Privacy policy

1.Who controls your data

EPHARMIXY is pharmacy and drug shop management software. The pharmacy or drug shop that sets it up (the operator) decides what is recorded in it and is the data controller for that information. This policy explains what the app stores, why, and who can see it.

The app runs on the Base44 platform, which hosts the database, sign-in and file storage on the operator’s behalf.

2.Account information you give us

• Your name, email address and password (the password is handled by the platform’s sign-in service, never stored in readable form).
• Your credential level (Founder, Admin, Pharmacist or Cashier) and the business or site you are attached to.
• Business details the operator enters: trading name, TIN, licence number, address, phone, email, website and logo.
• Names and email addresses of team members the operator invites.

3.Business records entered in the app

The app is a bookkeeping system, so it stores the operating records the pharmacy chooses to enter:

• Products, batches, expiry dates, stock levels and prices.
• Purchases, suppliers, sales and dispensing, returns, transfers, adjustments and stock counts.
• Customer names, phone numbers and identity numbers where the operator records credit sales.
• Cash and electronic payment entries, expenses, payables, receivables and daily closings.
• An audit trail of who created, changed or deleted a record, and when.

4.Files and images

Product photographs are stored publicly — anyone holding the image link can open it, so it is best to upload only pack shots.

Payment slip images, imported stock files and documents marked private are stored privately and are opened through short-lived signed links. Access follows the same permission rules as the record they belong to.

5.Camera, barcode scanning and device data

The camera is used only when you start a barcode scan, and only to read the barcode in front of the lens. Frames are read on the device, nothing is recorded or uploaded, and the camera stops as soon as a code is read or you press Stop.

Standard technical information (browser type, device type, IP address and error logs) is processed by the hosting platform to keep the app secure and running.

6.Why the information is processed

• To run the pharmacy: sales, stock, purchasing, cash and the daily closing.
• To give each person the right level of access and to keep an audit trail.
• To answer support requests and to send the daily summary the operator switches on.
• To meet record-keeping duties under Ethiopian tax and pharmaceutical licensing rules.

7.Who can see it

Within the app, information is visible to the operator’s team according to their credential level. For example, a Cashier sees the counter books but not the product master or the audit trail.

The app does not sell data and does not share it for advertising. Information is disclosed only to the platform providers needed to run the service (hosting, database, email delivery and AI-assisted reading of uploaded stock files) and to authorities where the operator is legally required to do so.

8.How long it is kept

Operating records are kept while the installation is in use, so that historic sales, stock and cash positions stay auditable. When an account is deleted, personal and access details go with it, while financial and stock records are retained for the period required by tax and licensing rules and remain visible only to the operator’s remaining administrators.

See the data deletion page for the exact steps and timings.

9.Security

Sign-in, role-based access, per-record permissions and an audit trail protect the data. No system is perfectly secure, so keep your password private, use one account per person, and remove access from anyone who leaves the pharmacy.

10.Your rights

Team members should contact the operator first, since the operator holds the records. We help the operator answer.

• Ask what is held about you, and receive a copy.
• Correct anything that is wrong.
• Delete your account from inside the app, or by writing to us.
• Ask the operator to restrict or stop processing your details.
• Complain to the operator, or to the Ethiopian data protection authority where applicable.

11.Children

The app is a business tool for pharmacy staff and is not directed at children. Where a customer’s details are recorded for a credit sale or a prescription, that is the operator’s business record.

12.Processing outside Ethiopia

The hosting and database services that run the app may process information on servers outside Ethiopia. Where that happens, the operator relies on those providers’ contractual security and confidentiality commitments.

13.Changes to this policy

When this policy changes, the date at the top changes with it. Material changes are announced inside the app.

14.Contact

Questions about this policy, or a request for a copy or correction of your details:

Email: chalareshid@gmail.com

Phone: +251 900 751 197

Address: Bole Sub-City, Addis Ababa, Ethiopia (near Bole International Airport)

Team members should contact the pharmacy that issued their account first, because that pharmacy holds the records. We help the pharmacy answer.