Terms of Service

Last updated: 1st January 2025

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "Customer", or "you") and Pharmsuite ("we", "us", or "our") regarding your use of our Controlled Drug Register (CDR) platform and related services (the "Service").

By accessing or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use our Service.

Important: Our Service is designed for use by licensed pharmacies and authorised healthcare professionals only. Misuse of controlled drug register systems may constitute a criminal offence under UK law.

2. Service Description

Pharmsuite provides a cloud-based software platform for managing controlled drug registers in compliance with UK pharmacy regulations. Our Service includes:

  • Electronic controlled drug register management
  • Multi-store pharmacy platform administration
  • Compliance monitoring and reporting tools
  • User access management and audit trails
  • Data backup and security services
  • Customer support and technical assistance

3. Eligibility and Registration

3.1 User Eligibility

You may use our Service only if:

  • You are a licensed pharmacy operating in the United Kingdom
  • You are authorised to handle controlled substances under UK law
  • You are at least 18 years of age
  • You have the legal capacity to enter into this agreement
  • You are not prohibited from using our Service under applicable law

3.2 Account Registration

To use our Service, you must:

  • Provide accurate, complete, and current registration information
  • Maintain and update your account information
  • Maintain the confidentiality of your account credentials
  • Accept responsibility for all activities under your account
  • Notify us immediately of any unauthorised use

4. Acceptable Use Policy

4.1 Permitted Use

You may use our Service only for:

  • Legitimate pharmacy operations and controlled drug management
  • Compliance with UK controlled substance regulations
  • Authorised business purposes within your pharmacy operation
  • Training staff on proper CDR procedures

4.2 Prohibited Activities

You agree NOT to use our Service for any of the following:

  • Fraudulent Activities: Creating false records, manipulating data, or misrepresenting controlled drug transactions
  • Unauthorised Access: Accessing accounts, data, or systems without proper authorisation
  • Data Manipulation: Altering, deleting, or falsifying controlled drug register entries
  • System Abuse: Overloading servers, attempting to breach security, or disrupting service availability
  • Illegal Activities: Any activity that violates UK controlled substance laws or pharmacy regulations
  • Sharing Credentials: Allowing unauthorised individuals to access your account
  • Reverse Engineering: Attempting to decompile, disassemble, or reverse engineer our software
  • Competitive Intelligence: Using our Service to develop competing products or services
  • Malicious Software: Introducing viruses, malware, or other harmful code
  • Regulatory Circumvention: Using our Service to avoid or circumvent regulatory oversight

5. User Responsibilities

As a user of our Service, you are responsible for:

  • Regulatory Compliance: Ensuring all use complies with applicable UK pharmacy and controlled substance regulations
  • Data Accuracy: Maintaining accurate and complete controlled drug register entries
  • Security Measures: Implementing appropriate internal controls and security measures
  • Staff Training: Ensuring all users are properly trained on system use and regulatory requirements
  • Access Management: Properly managing user permissions and access levels
  • Incident Reporting: Promptly reporting any suspected security breaches or regulatory issues
  • Backup Procedures: Maintaining appropriate backup and recovery procedures
  • Payment Obligations: Timely payment of all fees and charges

6. Payment Terms

6.1 Subscription Fees

  • Subscription fees are charged monthly in advance
  • All prices are in British Pounds (GBP) and include applicable VAT
  • Fees are non-refundable except as expressly stated in these Terms

6.2 Billing and Collection

  • Payment is due within 30 days of invoice date
  • Late payments may incur interest charges at 1.5% per month
  • We may suspend service for overdue accounts after 30 days notice
  • You are responsible for all collection costs and legal fees

7. Intellectual Property Rights

7.1 Our Rights

We retain all rights, title, and interest in:

  • The Pharmsuite software platform and all related technology
  • Our trademarks, service marks, and branding
  • All improvements, modifications, and derivative works
  • Documentation, training materials, and support resources

7.2 Your Rights

You retain ownership of your pharmacy data and controlled drug register information. You grant us a limited licence to process this data solely to provide our Service.

