PharmaSuite Terms of Service

DRAFT — NOT LEGAL ADVICE

This is a starting template, not legal advice. Have a lawyer review this before relying on it, especially for compliance with Ghana's Data Protection Act 2012 (Act 843), Ghana's pharmacy/controlled-substance regulations, and consumer-protection law. It has not been reviewed by counsel and contains placeholder details that must be filled in before this document is published or relied upon in any way.

Last updated: [insert date of legal review]

1. Acceptance of these terms

By creating a PharmaSuite account, or by using PharmaSuite on behalf of a pharmacy business, you agree to these Terms of Service and to our Privacy Policy. If you are creating an account on behalf of a pharmacy, you confirm you are authorized to bind that pharmacy to these terms.

2. What PharmaSuite is

PharmaSuite is a software-as-a-service platform for pharmacy operations: inventory and stock management, point-of-sale, customer/supplier accounts, purchasing, billing, and regulatory record-keeping, including the controlled-drug register. PharmaSuite is provided as a tool to help a pharmacy run its business and meet its own recordkeeping obligations — it does not replace, and is not a substitute for, a pharmacy's own compliance with Ghanaian pharmacy law, licensing, or professional standards.

3. Eligibility and accounts

• You must be legally authorized to operate, or act on behalf of, a licensed pharmacy business in Ghana to sign up as an owner.
• You are responsible for the accuracy of the information you provide at signup, and for keeping your login credentials confidential.
• Each staff account created by a pharmacy owner is that pharmacy's responsibility — the pharmacy is responsible for what its staff do through PharmaSuite using the access the pharmacy granted them.
• One email address maps to one account; do not attempt to register an account using an email or phone number you do not control and have not verified.

4. Subscriptions, trials, and payment

• New pharmacies may receive a free trial period on their first branch, as described at signup.
• Paid subscriptions are billed per branch, on the plan selected, and processed through Paystack. By subscribing, you authorize the charges described at checkout.
• Fees are generally non-refundable except as required by law or expressly stated otherwise at the time of purchase.
• We may suspend access to a branch whose subscription has lapsed, with reasonable notice, without it affecting data already recorded (subject to Section 8's retention terms).

5. Acceptable use

You agree not to:

• Use PharmaSuite for any purpose that violates Ghanaian law, including pharmacy licensing, controlled-substance, or consumer-protection law.
• Attempt to access another pharmacy's data, or any account you are not authorized to use.
• Interfere with or attempt to circumvent the security, rate-limiting, or access controls of the service.
• Enter patient or prescription data you are not lawfully entitled to collect and process.

6. Patient data — who is responsible for what

This section should be read together with Section 5 of the Privacy Policy.

• The pharmacy is the data controller for any patient, prescription, or dispensing data its staff enter into PharmaSuite. The pharmacy is responsible for having a lawful basis to collect and process that data, for its accuracy, and for complying with Act 843 and applicable pharmacy regulations regarding that data.
• PharmaSuite acts only as a data processor for that patient data: we process it to provide the service (storage, retrieval, the controlled-drug register's own integrity guarantees), on the pharmacy's instructions, and do not use it for our own independent purposes.
• The pharmacy is responsible for obtaining any patient consent or notice required under Act 843 or professional pharmacy standards for the data it chooses to record.
• If a patient makes a data request (access, correction, deletion) about their own records, that request should go to the pharmacy that holds those records — PharmaSuite will assist the pharmacy in responding, as a processor, on request.
• _[A separate, more detailed Data Processing Agreement between PharmaSuite and each pharmacy customer is recommended and is not yet part of this repository.]_

7. The controlled-drug register and regulatory records

Where PharmaSuite maintains a tamper-evident controlled-drug register or other regulatory record on a pharmacy's behalf, the pharmacy remains responsible for the accuracy of what its staff enter, and for meeting any legal obligation to produce those records to a regulator on request. PharmaSuite is responsible for the technical integrity of how those records are stored once entered.

8. Data retention and what happens if you leave

• While your subscription is active, your data remains available to you through the service.
• If a subscription ends, we will retain data for a reasonable period to allow export or reactivation before deletion, except where regulatory retention requirements (e.g. controlled-drug records) require longer retention regardless of subscription status.
• _[Exact export/deletion timelines should be finalized by counsel and matched to Act 843 and pharmacy-regulation retention minimums.]_

9. Third-party services

PharmaSuite integrates with third-party services to operate:

• Paystack for payment processing (subscriptions and reseller payouts).
• mNotify for SMS delivery (OTP codes, notifications).

These providers have their own terms and privacy practices governing the data they process directly (e.g. payment card details, which PharmaSuite never stores). We are not responsible for the acts or omissions of these third parties beyond our own obligations in selecting and integrating with them.

10. Intellectual property

PharmaSuite and its software, design, and branding are owned by PharmaSuite (or its licensors). Subscribing gives you a right to use the service, not ownership of the software. Data you and your pharmacy enter into PharmaSuite remains yours.

11. Warranties and disclaimers

PharmaSuite is provided "as is." While we work to keep the service accurate and available, PharmaSuite does not warrant that the service will be uninterrupted or error-free, and is not a substitute for a pharmacist's own professional judgment, or for a pharmacy's own compliance verification against applicable law.

12. Limitation of liability

[Placeholder — liability caps, exclusions, and carve-outs (e.g. for gross negligence, willful misconduct, or statutory rights that cannot be excluded under Ghanaian law) need to be drafted or reviewed by counsel before this section can be relied upon.]

13. Termination

Either party may terminate as described in the subscription terms shown at checkout, or immediately if the other party materially breaches these terms. We may suspend or terminate an account that we reasonably believe is being used unlawfully or in violation of Section 5.

14. Governing law

These terms are governed by the laws of the Republic of Ghana. [Placeholder — dispute resolution mechanism (courts vs. arbitration) to be confirmed by counsel.]

15. Changes to these terms

We may update these terms as the service evolves. Material changes will be communicated to account holders before they take effect.

16. Contact

Number Seven Solutions Ltd. 84 Spintex Road, opp. Baatsonaa Total, Accra, Ghana

Email: pharmasuite@nsslgh.com WhatsApp: +233 53 470 1707