Terms & Conditions

General Terms & Conditions

By registering and if you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern PharmData Ltd's relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term 'PharmData Ltd', 'PharmData', 'us' or 'we' refers to the owner of the website. Our company registration number is 11263172 (registered in GB). The term 'you' refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• This website uses cookies to monitor browsing preferences. If you do allow cookies to be used, the only information stored is session data in order to keep you logged in. No personal information is stored in cookies.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

Subscriptions

Should you choose to subscribe to PharmData, your usage of the site is subject to the following terms:

• Subscriptions are charged on a monthly basis via direct debit.
• Each subscription is personal to the subscriber and is non-transferable.
• All subscriptions are processed by the payment processor 'GoCardless' who is a distinct third party to PharmData Ltd.
• We do not store any financial data whatsoever.
• You are free to cancel your subscription at any time and can do so by contacting us at support[@]pharmdata.co.uk (remove brackets).
• Any cancellations will take effect from the month following your cancellation request.
• No refunds will be paid for subscription cancellations. This does not affect your statutory rights.
• The 'Manager's Dashboard' is a bespoke system and is not included in the base subscription package.

Privacy Policy

Version 1.1; updated 11th May 2024

Our Privacy Notice describes the categories of personal data we process and for what purposes.

Introduction and summary

At PharmData we know that your personal data is important to you. That’s why, whenever we use it, we only use what we need to, and we do everything we can to ensure it is appropriately protected. This notice explains the situations where we may process your personal data and the steps we take to protect it.

Updating this notice

PharmData keeps its privacy policy under regular review, and we may make changes to this notice at any time. Depending on the associated processing risks, we will either contact you with the modified terms, or we will post a copy of these on our website. Any changes will take effect 7 days after the date of our email, or the date on which we post the modified terms on our website, whichever is sooner. Please ensure you regularly check our website for any updated use of your personal data, alongside contact information in the event you have any further queries.

Who we are

PharmData is the trading name for PharmData Limited (company number 11263172, registered address Merchants Warehouse, Castle Street, Manchester, England, M3 4LZ. When we say ‘we’ or ‘us’ we mean this company.

This company is part of the wider Bestway Healthcare Group of companies, including Bestway Panacea Holdings Ltd (an English and Welsh registered company with company number 09225479, registered address: Merchants Warehouse Castle Street, Castlefield, Manchester, M3 4LZ). When we say ‘Group’ in this notice, we mean other members of our group of companies, including trading and subsidiary companies of Bestway Panacea Holdings Ltd (an English and Welsh registered company with company number 09225479, registered address: Merchants Warehouse Castle Street, Castlefield, Manchester, M3 4LZ) and its trading and subsidiary companies.

How you can contact us

By email:

If you specifically want to contact our Data Protection Officer, you can do so by emailing [email protected]. Alternatively, you can write to them at:
Data Protection Officer
Merchants Warehouse
Castle Street
Castlefield
Manchester
M3 4LZ

How we use your personal data

PharmData’s use of personal data will depend how you interact with us and the specific services you’ve requested. Some examples of specific data use are listed below for your information:

• We may collect your name, contact information (e.g. email address) and business details when you use our service/s.
• If you order a product or service from us (for example, a premium subscription plan), you will need to provide certain personal details so the order can be fulfilled. In some instances we will direct you to a third-party partner site which will collect this information from you directly to process your order.
• We run competitions from time to time, which require your personal data to enter. Further information is provided about how we use your data if you choose to enter.
• We may collect a small amount of your personal data automatically – such as IP addresses, pages viewed on our website and links you’ve clicked on.
• If you have given us appropriate permission to do so, or if we deem we have a legitimate interest in getting touch, we may send you information about products and services we offer. We will never sell your details to third parties for their own marketing purposes.
• To help you get the most out of our marketing, we may sometimes (but not always) tailor it to you using your personal data. We will do this by building a profile about you, for example, to understand what services you currently use, or may have a future need for. Where we carry out this activity, you can object to this (explained later) and receive non-personalised marketing instead.
• We may share your information within our wider group of companies where there is a legal need, or justified business need, to do so.
• We use selected and trusted third parties to provide some of our services, for example, systems or platforms we use to host data. We will only share the minimum personal data necessary to carry out a specific task.
• When we use third parties to support the running of our business, these third parties may access your data from outside of the European Economic Area. Where this is the case, we have appropriate protective measures in place to ensure your information is appropriately protected.
• With the exception of tailored marketing (as mentioned above) we do not make any automated decisions - i.e. a decision which does not involve a human providing an opinion - about you in delivering our services.
• If you call us, we may record or monitor the call. We do this to monitor and improve the quality of service delivery, as well as to ensure safety of our staff. Doing so is also sometimes a legal obligation. Where we analyse calls to improve our service, we do so as a legitimate business interest.
• If you enter one of our premises, we may capture you on CCTV. We use CCTV to ensure the safety and security of our staff and customers. The images captured may be used to prevent and detect crime, and therefore may be shared with law enforcement. We carry out this processing activity either for our own legitimate interest (e.g. to keep our staff safe) or for the wider public interest (e.g. where it is shared with law enforcement).

