Privacy policy

Who controls the data

A pharmacy using Ingata PharmaPlus is the controller of the records it enters — its patients, prescriptions, staff and transactions. Ingata Tech operates the software and is a processor, acting on the pharmacy’s instructions. The pharmacy decides what is collected and who in its organisation may see it.

What the system stores

Because of what a pharmacy does, this includes health-related information.

• Patients: name and contact details, insurance membership and scheme, and the dispensing history attached to the record.
• Prescriptions: the items prescribed, the issuing hospital, and the verification and authorisation steps applied before dispensing.
• Sales: what was dispensed, from which batch, by which member of staff, at which branch, and how it was paid for.
• Staff: account details, role, assigned branch, and — where payroll is used — salary, allowances, advances and statutory deductions.
• Suppliers and insurers: organisation details, contacts, bank details and the balances owed in either direction.
• Audit records: every state-changing request, with the user who made it, what it affected and when.

What it is used for

Operating the pharmacy: dispensing, stock control, insurance claims, accounting and the reports produced from them. The data is not sold, not shared with advertisers, and not used to train anything. It is not combined across pharmacies — each organisation’s records are isolated, and every request is scoped to the organisation of the signed-in user.

Who can see it

Access is governed by roles. Each of the seven roles carries an explicit permission set, checked on the server for every request rather than enforced by hiding things in the interface. Staff assigned to a branch see only that branch’s stock, sales and entries; roles intended for oversight see the whole organisation. One role can read everything and change nothing.

Ingata Tech staff do not browse pharmacy data as a matter of course. Access for support or fault diagnosis happens at the pharmacy’s request.

How long it is kept

Dispensing, accounting and controlled-medicine records are retained for as long as the pharmacy is required to keep them, which is set by pharmacy and tax rules rather than by us. The system is built not to lose them: corrections are posted as balancing entries rather than edits, suppliers and patients are archived rather than deleted when they are no longer active, and the audit trail is not editable from within the application.

A pharmacy ending its use of the product can request an export of its data, and deletion once its own retention obligations allow.

How it is protected

• Traffic between the browser and the server is encrypted in transit.
• Passwords are stored hashed, never in a recoverable form. Sessions are bearer-token based and expire.
• Every request is authorised twice over — by permission and by organisation — so a modified client cannot reach another pharmacy’s records.
• Changes are recorded in the audit trail with their author.

Your rights as a patient or member of staff

If your details are in this system, they were entered by a pharmacy, not by us. Requests to see, correct or remove them should go to that pharmacy, which controls the record and can act on it directly. If you are unsure which pharmacy holds your details, get in touch and we will help you identify it.

Changes to this policy

Material changes will be notified to pharmacies using the product before they take effect. The date at the top of this page shows when it was last revised.