1. Agreement
By accessing this website or using Regulix-eQMS, you agree to these Terms & Conditions. If you are accepting on behalf of a pharmacy, company, or other organisation, you confirm that you have authority to bind that organisation.
If you do not agree, do not use the website or services. Regulix is a product brand operated by Ultralink IT Solutions Limited (“we”, “us”, “our”).
Paid use of Regulix-eQMS is also governed by any order form, master services agreement, and data processing terms agreed with your organisation. If there is a conflict, the signed customer agreement prevails for paid services.
2. Services
Regulix-eQMS is an electronic quality management system intended to help pharmacy teams manage controlled documents, approvals, staff reviews, training evidence, risk and change records, and inspection readiness workflows such as Inspection Pack.
Marketing materials describe product capabilities in general terms. Specific features available to your organisation depend on your subscription, configuration, and written agreement with us.
Regulix-eQMS is a business software service for quality management processes. It is not a substitute for clinical systems, patient medical records, or professional advice.
3. Professional and regulatory responsibility
Use of Regulix-eQMS does not transfer, reduce, or replace the legal or professional responsibilities of pharmacy owners, Superintendent Pharmacists, Responsible Pharmacists, or other registered professionals under applicable law and professional standards, including those associated with the General Pharmaceutical Council (GPhC) and, where relevant, the Medicines and Healthcare products Regulatory Agency (MHRA).
- Document approval, staff competence, risk management, and inspection responses remain professional and organisational duties.
- “Inspection-ready” and similar wording means the product can help organise and present evidence — not that any regulator has certified, endorsed, or approved the software or your pharmacy.
- Unless we provide separate written confirmation, we do not claim that Regulix-eQMS is GPhC-certified, MHRA-approved, or that use of the software alone demonstrates regulatory compliance.
4. Accounts and access
- You must provide accurate registration and organisation information.
- You are responsible for safeguarding login credentials and for activity under your accounts.
- Access should be limited to authorised staff and configured roles (for example Staff, RP, SP, Risk View, Admin).
- You must notify us promptly of any unauthorised access or security incident related to your account.
- Your organisation is responsible for assigning roles consistently with its governance, including Superintendent Pharmacist oversight where required.
5. Acceptable use
You agree not to:
- Misuse the service or attempt unauthorised access
- Upload unlawful, infringing, or harmful content
- Interfere with security, availability, or integrity of the platform
- Use AI or other features to process patient-identifiable data, special category health data, or other sensitive personal data unless expressly permitted in your written agreement
- Reverse engineer or copy the service except as allowed by law
- Represent Regulix, GPhC, MHRA, or any other body as having certified or endorsed your pharmacy solely because you use the software
6. Customer content and QMS records
Your organisation retains ownership of content and records you upload or create in Regulix-eQMS (“Customer Content”). You grant us a limited licence to host, process, and display Customer Content solely to provide and support the service.
You are responsible for the accuracy, legality, and retention of Customer Content, including SOP wording, approvals, acknowledgements, and risk assessments. Regulix does not replace professional judgement or Superintendent Pharmacist decision-making.
For personal data in Customer Content, your organisation is typically the data controller and we act as data processor, as described in our Privacy Policy and any data processing terms in your customer agreement.
7. AI features
Where AI Ask or Draft features are enabled, outputs are assistive only. AI-generated text is not a controlled document until reviewed and approved under your organisation’s workflow. You remain responsible for verifying accuracy and appropriateness before use.
AI features must not be used with patient-identifiable information. AI does not replace pharmacist review, Superintendent Pharmacist approval where required, or any other professional duty.
8. Electronic signatures and audit evidence
Where electronic signatures, acknowledgements, or audit logs are enabled, they are tools to help your organisation record actions taken in the system. Your organisation remains responsible for determining whether those records meet its legal, contractual, and professional evidence requirements for any particular purpose.
9. Fees and subscriptions
Paid plans, invoices, renewals, and cancellation terms are set out in your order form or service agreement. Fees are non-refundable except where required by law or expressly stated in writing.
10. Intellectual property
The website, software, branding, and documentation are owned by Ultralink IT Solutions Limited or our licensors. These Terms do not transfer ownership of our intellectual property to you. “Regulix” and “Regulix-eQMS” are used as product names for the services we provide.
11. Confidentiality
Each party must protect the other’s confidential information and use it only for purposes related to the service relationship, except where disclosure is required by law or a competent authority.
12. Disclaimers
The website and services are provided on an “as is” and “as available” basis to the fullest extent permitted by law. We do not warrant uninterrupted or error-free operation.
Without limiting the above, we do not warrant that use of Regulix-eQMS will ensure a successful regulatory inspection, GPhC fitness outcome, MHRA compliance result, or any other regulatory determination. Professional pharmacy, clinical, and legal advice remain your responsibility.
13. Limitation of liability
To the fullest extent permitted by law, we are not liable for indirect, incidental, special, consequential, or lost-profit damages arising from use of the website or services. Our aggregate liability arising out of these Terms is limited to the fees paid by you for the service in the twelve (12) months before the claim, except where liability cannot be limited by law (including death or personal injury caused by negligence, fraud, or fraudulent misrepresentation).
Nothing in these Terms excludes or limits liability that cannot be excluded or limited under the laws of England and Wales.
14. Suspension and termination
We may suspend or terminate access for material breach, non-payment, security risk, or unlawful use. You may stop using the website at any time. Termination of paid services follows your service agreement, including any arrangements for return or deletion of Customer Content.
15. Privacy and data protection
Personal data is handled as described in our Privacy Policy. For paid Regulix-eQMS services, additional data processing terms may apply. Privacy enquiries: [email protected].
16. Changes
We may update these Terms from time to time. The “Last updated” date will change when we do. Material changes to paid services may also be communicated through your account or email contacts.
17. Governing law and disputes
These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, unless mandatory local law provides otherwise.
18. General
If any provision of these Terms is held unenforceable, the remaining provisions remain in effect. A failure to enforce a provision is not a waiver. You may not assign these Terms without our prior written consent; we may assign them in connection with a corporate reorganisation or sale of assets.
19. Contact
Questions about these Terms: [email protected]. Privacy questions: [email protected].