Who we share your personal data with

In the previous section we described instances where we share your personal information with others. There are also other third parties that we use to help us deliver and improve our services to you. In this section, we have summarised the categories of third parties who we may share your data with.

• Third party processors – for example, system and platform operators, such as those used to send our emails.
• Law Enforcement Agencies (LEA) – where we are required to do so by law, we will release personal data to LEA’s (e.g. the police). This will most likely be for the detection or prevention of crime, or to exercise or defend a legal claim.

Where we process your personal data

We may need to transfer your information outside the UK to service providers, agents, and subcontractors in countries where data protection laws may not provide the same level of protection as those in the European Economic Area.  Where this happens, we agree specific safeguards and assurances in our contracts with those providers to ensure there are appropriate controls in place to protect your data. Where necessary, we also ensure we have conducted a full Transfer Risk Assessment alongside any necessary contractual obligations. This is an area of legislation that is subject to change, so we always ensure we are fully up to date with updates from the UK Government, the Information Commissioner’s Office, and the European Commission.

Your privacy rights and how to exercise them

Under data protection laws, you have the following rights:

• Right of Access (typically called a “Subject Access Request” or “SAR"): you have the right to know how we process your personal data (as explained in this notice) and also a right to receive a free copy of your personal data.
• Right to Rectification: you can ask us to change or complete any inaccurate or incomplete personal data held about you.
• Right to Object: you have the right to object, in certain circumstances, to us processing your personal data. For example, you can object to us sending you marketing material, or using your personal data to create a profile about you that is related to direct marketing.
• Right to Erasure: in certain circumstances, you can ask us to delete your personal data. For example, where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis to keep it.
• Right to Portability: you have the right to ask us to send a copy of certain elements of your personal data (predominantly information you have shared directly with us) to another company.
• Right to Restrict Processing: you can ask us to restrict the personal data we use about you where you have asked for it to be erased (and the erasure has not taken place, or we were unable to erase the data when we should have) or where you have objected to our use of it.

To make a subject access request, or to exercise any other data subject rights, you can contact us using the information provided in this notice.

It is free to exercise your privacy rights and we will respond to any request as quickly as we can. Under current data protection laws, we have 30 days to respond to any request, unless an exemption applies. We will contact you as soon as we can where we are applying an exemption, which may extend the time we have to process your request.

Children’s data and safeguarding

PharmData will never knowingly process personal data related to children for any purpose other than in the following rare circumstances:

• Where welfare or safeguarding concerns are raised about a child or children. This may involve PharmData liaising with local authorities to ensure the protection of those involved. Wherever this occurs, PharmData will always consider whether consent is appropriate and, if it is not, another legal basis will be established.
• Our website collects cookies, which may inadvertently relate to children who visit our website. However, the resulting cookie activity (e.g. to improve the functionality of our website) does not cause a sufficient level of harm to impact children.

There may be occasions where it becomes necessary to safeguard individuals, either from others or themselves. We always take any decision around sharing data of this nature with other authorities or bodies incredibly seriously, and we ensure that our internal policies also reflect this. Data protection laws are still applicable, and, in serious cases, the sharing of personal data will likely be done using one or more of the following legal bases:

• Vital interests (to protect those of the data subject/s).
• Reasons of substantial public interest, which may include:
• Preventing or detecting unlawful acts.
• Protecting the public.
• Safeguarding of children and individuals at risk.
• Safeguarding of economic wellbeing of certain individuals.

We also have a responsibility to safeguard adults who lack mental capacity under the Mental Capacity Act (2005).

PharmData always weighs up the necessity of sharing any personal data for purposes above and beyond that which the data subject is already aware of and considers whether consent is an available option. Any personal data this is ultimately shared will be done so after internal consideration alongside PharmData’s Data Protection Officer and other senior responsible individuals, and only the minimum amount of information is securely shared.

How long we retain your personal data

PharmData will retain your personal data for as long as we are legally or contractually required to do so, or for a period which is justifiable to meet our business needs. The exact retention period varies depending on the type of information and purpose for use, and our internal policies support this activity.

Marketing and communications

If you have given your consent, or if we believe we have a legitimate interest to do so we may, from time to time, contact you about the products and services we offer.

The marketing we send to you may be tailored to make it more relevant. This is done by analysing the data we hold on you (e.g. services previously used, age, address, previously stated product interests) to create a profile. If you want to receive marketing from us, but do not want this to be tailored then you can object to the profiling as described under "What your privacy rights are and how to exercise them”. Alternatively, unsubscribing from marketing will also cease the profiling activity we conduct.

We may also contact you in the following scenarios, which does not constitute direct marketing:

• To request that you take part in customer feedback and surveys. This allows us to collect insights on the service we provide and what our customers may want from us in the future.
• To provide an update on an order or service you have placed.
• To deliver a contractual update, for example, where we have materially updated the terms and conditions of your account with us.

We will send these communications to you either by email, post – or both – depending on the content and context of the communication. Every marketing communication we send will include instructions on how to opt-out. Some of our communication will be contractual in nature, however if our communication is of a direct marketing nature, you can change your marketing preferences at any time using the contact information provided in this notice.