SP Stock Management Privacy Policy
Effective date: 21 August 2026
1. About this Privacy Policy
This Privacy Policy explains how Signature Healthcare Services Limited, trading as Signature Pharmacy ("Signature Pharmacy", "we", "us" or "our"), collects, uses, stores, shares and protects personal information when authorised users use the SP Stock Management mobile application ("the App").
Signature Healthcare Services Limited is the data controller responsible for personal information processed through the App.
Company details
Company name: Signature Healthcare Services Limited
Trading name: Signature Pharmacy
Company number: 10279084
ICO registration number: ZA295138
Registered office: Unit 9 Concord Business Centre, Concord Road, London, England, W3 0TJ
Telephone: 0330 111 0440
This policy applies specifically to SP Stock Management. Our general website and pharmacy services may be covered by separate privacy notices available on the Signature Pharmacy website.
2. Who the App is for
SP Stock Management is a restricted business application intended for authorised Signature Pharmacy employees, contractors and other approved business users.
The App is not intended for patients, members of the general public or children. Users cannot create an account directly through the App. Accounts and access permissions are created and managed by Signature Pharmacy or an authorised system administrator.
3. Information we process
Depending on how the App is used, we may process the following information.
Account and identity information: name and surname; business email address; internal user ID; role, group, account status and access permissions; login and session information; access and refresh tokens used to maintain an authenticated session.
Users submit their email address and password for authentication. The App does not intentionally retain the password on the device after the authentication request has been completed.
Stock-management and activity information: the App processes business and operational information necessary to manage pharmacy stock, including medicine and product names; product and medicine identifiers; GTIN and other barcode values; batch numbers and expiry dates; stock quantities and pack information; supplier names and identifiers; clinic names, order numbers and order information; invoice references; stock receipts, deductions, adjustments and stock checks; reasons for stock actions, such as damage, return or expiry; dates and times of transactions; and the user responsible for completing a transaction or stock operation.
Some operational records are associated with a user ID, name or email address to provide an appropriate audit trail and maintain accountability.
Camera and barcode information: the App may request access to the device camera so users can scan medicine barcodes. Camera images are processed for barcode recognition. The App is not designed to capture, save or upload photographs or videos through the barcode-scanning feature. Users may deny or withdraw camera permission through their device settings. Some barcode-scanning functionality may not be available without camera access, although manual or supported hardware-scanner options may still be available.
Technical and security information: our systems may process limited technical information required to operate and secure the App, such as IP address; app version and operating-system information; login and request timestamps; network and connection status; API request, security and error logs; and session identifiers. We use this information for authentication, service availability, troubleshooting, fraud prevention and security monitoring.
Information stored on the device: the App may store authentication and session information, cached application data, user preferences and incomplete stock-management workflow drafts locally. Where appropriate, locally stored information is placed in protected or encrypted application storage. Unfinished workflow drafts may remain on the device until they are completed, discarded, the App's data is cleared, or the App is uninstalled.
4. Health and patient information
Although the App is used in a pharmacy stock-management environment and processes information about medicines, it is not designed to collect users' health or fitness information, patient medical records, symptoms or diagnoses, fitness activity or step information, or patient-identifiable prescription information.
Authorised users should not enter patient-identifiable or clinical information into fields that are not specifically designed and approved for that purpose.
The production version of the App will not intentionally request health or fitness permissions.
5. How we collect information
We collect information directly from users when they sign in or perform stock-management activities; from accounts created by Signature Pharmacy or an authorised administrator; automatically when users interact with the App and our systems; from Signature Pharmacy's stock, order, supplier, clinic and inventory-management systems; and from the device when the user grants a necessary permission, such as camera access.
6. How and why we use information
We process information for the following purposes: authenticating users and managing access; providing stock-management functionality; processing stock receipts, deductions, clinic orders and stock checks; maintaining accurate inventory and audit records; saving and restoring incomplete workflows; protecting the App, users and business systems; investigating errors, unauthorised access or suspected misuse; supporting users and resolving technical issues; meeting pharmacy, accounting, legal and regulatory obligations; and establishing, exercising or defending legal claims.
