Who are we?
Pharmlogic Group Limited is a company registered in England and Wales under Company Number 15344359. Our office is located at 124 City Road, Islington, EC1V 2NX.
We develop software that facilitates communication between health and social care teams, as well as their interactions with patients. Our company details and registration with the UK's Information Commissioner's Office (ICO) can be found here.
By using our services, you consent to the collection and processing of your data as described in this policy.
This privacy policy explains how we handle data for different groups:
Healthcare Professionals
Patients
Prospective buyers from healthcare organisations
User / Market Research Participants
This notice may change periodically from time to time and will be published on the Pharmlogic website.
If you have any questions about this notice or want to exercise any of your rights under data protection law please contact us at dpo@pharmlogic.co.uk.
How do we use your data?
Healthcare professionals
Pharmlogic provides communication software to healthcare organizations such as pharmacies, GP practices, and hospitals. If you are a healthcare professional using our platform, we may collect information about you in the following ways:
During Pharmlogic account registration, either by you or your employer
Through your usage of our services
If you contact us via email, live chat, or social media
When your employer provides your details by adding you as a staff member
Pharmlogic account registration
When creating an account, we collect and link the following data to a unique identifier in our system:
Full name
Email address
Organisation details
Phone number
Professional registration details (e.g., GPhC, GMC registration)
IP address
This data is processed under our legitimate interest to connect your profile with your organization. Once linked, we act as a data processor on behalf of your organization.
This data is processed under our legitimate interest to connect your profile with your organization. Once linked, we act as a data processor on behalf of your organization.
We may also contact you occasionally regarding product updates, services, events, or to request feedback. Communications for marketing purposes are based on our legitimate interest in improving healthcare communication and collaboration. You can opt out at any time by contacting support@pharmlogic.co.uk.
Ongoing use for your work in a healthcare organisation
Since we provide software to healthcare organisations, they determine how your data is used within our platform, making them the Data Controller. As a Data Processor, we process information as instructed by your organisation, including your role and actions within our software.
We have strict agreements with healthcare providers to ensure data security and compliance. Usage of our platform is monitored to uphold these agreements and our acceptable use policy. You can read the full agreement here.
Contacting Us via Email, Social Media, or Phone as an actual or prospective Pharmlogic user
If you engage with us via email, social media, or live chat, we may collect:
Name
Email address
Phone number
Social media handles
Any other details you share with us
We process this data under our legitimate interest in responding to inquiries and discussing our services.
Patients
Pharmlogic provides software to healthcare organizations such as pharmacies, GP practices, and hospitals. If you are a patient, we may receive data about you:
From healthcare organizations using our software
If you contact us directly via email or live chat
Via healthcare organisations who use Pharmlogic software
Healthcare providers using our software determine how your data is processed, making them the Data Controller. They provide and instruct us on how to process patient information. In this capacity, we act as a Data Processor, meaning this data falls outside the scope of this privacy policy. We have a very clear agreement with your healthcare provider that sets out what we do with the data, and how we keep it safe. You can read the full agreement here.
NHS login
Please note that if you access our service using your NHS login details, the identity verification services are managed by NHS England. NHS England is the controller for any personal information you provided to NHS England to get an NHS login account and verify your identity, and uses that personal information solely for that single purpose. For this personal information, our role is a “Processor” only and we must act under the instructions provided by NHS England (as the “controller”) when verifying your identity. To see NHS England's Privacy Notice and Terms and Conditions, please click here. This restriction does not apply to the personal information you provide to us separately.
Via direct correspondence with you
If we correspond with you directly, we'll collect information about you. The exact information we collect about you will depend on the way you contact us.
We collect this information on the basis of our legitimate interest to respond to you and discuss with you about our products, services, events and to also ask for your feedback.
By email or social media
Name
Email address
Telephone number
Social media handles
Anything else you share with us over the correspondence
We collect this information on the basis of our legitimate interest to ensure we deal with your queries quickly and efficiently and understand how you interact with us.
Via the live chat platform on our website
Name
Email address
Anything else you share with us over the correspondence
We collect this information on the basis of our legitimate interest to ensure we deal with your queries quickly and efficiently and understand how you interact with us.
In certain cases, we may anonymise your data to ensure it is no longer linked to you. Anonymised data may be used indefinitely for service improvements.
