Privacy Policy

1. Who is responsible for your data

The pharmacy or clinic using HopMeds controls the patient and operational records its staff enter. Where HopMeds is hosted for that organization, the hosting operator processes those records to provide the service.

For privacy questions or to identify the operator for a particular deployment, contact info@hopmeds.com or the pharmacy or clinic that collected the information.

2. Information handled by the app

• Signup application and account data: an applicant’s name, email, phone number, organization and branch details, registration or licence number, optional PAN and VAT status, address, and review outcome. Approved staff accounts also contain a name, role and hashed sign-in credential.
• Pharmacy and clinic data: medicine catalogues, stock batches, expiry dates, suppliers, patients, visits, invoices, payments and reports entered by authorized users.
• Optional medicine-label images: when a user chooses the label-scanning feature, a selected photo is processed to suggest medicine, batch, expiry and price fields. The standard scanner processes the image on the HopMeds server; a deployment configured to use an external OCR provider sends the image to that provider for the same purpose.
• Service and security data: request identifiers, access times, response status, device or browser information, and other technical data needed to secure, troubleshoot and operate a hosted service.

HopMeds does not use pharmacy, clinic or patient records for advertising or to train an AI model.

3. How information is used

• To provide billing, inventory, patient-record, reporting and staff-access features.
• To review access requests, verify pharmacy or clinic details, contact applicants, and create approved organization and administrator accounts.
• To synchronize records between authorized devices when synchronization is enabled.
• To create exports, including HMIS or DoHS reports, when an authorized user requests them.
• To provide support, investigate errors, prevent abuse and protect the service.
• To extract suggested fields from a medicine-label image when a user requests a scan.

4. When information is shared

Information may be shared with service providers needed for the selected deployment, such as hosting, backup, error-monitoring or an optional OCR provider. Those providers receive only the information needed for their service.

Information may also be disclosed when an authorized user exports or shares it, or when disclosure is required by applicable law or a valid legal process. HopMeds does not sell pharmacy, clinic or patient records to advertisers.

5. Storage, retention and security

A local deployment keeps operational records on the organization’s own system. A hosted or synchronized deployment stores records on the backend selected for that organization. Retention and backup periods depend on that deployment and any agreement with its operator.

Hosted signup applications are retained while they are reviewed and may remain as an approval, rejection, security and account-provisioning record. The public request form does not collect a password. When an application is approved, a temporary password is generated for one-time display to the authorized reviewer; HopMeds stores its hash rather than the readable password, and the applicant must replace it at first sign-in.

HopMeds hashes sign-in credentials, restricts records by authenticated user and organization, and is designed to send hosted traffic over an encrypted HTTPS connection. No system can guarantee absolute security, so users should protect their devices and credentials and report suspected unauthorized access promptly.

6. Access, correction, export and deletion

Authorized users can review and correct records in the app and can create supported reports or exports. Signup applicants and account holders may request access, correction or deletion by emailing info@hopmeds.com. Requests may be subject to security, legal, medical-record, tax or contractual retention requirements.

7. Children

HopMeds is a business tool intended for pharmacy and clinic staff, not a consumer service directed to children. A healthcare provider may record information about a minor when needed for care or pharmacy operations.

8. Changes to this policy

We may update this policy as the product or its data practices change. The current version and its “Last updated” date will remain available at this URL.

9. Contact

Email: info@hopmeds.com