Privacy Policy

Version v1.3 · Effective 2026-06-05

This Privacy Policy explains how Pharma Head, including the Pharma Head Retailer mobile app, the Pharma Head Salesman (MR Field) mobile app, and the Pharma Head Wholesaler mobile app, collects, uses, shares, retains, protects, and deletes user data. Pharma Head provides B2B pharmacy ordering, inventory management, representative beat planning, payment collections, order fulfillment, retailer account management, billing, ledgers, and customer support tools.

1. Developer and Privacy Contact

The app is provided by Pharma Head. For privacy, data access, correction, deletion, and account questions, contact us at [email protected].

2. Information We Collect

Account and login information: including name, mobile number, username, password authentication data, OTP verification data, account role (Retailer, Salesman, Wholesaler), and account status.
Business profile information: including shop name, address, GSTIN, drug license number, wholesaler or agency links, credit limit, and current balance.
Representative Geolocation: For Salesman users, we collect precise or approximate location coordinates (latitude and longitude) during order placement to verify the physical check-in status at retail locations.
Representative Activity and Performance Metrics: For Salesman users, we collect route plan assignments (beats), shop visit check-ins, call reports, payment collections (amount, payment mode like CASH, UPI, CHEQUE, or BANK_TRANSFER, and receipt notes), and monthly performance metrics (orders, collections, and new retailers target progress).
Transaction and service information: including marketplace activity, cart activity, orders, invoices, returns, stock complaints, payment records, ledgers, notifications, purchase imports, and support requests.
Retail billing information: if you use retail billing features, including medicine inventory, suppliers, purchase invoices, customer or patient records, prescriptions, retail bills, bill payments, and sales returns entered by you.
Camera and image data: For Wholesaler users, we access the device camera to photograph supplier purchase bills. These images are uploaded to our servers and processed using Google Gemini AI for automated extraction of product names, quantities, batch numbers, rates, and expiry dates. Images are not stored permanently after processing is complete.
Device identifiers and push notification tokens: We collect Firebase Cloud Messaging (FCM) tokens to deliver push notifications for orders, payments, and account alerts across all Pharma Head mobile apps.
App version and update metadata: All Pharma Head mobile apps (Retailer, Salesman, and Wholesaler) collect device app version information to manage over-the-air (OTA) code updates. Updates are delivered automatically on app launch without requiring a Play Store update. No personal or business data is transmitted during this process.
Technical and security information: including device/browser type, IP address, app usage logs, error logs, diagnostics, authentication timestamps, and network request metadata needed to keep the service reliable and secure.

3. How We Use Data

To create, verify, authenticate, secure, and manage retailer and representative accounts.
To provide ordering, billing, inventory, ledger, payment, invoice, return, complaint, notification, and agency management features.
To verify physical presence of representatives at retail stores using geolocation check-in metrics.
To track route efficiency, calculate targets progress, and unlock earned achievement badges.
To connect retailers with relevant wholesalers, suppliers, service providers, and support teams for requested transactions.
To prevent fraud, abuse, unauthorized access, service misuse, and security incidents.
To troubleshoot issues, improve performance, maintain service reliability, and respond to support requests.
To comply with pharmaceutical, tax, accounting, audit, dispute resolution, and other legal obligations.
To deliver push notifications and manage automatic app updates across all Pharma Head mobile applications.

4. Sharing of Data

We do not sell personal data. We share data only as needed for the app and platform services:

With connected wholesalers, agencies, sales teams, and transaction parties so they can process orders, invoices, returns, ledgers, stock issues, and payments.
With infrastructure, hosting, analytics, monitoring, messaging, payment, and customer support service providers who help us operate the service.
With Google LLC (Gemini API) for AI-based extraction of text and data from supplier invoice images uploaded by Wholesaler users, subject to Google's applicable data processing terms.
With Google LLC (Firebase Cloud Messaging) for delivering push notifications to users across all Pharma Head mobile apps.
With Capgo (Digital Products OU) for delivering over-the-air app updates across all Pharma Head mobile applications, limited to app version and device compatibility metadata.
With regulators, courts, law enforcement, auditors, or tax and compliance authorities where required by law or to protect rights, safety, and security.

5. Security

We use reasonable administrative, technical, and organizational safeguards to protect personal and business data. These include authenticated access, role-based permissions, encrypted network transport where available, operational monitoring, limited access to production systems, and security review of sensitive workflows. No method of electronic transmission or storage is completely secure, but we work to protect data against unauthorized access, alteration, disclosure, or destruction.

6. Health App Functionality and Scope

Pharma Head apps include B2B pharmacy business operations management functionality, including medicine ordering, catalog listing, stock management, billing, invoices, ledgers, returns, purchase records, and optional customer, patient, and prescription record keeping entered by pharmacy users. The apps are not medical devices, do not provide diagnosis, treatment, cure, prevention, medical advice, dosage recommendations, emergency care, telehealth consultations, or clinical decision support, and do not replace licensed healthcare professionals or legal compliance checks.

7. Data Retention and Deletion

You can request deletion of your account and associated data from inside the Pharma Head Retailer or Wholesaler apps by going to Account > Delete Account (or Profile > Delete Account). Salesman accounts are managed by the linked wholesaler. To request account data deletion, email [email protected] from your registered mobile number or contact your wholesaler admin. You can also request account and data deletion outside the apps at /legal/delete-account.html or by emailing [email protected] from your registered mobile number or business email.

When we process an account deletion request, we delete or de-identify account login credentials, profile contact details, OTP data, agency links, notifications, support context, and optional app data that is not required for legal, accounting, tax, pharmaceutical, fraud-prevention, security, or dispute-resolution purposes. We may retain transaction records such as orders, invoices, ledgers, payments, returns, tax records, audit logs, and legally required pharmacy records for the period required by applicable law. Where retention is required, we restrict access and de-identify account profile details where practical.

We aim to acknowledge deletion requests within 7 business days and complete eligible deletion or de-identification within 30 days, unless a longer period is required by law, security investigation, fraud prevention, dispute handling, or tax and regulatory compliance. Temporary account deactivation is not treated as account deletion.

8. User Choices and Controls

You can review your profile in the app under Account.
You can request profile corrections through the profile update request flow or by contacting support.
You can sign out of the app at any time.
You can request account deletion in-app (Retailer and Wholesaler users) or through the public deletion page or by emailing [email protected].

9. Children

Pharma Head is a B2B service for pharmacy and pharmaceutical business users. It is not directed to children and is not intended for use by children.

10. Updates to This Policy

We may update this Privacy Policy to reflect service, legal, or operational changes. The effective date above shows when this policy was last updated. Continued use of the app after an update means the updated policy applies.

11. Contact

For privacy questions or deletion requests, contact: [email protected]