Prospective buyers from healthcare organisations
If you work for a commissioner in the NHS or someone who buys software for healthcare providers.
When we speak to you about prospective deals for our software services, we will collect the following information about you:
Full name
Age
Email address
Content of email communications with you and metadata (including delivery status)
Any additional information you provide to us through our communications with you.
This information is processed under our legitimate interest in discussing procurement and software solutions.
User / Market Research Participants
We strive to create software that our users genuinely love. To achieve this, we dedicate significant time to engaging with healthcare professionals and patients, gaining insights into their needs and expectations. This research helps us refine our existing products and shape the development of new ones.
When you participate in our research, we will collect the following information about you:
Full name
Age
Email
Any additional information you provide to us through surveys, interviews or other communications with us
We process this data under our legitimate interest in refining our software or with your explicit consent, which you may withdraw at any time.
In certain cases, we may anonymise your data to ensure it is no longer linked to you. Anonymised data from research may be used indefinitely to enhance our services.
Job Applicants, Event guests, and Prospects
When you apply for a role with us:
If you apply for a role at Pharmlogic, we will collect the following information about you:
Name
Telephone number
Email address
Employment history and other data in your CV or otherwise submitted to us
Assessments completed by you as part of the application process
Feedback about you from our staff and your referees
This data is processed under our legitimate interest in assessing candidates and fulfilling legal obligations regarding right-to-work checks.
When you've signed up for information about events and job opportunities:
If you sign up for events or job opportunities updates, we gather the following information:
Name
Email address
Any other information, for example about roles that you are interested in, that you may provide when you sign up for job opportunities, or any other details required as part of the event registration process.
This information is processed with your consent, which you may withdraw at any time.
Email or social media contact
If you contact us over email or social media about a job application, we will also collect the following information about you:
Name
Email
Telephone number
Login information
Time-zone setting
Browser plug-in types and versions
Operating system
Platform
IP addresses
MAC addresses and social media handles
We retain prospective employee data for up to 24 months to track recruitment processes and future opportunities. If we contact you about a job via social media, we may retain your profile link for this period.
General Information
How do we collect information?
We may collect information about you from a variety of sources:
Email, telephone, social media and in-person interactions we have with you
From other organisations within the health system
Via the chat function on our website
Cookies on our website and pixels in our emails (see our Cookie Policy)
Publicly accessible sources including your employer’s website or your social media profile
How long do we retain your personal data?
Our data retention periods for different groups are set out here. If you have questions about any categories of data not provided below, please contact us at support@pharmlogic.co.uk.
Which third parties are involved in processing your data?
Health Care and Professional
We have contractual agreements in place with pharmacies, GP practices and hospitals, which govern and protect the data about you when you use our software. If you contact us directly, your data may be securely stored in the software service providers of our data storage, email, office, live chat support and social media systems.
We may share your data with regulators, authorities and enforcement agencies if we're under a duty to comply with any legal obligation or enforce our Terms of Use.
Patients
We have contractual agreements in place with pharmacies, GP practices and hospitals, which govern and protect the data about you when you use our software. If you contact us directly, your data may be securely stored in the software service providers of our data storage, email, office, live chat support and social media systems.
We may share your data with regulators, authorities and enforcement agencies if we're under a duty to comply with any legal obligation or enforce our Terms of Use.
Prospective buyers from healthcare organisations
Your data may be stored by our email and storage providers and our CRM software.
User / Market Research Participants
Your data may be stored by our email, design, communication, productivity and storage providers.
Job Applicants and Prospects
Your data may be stored in our recruitment platform provider as well as in our email, design, communication, productivity and storage providers.
What rights do you have under data protection laws?
You have several rights under data protection law regarding the personal data we control about you. If you are a patient or a staff member of an organisation that uses Pharmlogic, you should contact the organisation directly (as the data controller) to understand and exercise your rights. If you have any questions or wish to exercise your rights, please contact support@pharmlogic.co.uk.
Access: You can request access to and obtain a copy of your personal data.
Rectification: You have the right to correct any incomplete or inaccurate information we hold about you.
Erasure: You can request that we delete the personal data we hold about you.
Restriction: You can ask us to limit how we process your personal data.
Portability: You have the right to request the transfer of your personal data to a third party.
Objection: You can object to the way we use your personal data.
You also have the right to file a complaint with us or the Information Commissioner's Office (ICO), the data protection authority for England and Wales.