8. Service Availability and Modifications

We strive to maintain high service availability but cannot guarantee uninterrupted access. We reserve the right to:

  • Perform scheduled maintenance with reasonable notice
  • Modify or update the Service to improve functionality
  • Temporarily suspend service for security or technical reasons
  • Discontinue features or functionality with 30 days notice

Emergency Maintenance: We may perform emergency maintenance without prior notice when necessary to protect system security or data integrity.

9. Data Protection and Privacy

Our collection and use of your data is governed by our Privacy Policy. Key points include:

  • We implement industry-standard security measures
  • Your data remains your property
  • We comply with UK GDPR and data protection regulations
  • We may retain data as required by pharmacy regulations
  • You can request data export upon reasonable notice

10. Termination

10.1 Termination by You

You may terminate your subscription at any time by:

  • Providing 30 days written notice
  • Cancelling through your account dashboard
  • Contacting our support team

Termination does not relieve you of payment obligations for services already provided.

10.2 Termination by Us

We may immediately terminate or suspend your access if:

  • You violate these Terms of Service
  • You engage in fraudulent or illegal activities
  • Your account becomes overdue by more than 60 days
  • You pose a security risk to our systems or other users
  • You lose your licence to operate a pharmacy
  • We are required to do so by law or regulatory authorities

10.3 Effects of Termination

Upon termination:

  • Your access to the Service will cease immediately
  • We will provide data export for 30 days (subject to payment of outstanding fees)
  • We may retain data as required by legal and regulatory obligations
  • All payment obligations remain in effect

11. Warranties and Disclaimers

11.1 Service Warranties

We warrant that our Service will:

  • Perform substantially in accordance with our documentation
  • Be provided with reasonable skill and care
  • Comply with applicable UK data protection laws

11.2 Disclaimers

EXCEPT AS EXPRESSLY STATED, OUR SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. WE DISCLAIM ALL IMPLIED WARRANTIES INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or meet your specific requirements.

12. Limitation of Liability

IMPORTANT LIABILITY LIMITATIONS:

  • Total Liability Cap: Our total liability shall not exceed the fees paid by you in the 12 months preceding the claim
  • Excluded Damages: We shall not be liable for indirect, consequential, special, or punitive damages
  • Business Losses: We are not liable for lost profits, revenue, data, or business opportunities
  • Regulatory Issues: We are not liable for regulatory violations resulting from your misuse of the Service

Note: Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or other matters where liability cannot be excluded by law.

13. Indemnification

You agree to indemnify and hold us harmless from any claims, losses, damages, or expenses arising from:

  • Your use of the Service in violation of these Terms
  • Your violation of applicable laws or regulations
  • Unauthorised use of your account
  • Your breach of any representation or warranty
  • Third-party claims related to your pharmacy operations
  • Data breaches caused by your negligence

14. Regulatory Compliance

You acknowledge and agree that:

  • You remain solely responsible for compliance with all applicable pharmacy and controlled substance regulations
  • Our Service is a tool to assist with compliance but does not guarantee regulatory compliance
  • You must maintain appropriate professional oversight and internal controls
  • You will cooperate with regulatory investigations and provide necessary documentation
  • We may report suspected regulatory violations as required by law

15. Dispute Resolution

15.1 Informal Resolution

Before initiating formal proceedings, you agree to attempt resolution through direct communication with our support team at contact@pharmsuite.co.uk.

15.2 Governing Law

These Terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the English courts.

16. General Provisions

  • Entire Agreement: These Terms constitute the entire agreement between you and Pharmsuite
  • Modifications: We may modify these Terms with 30 days notice via email or platform notification
  • Severability: If any provision is deemed invalid, the remainder shall remain in full force
  • Assignment: You may not assign these Terms without our written consent
  • Force Majeure: We are not liable for delays or failures due to circumstances beyond our reasonable control
  • Notices: All notices must be in writing and sent to the contact information provided

17. Contact Information

For questions about these Terms of Service or to report violations, please contact us:

Email: contact@pharmsuite.co.uk

Legal Notices: legal@pharmsuite.co.uk

We will respond to all enquiries within 48 hours during business days.