmara.com, or by post to Venmara, Accra, Ghana.

Note: this policy is a general template for the PharmaFlow service. Venmara should have it reviewed by qualified legal counsel and tailored to its exact operations and jurisdictions before relying on it.