1. Who we are (data controller)
Regulix is a product brand for Regulix-eQMS, an electronic quality management system for pharmacy teams. The Regulix website and related marketing services are operated by Ultralink IT Solutions Limited (“we”, “us”, “our”).
Registered address: United Kingdom (registered office details available on request).
For privacy enquiries or to exercise data protection rights, contact us at [email protected].
Where a pharmacy or other organisation uses Regulix-eQMS under a customer agreement, that organisation is typically the data controller of personal data entered into the platform (for example staff accounts and QMS operational records). In that case we act as a data processor and process such data only on documented instructions, as set out in the customer agreement and any data processing addendum.
2. Scope
This notice covers:
- Visitors to the Regulix marketing website
- People who request a demo, contact sales, or otherwise enquire about Regulix
- Authorised users of Regulix-eQMS, to the extent we process personal data as controller or processor
It does not replace your organisation’s own privacy notice to staff, patients, or other individuals, which remains your responsibility as controller of those relationships.
3. Information we collect
Depending on how you interact with us, we may collect:
- Identity and contact data — name, job title, organisation or pharmacy name, email address, phone number, and message content when you request a demo or contact us.
- Account and access data — user credentials, role assignments (for example Staff, Responsible Pharmacist, Superintendent Pharmacist, Risk View, Admin), and authentication events needed to operate Regulix-eQMS for your organisation.
- QMS operational records — controlled documents, acknowledgements, training evidence metadata, risk and change records, and related activity logs that your organisation stores in the system. These records may include personal data about staff and authorised users.
- Technical and usage data — IP address, browser and device information, approximate location derived from network data, and diagnostic logs collected to secure and improve our services.
4. Patient data and special category data
Regulix-eQMS is designed to support pharmacy quality management processes (procedures, acknowledgements, risk, change, and related evidence). It is not intended as a patient clinical record system.
You must not submit patient-identifiable information, special category health data, or other sensitive personal data through marketing forms, demo requests, support tickets, or AI prompts unless a separate written agreement expressly allows that processing and sets appropriate safeguards.
If your organisation configures the service in a way that could include special category data, your organisation remains responsible for establishing a lawful basis under UK GDPR (including Article 9 conditions where applicable) and for any related clinical or professional obligations.
5. How we use personal data
We use personal data to:
- Respond to demo requests and sales enquiries
- Provide, maintain, host, and support Regulix-eQMS
- Authenticate users and enforce role-based access
- Maintain security, audit, and integrity logs
- Improve website performance and service reliability (where permitted)
- Comply with legal and regulatory obligations that apply to us
- Defend legal claims and manage the security of our systems and users
We do not use website enquiry data or customer content to train public AI models. Where AI Ask or Draft features are enabled in Regulix-eQMS, they operate as described in your service configuration and must not be used with patient-identifiable prompts.
6. Lawful bases (UK GDPR)
Where we act as controller, we rely on one or more of the following lawful bases under the UK GDPR:
- Contract — to take steps at your request before entering a contract, or to perform a contract with you or your organisation
- Legitimate interests — such as securing our services, responding to business enquiries, and improving service reliability, balanced against your rights and freedoms
- Consent — where required (for example certain non-essential cookies or optional marketing communications)
- Legal obligation — where processing is necessary to comply with law
Where we act as processor for a customer organisation, the customer’s lawful bases and instructions govern that processing.
7. Sharing your information
We do not sell personal data. We may share personal data with:
- Trusted service providers (processors) who host, secure, email, or otherwise help us operate Regulix, under written contracts requiring appropriate confidentiality and security
- Professional advisers (such as lawyers or auditors) under confidentiality obligations
- Competent authorities where required by law, or to protect rights, safety, or security
- A successor organisation in connection with a merger, acquisition, or restructuring, subject to appropriate safeguards
Customer QMS content remains under the customer’s control and is not shared for our independent marketing purposes.
8. International transfers
If personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place as required by UK GDPR — for example an adequacy regulation, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism.
9. Retention
We retain personal data only for as long as needed for the purposes described in this policy, including contractual, security, accounting, and legal retention requirements.
- Website and sales enquiries — typically retained for as long as needed to respond and manage the sales relationship, then deleted or anonymised unless a longer period is required
- Customer account and QMS records — retained for the term of the customer agreement and any post-termination period agreed with the customer organisation, or as required by law
- Security and audit logs — retained for a limited period appropriate to investigating incidents and protecting the service
Organisation-controlled QMS retention settings inside Regulix-eQMS do not remove the organisation’s own statutory or professional retention duties.
10. Security
We apply technical and organisational measures appropriate to the nature of the service, including role-based access controls and support for two-factor authentication. No method of transmission or storage is completely secure. You must protect account credentials and configure roles appropriately within your organisation.
Use of Regulix-eQMS does not, by itself, mean that a pharmacy has satisfied GPhC, MHRA, or other regulatory requirements. Those duties remain with the relevant pharmacy professionals and organisations.
11. Your rights under UK GDPR
Where the UK GDPR applies and we are the controller, you may have rights to:
- Be informed about how your personal data is used
- Access your personal data
- Rectify inaccurate or incomplete data
- Erase personal data in certain circumstances
- Restrict processing in certain circumstances
- Object to processing based on legitimate interests
- Data portability, where applicable
- Withdraw consent where processing is based on consent
- Not be subject to a decision based solely on automated processing that produces legal or similarly significant effects, where applicable
To exercise rights, contact [email protected]. We may need to verify your identity before responding. If we process data only as a processor for your pharmacy employer or organisation, we may redirect your request to that organisation as controller.
You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.
12. Cookies and similar technologies
Our website may use essential cookies required for security and basic operation. Where we use non-essential cookies (for example analytics), we will seek consent where required by the Privacy and Electronic Communications Regulations (PECR) and UK GDPR, and you can change your browser settings to control cookies.
Essential cookies cannot always be disabled without affecting site function. Non-essential cookies, if used, should only be set after consent where the law requires it.
13. Children
Our website and services are directed to pharmacy professionals and business decision-makers. They are not intended for children, and we do not knowingly collect personal data from children through this website.
14. Automated decision-making
We do not use website enquiry data to make solely automated decisions that produce legal or similarly significant effects about you. Feature automation inside Regulix-eQMS (for example reminders or readiness warnings) is a workflow aid for authorised users and does not replace professional judgement.
15. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will change when we do. Where changes are material, we may provide additional notice through the website or by email where appropriate.
16. Related terms
Use of the website and services is also governed by our Terms & Conditions.
17. Contact
Privacy questions: [email protected]. Sales or demo enquiries: [email protected].