Our lawful bases may include our legitimate interests in operating, securing and improving our business systems; performance of contractual or employment-related obligations; compliance with legal and regulatory obligations; and the establishment, exercise or defence of legal claims.
We do not use App information for targeted advertising, and the App does not contain third-party advertising.
7. How we share information
Personal information may be accessed or shared only where necessary with authorised Signature Pharmacy employees and administrators; approved contractors supporting the App or its infrastructure; cloud-hosting, database, security and IT service providers acting on our instructions; professional advisers, auditors, insurers or legal representatives; regulators, law-enforcement agencies, courts or public authorities where required by law; and another organisation in connection with a merger, restructuring, financing, acquisition or transfer of business, subject to appropriate safeguards.
Service providers are permitted to process information only for authorised purposes and must protect it appropriately.
We do not sell personal information collected through the App.
8. International transfers
Some service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we use appropriate safeguards required by applicable data-protection law. These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another legally recognised transfer mechanism.
Further information about applicable safeguards can be requested using the contact details below.
9. Data retention
We keep personal information only for as long as reasonably necessary for the purposes described in this policy.
Retention periods are determined by the duration of the user's authorised account or employment relationship; operational stock-management requirements; pharmacy, accounting and regulatory obligations; security and fraud-prevention requirements; the need to maintain accurate transaction and audit records; and applicable limitation periods and legal claims.
Account and profile information will normally be retained while access remains authorised and for an appropriate period afterwards.
Stock transactions and associated audit records may be retained after an account has been disabled or deleted where required for inventory integrity, regulatory compliance, security, fraud prevention or legal claims. Where possible, information that no longer needs to identify an individual will be deleted or anonymised.
Authentication and cached App information is cleared when appropriate. Uninstalling the App or clearing its data removes locally stored information from that device but does not automatically delete records held on Signature Pharmacy's servers.
10. Account and data deletion
The App does not allow users to create accounts themselves. Accounts are created and managed by Signature Pharmacy or an authorised administrator.
Users who want their account disabled or their personal information deleted should contact their manager, system administrator or email
support@signaturepharmacy.co.uk.
We will delete or anonymise personal information where required and reasonably possible. Certain transaction, audit, security or regulatory records may need to be retained after an account is closed. Where information must be retained, it will remain protected and will only be used for the applicable legal, regulatory or security purpose.
11. Security
We use reasonable technical and organisational measures designed to protect personal information, including authenticated and access-controlled accounts; user roles and permissions; secure network transmission; protected application storage; restricted access to production systems; security monitoring and audit records; and procedures for managing suspected security incidents.
No method of electronic storage or transmission is completely secure. Users must protect their login credentials, secure their devices and report suspected unauthorised access promptly.
12. Your data-protection rights
Subject to applicable law and any relevant exemptions, individuals may have the right to request access to their personal information; request correction of inaccurate or incomplete information; request deletion of their personal information; request restriction of processing; object to certain processing; request transfer of eligible information; withdraw consent where processing is based on consent; and complain about how their information has been handled.
These rights are not absolute and may be limited where information must be retained for legal, regulatory, security or audit purposes.
Individuals may also complain to the UK Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
13. Children's privacy
The App is a restricted business tool and is not intended for anyone under 18. We do not knowingly provide App accounts to children or intentionally collect children's personal information through the App.
14. Changes to this policy
We may update this Privacy Policy when the App, our processing activities or legal requirements change.
The latest version will be published on this page with an updated effective date. Material changes may also be communicated through the App or appropriate business channels.
15. Contact us
For questions, requests or complaints concerning this Privacy Policy or the processing of personal information through SP Stock Management, contact:
Signature Healthcare Services Limited
Trading as Signature Pharmacy
Unit 9 Concord Business Centre
Concord Road
London
W3 0TJ
United Kingdom
Telephone: 0330 111 0440