Privacy policy

PharmOS is a professional practice tool for pharmacists in Australia. This policy describes how we handle personal information when you use our website, web app, and mobile apps.

Information we collect

We collect the account, identity, and practice records you choose to store, such as your name, email address, contact details, AHPRA number, invoices, clients, shifts, expenses, compliance documents, CPD records, and optional peer-directory profile fields. We also store technical data needed to operate the service (for example your account identifier and sign-in session).

Web app

The web app at app.pharmos.com.au stores your practice data in our cloud database so you can access it from a browser. Data is transmitted over HTTPS.

Mobile apps (Android and iOS)

Our mobile apps use the same PharmOS account and cloud database as the web app. To support offline use, the apps keep a copy of your practice data in an on-device database and store sign-in credentials in the device's secure storage. When you are online, the apps sync changes with your account. Uninstalling the app removes local copies from that device; your cloud account data remains until you delete your account or ask us to delete it.

If you allow camera or photo-library access, the app uses it only to attach receipts, CPD evidence, compliance documents, or profile photos you choose to upload. We do not access your photo library in the background. PharmOS does not use Google Photos APIs.

Google user data

If you choose Connect Google account in Settings, PharmOS uses Google OAuth and the Gmail API so you can send invoice PDFs from your Gmail address. We request only these scopes:

• https://www.googleapis.com/auth/gmail.send — send an email you compose in PharmOS (invoice PDF plus the subject and body you confirm). This is Google's send-only Gmail permission. We do not request scopes that read, search, modify, or delete mailbox content.
• openid and email — confirm which Google account you connected and set the From address. We do not use these scopes for advertising or profiling.

PharmOS does not use Google Workspace APIs other than this Gmail send integration, and does not use Google Photos APIs.

How we use Google user data

We use Google user data only to provide the invoice-email feature you enable:

• Your Google account email address is stored as the mailbox we send from and shown in Settings so you can confirm the connection.
• OAuth tokens are used solely to authenticate Gmail API users.me.messages.send requests when you send (or test) an invoice email.
• The To, subject, body, and PDF attachment are content you create in PharmOS. We pass that MIME message to Gmail so Google can deliver it from your account. We do not read your inbox, contacts, Drive, Calendar, or other Google data.

We do not use Google user data for advertising, credit scoring, selling data, or building profiles unrelated to sending your invoices.

Sharing, transfer, and disclosure of Google user data

We do not sell Google user data. We do not share, transfer, or disclose Google user data to third parties except:

• Google — we send the authorised API request (including the message you asked us to send) to Google's Gmail API so the email can be delivered.
• Infrastructure processors — Vercel (application hosting) and Supabase (database) process encrypted tokens and related account fields on our instructions to run PharmOS. They are not permitted to use this data for their own purposes.
• Legal requirement — if we are required by law, regulation, or valid legal process to disclose information, we will do so only to the extent required.

We do not transfer Google user data — including raw, aggregated, anonymised, or derived data — to advertising platforms, data brokers, or AI/ML providers.

Data protection for sensitive data

Gmail OAuth refresh tokens are sensitive credentials. We protect them as follows:

• All traffic between your device, PharmOS, and Google is sent over HTTPS/TLS.
• Refresh tokens are encrypted at rest with AES-256-GCM before they are stored in our database. Application secrets used for that encryption are kept in server environment configuration, not in the client apps.
• Access tokens are obtained from Google when needed to send mail and are not stored as a long-lived secret.
• Only your signed-in PharmOS account can connect, test, send with, or disconnect that Gmail integration. We do not expose tokens to the browser or mobile client.
• We follow least privilege: send-only Gmail access, no inbox read, no Google Photos access.

Retention and deletion of Google user data

We retain your Google email address and encrypted refresh token only while the Gmail connection is enabled on your account.

• Disconnect: in Settings, choose Disconnect account. We delete the stored Google refresh token from our database immediately. You may also revoke PharmOS in your Google Account permissions.
• Account deletion: deleting your PharmOS account permanently removes your profile, including Google tokens and the connected Gmail address we stored.
• Sent mail: we do not keep a copy of Gmail messages after a successful send. The message resides in your Gmail account according to Google's retention settings. Invoice PDFs and client records you created in PharmOS remain in yourPharmOS account until you delete them or delete your account.

To request deletion without using in-app controls, email support@pharmos.com.au.

Google Limited Use

The use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

We do not allow humans to read Google user data except with your consent for support, for security/legal reasons, or as aggregated data that cannot identify you. We do not use Google user data to train, create, or improve generalized or foundational AI/ML models. See our Google API disclosure.

Optional features (non-Google)

If you connect Microsoft to send invoice email, we store encrypted tokens so the app can send PDFs from your mailbox on your behalf, on the same send-only basis described above. You can disconnect in Settings at any time.

Some CPD tools can suggest competency standards or enrich journal entries using a hosted inference API when you are online. We send only the CPD text you submit for that feature (for example activity title, description, or publicly available article text), not your Gmail data, Google tokens, invoices, or entire vault. That AI processing is separate from Google APIs and does not receive Workspace or Photos user data.

Share links

Share links you create can expose the documents you select to anyone who has the link, until you revoke them. Do not share more widely than you intend.

Service providers

We use reputable hosting, authentication, and email providers to run PharmOS (including Vercel, Supabase, and, where you connect them, Google or Microsoft). We do not sell your personal information. Providers process data on our instructions to deliver the service.

Your rights

Contact support@pharmos.com.au for access, correction, or deletion requests. See our terms of service.