Terms of Service

Terms of Service

Effective date: 11/11/2025
Company: [PharmaInvoice Ltd] (“PharmaInvoice”, “we”, “us”, “our”)
Address: 19 glen road, norton stourbridge, dy8 2bb
Contact: loujtromans@gmail.com

These Terms govern access to and use of pharmainvoice.com, our applications, and related services (the “Service”). By creating an account, clicking “Accept”, or using the Service, you agree to these Terms.

1) Eligibility and scope

1.1 The Service is provided business-to-business for pharmacies, buying groups, and related organisations.
1.2 If you use the Service on behalf of an organisation, you confirm that you have authority to bind that organisation.
1.3 A separate Data Processing Agreement (DPA) applies where we process personal data on your instructions. The DPA forms part of these Terms: [link to DPA].

2) Account and access

2.1 You must keep credentials secure and maintain accurate account information.
2.2 You are responsible for all activity under your account.
2.3 We may provide multi-factor authentication and role permissions. You are responsible for enabling and managing them.

3) Customer Data and email ingest

3.1 “Customer Data” means data you or your users submit to the Service, including invoices, credits, supplier details, pricing, and any files routed from connected email accounts.
3.2 You retain all rights in Customer Data. You grant PharmaInvoice a limited licence to host, parse, enrich, analyse, display, and create derived analytics to provide the Service and support.
3.3 If you connect email, you authorise us to access mail relevant to invoice ingestion and routing rules you set. You can disconnect at any time.
3.4 We may create aggregated or anonymised insights that do not identify you or your patients. We may use and share those insights for benchmarking, research, and product improvement.

4) Data protection and security

4.1 We implement appropriate technical and organisational measures. Details are in our Security Overview: [link].
4.2 For personal data, the DPA applies, including sub-processor list and international transfer mechanisms.
4.3 You are responsible for having a lawful basis to upload Customer Data and for providing any required notices to staff and suppliers.

5) Acceptable use

You will not:
a) misuse the Service or attempt to access it in unauthorised ways;
b) upload malware or infringing content;
c) probe or load-test beyond agreed limits;
d) resell or provide the Service to third parties except as expressly permitted;
e) use outputs to unlawfully manipulate markets or breach supplier contracts.
We may throttle or suspend accounts that breach this clause or exceed reasonable use or API limits.

6) Features, AI and market data

6.1 Analytics, recommendations and forecasts are decision support. They do not constitute financial, legal, or procurement advice.
6.2 Market data sources may include other customers and third parties. We do not guarantee completeness or accuracy of external data.
6.3 Beta or preview features may be enabled for you. They are provided “as is” and may be withdrawn or changed.

7) Plans, fees and taxes

7.1 Fees, plan limits and billing cycles are described at sign-up or in your Order Form.
7.2 Unless stated otherwise, fees are exclusive of VAT and other taxes which you will pay.
7.3 Invoices are due on receipt unless your Order Form states different terms. Late amounts may incur interest at the statutory rate.
7.4 We may change pricing upon renewal or at the end of any committed term. We will give at least 30 days’ notice.

8) Trials and promotions

8.1 If you use a free trial or promotional plan, the Service is provided without warranties and may be suspended at any time.
8.2 At trial end, continued use converts to a paid plan unless otherwise stated.

9) Intellectual property

9.1 We own the Service and all related IP, including software, designs, and documentation.
9.2 You grant us a licence to use your name and logo for customer listings. You may opt out by emailing loujtromans@gmail.com
9.3 Feedback is voluntary. We may use feedback without restriction.

10) Confidentiality

10.1 “Confidential Information” means non-public information disclosed by a party.
10.2 Each party will use the other’s Confidential Information only to perform under these Terms and will protect it with reasonable care.
10.3 This does not apply to information that is public, independently developed, or lawfully obtained from another source.

11) Service availability and support

11.1 We aim for high availability and timely support. If you have a separate SLA, it applies.
11.2 Planned maintenance will be communicated where practicable.

12) Suspension

We may suspend access immediately if:
a) you breach these Terms or the DPA;
b) your use risks security or availability;
c) fees are overdue by more than 14 days after notice.

13) Term and termination

13.1 These Terms start when you first use the Service and continue until your account is closed or your Order Form ends.
13.2 Either party may terminate for material breach that remains uncured for 30 days after written notice.
13.3 Either party may terminate for convenience at the end of any monthly or annual term, subject to your plan.
13.4 On termination, your access ends. Upon request within 30 days we will provide an export of Customer Data in a common format. We will then delete or anonymise Customer Data per our retention schedule, except where law requires retention.

14) Warranties and disclaimers

14.1 We warrant that we will provide the Service with reasonable skill and care.
14.2 Except as stated, the Service is provided “as is” and “as available.” We disclaim all implied warranties including fitness for a particular purpose, merchantability, and non-infringement.
14.3 We do not warrant that forecasts, market data, or pricing comparisons will be error-free or produce any particular savings.

15) Limitation of liability

15.1 Nothing limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.
15.2 Subject to 15.1, neither party is liable for indirect or consequential loss, including lost profits, loss of goodwill, or loss of data.
15.3 Subject to 15.1, each party’s total aggregate liability arising out of or relating to the Service will not exceed the amounts paid or payable by you to PharmaInvoice in the 12 months before the event giving rise to liability.

16) Indemnities

16.1 By you. You will indemnify us against claims arising from Customer Data or your use of the Service that breaches law or these Terms.
16.2 By us. We will defend you against third-party claims that the Service directly infringes IP rights and pay damages finally awarded, provided you notify us promptly and allow us to control the defence. If infringement is found, we may modify the Service, procure a licence, or refund prepaid fees for the remaining term and terminate your access.

17) Third-party services

Integrations and links to third parties are provided for convenience. Their terms and privacy policies govern their services. We are not responsible for third-party services.

18) Force majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control, such as outages, labour disputes, acts of government, or internet failures.

19) Changes to the Service or Terms

We may change the Service to improve performance or security. We may update these Terms. Material changes will be notified by email or in-product. Continued use after the effective date means acceptance.

20) Notices

Notices will be in writing and sent by email to the contacts on file. Legal notices to PharmaInvoice: loujtromans@gmail.com

21) Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign to an affiliate or in connection with a merger or sale.

22) Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that either party may seek urgent injunctive relief in any court of competent jurisdiction.

23) Order of precedence

If there is a conflict, the following order applies: (1) Order Form or Statement of Work, (2) DPA, (3) any SLA or AUP, (4) these Terms, (5) Documentation.

24) Entire agreement and severability

These Terms, together with the DPA and any Order Form, are the entire agreement. If any provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver.

Definitions

• Customer, you: the organisation that registers for the Service.

• Customer Data: data submitted by you to the Service, including invoices and related files.

• Documentation: online help pages and technical documents we provide.

• Order Form: any order, proposal, or online plan selection setting out fees, term, and plan limits.

• SLA: any service level agreement agreed in writing.

• AUP: acceptable use policy, if published.

If you want, I can convert this into a web-ready “/terms” page with anchor links, plus a companion DPA and Sub-processor List page so you can keep them updated without editing the Terms.