Privacy Policy for PharmaServ Copilot
Last Updated: April 29, 2026
Effective Date: April 29, 2026
PharmaServ ("we," "us," or "our") operates the PharmaServ Copilot mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our App. Please read
this policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy.
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1. Information We Collect
1.1 Personal Information
When you register for and use the App, we may collect the following personal information:
- Account Credentials: Email address, username, and password used for authentication.
- Profile Information: Your name, role, assigned territory, and organizational affiliation.
- Contact Information: Phone number and email address associated with your account.
1.2 Location Data
The App collects precise location data (GPS coordinates), including background location data, for the following purposes:
- Real-time Location Tracking: To track and report the geographical location of pharmaceutical sales representatives during work hours (Monday through Friday, 8:00 AM to 7:00 PM).
- Route Optimization: To provide optimized travel routes between scheduled visits using Google Maps.
- Schedule Check-in: To verify the representative's presence at a healthcare facility during scheduled visits.
- Geocoding: Your GPS coordinates are converted into human-readable addresses (street name, city, state, country, postal code) and transmitted to our servers.
Background location data is collected via a foreground service even when the App is not actively in use during the specified work hours.
1.3 Audio and Speech Data
- Microphone Access: The App uses microphone access for the speech-to-text feature, which assists in creating call reports. Audio is processed by the device's on-device speech recognition service and is not stored or
transmitted as raw audio by us.
1.4 Camera and Photo Library Data
- Camera: The App accesses your device camera to capture photos for media attachments related to call reports, events, and account records.
- Photo Library: The App accesses your photo library to allow you to select existing images for upload.
- Uploaded Media: Photos and files you upload are stored on Amazon Web Services (AWS) S3 and/or Firebase Storage.
1.5 Device Information
We automatically collect certain device information, including:
- Device model, manufacturer, and operating system version.
- App version and build number.
- Unique device identifiers.
1.6 Usage and Analytics Data
We collect analytics data about how you interact with the App, including:
- Screens visited and features used.
- Crash reports and error logs.
- Session duration and frequency.
1.7 Locally Stored Data
The App stores data locally on your device using SharedPreferences for:
- Authentication tokens and session data.
- Offline action queues (pending write operations when the device is offline).
- User preferences and settings (e.g., language preference).
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2. How We Use Your Information
We use the information we collect for the following purposes:
┌─────────┬───────────┐
│ Purpose │ Data Used │
├───────────────────────────────┼───────────────────────────────────┤
│ Account Authentication │ Email, password, OTP verification │
├───────────────────────────────┼──────────────────────────────────────────┤
│ Sales Rep Location Monitoring │ GPS coordinates, geocoded address │
├───────────────────────────────┼──────────────────────────────────────────┤
│ Route Optimization │ Location data, scheduled visit addresses │
├───────────────────────────────┼───────────────────────────────────────────────────┤
│ Schedule & Visit Management │ Location data, check-in timestamps │
├───────────────────────────────┼──────────────────────────────────────────────────────┤
│ Call Report Generation │ Speech-to-text input, text entries, media uploads │
├───────────────────────────────┼──────────────────────────────────────────────────────┤
│ Account Management (HCO/HCP) │ Business contact details, addresses, classifications │
├───────────────────────────────┼──────────────────────────────────────────────────────┤
│ Event Management │ Event details, attendee lists, associated media │
├───────────────────────────────┼─────────────────────────────────────────────────────────────┤
│ Cycle Plan Tracking │ Schedule data, visit completion metrics │
├───────────────────────────────┼─────────────────────────────────────────────────────────────┤
│ Offline Functionality │ Locally queued actions synced when connectivity is restored │
├───────────────────────────────┼─────────────────────────────────────────────────────────────┤
│ Push Notifications │ Firebase Cloud Messaging token │
├───────────────────────────────┼─────────────────────────────────────────────────────────────┤
│ App Improvement │ Crash reports, analytics, usage patterns │
├───────────────────────────────┼─────────────────────────────────────────────────────────────┤
│ OTA Updates │ Device and app version information │
└───────────────────────────────┴─────────────────────────────────────────────────────────────┘
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3. Third-Party Services
The App integrates with the following third-party services, each with their own privacy policies:
┌─────────┬─────────┬────────────────┐
│ Service │ Purpose │ Privacy Policy │
├──────────────────────┼────────────────────────────────────────────────────────────────────────────────────────────────────────┼─────────────────────────────────────────────┤
│ Google Firebase │ Analytics, crash reporting (Crashlytics), push notifications (FCM), remote configuration, file storage │ https://firebase.google.com/support/privacy │
├──────────────────────────────┼────────────────────────────────────────────────────────────────────────────────────────────────────────┼─────────────────────────────────────────────┤
│ Google Maps Platform │ Map display, route optimization, geocoding │ https://policies.google.com/privacy │
├──────────────────────────────┼────────────────────────────────────────────────────────────────────────────────────────────────────────┼─────────────────────────────────────────────┤
│ Amazon Web Services (AWS) S3 │ Media file storage │ https://aws.amazon.com/privacy/ │
├──────────────────────────────┼────────────────────────────────────────────────────────────────────────────────────────────────────────┼─────────────────────────────────────────────┤
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4. Data Sharing and Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
- With Your Employer/Organization: As a B2B tool, your usage data (including location, schedules, call reports, and visit records) is accessible to authorized administrators within your organization.
- Service Providers: We share data with third-party service providers (listed in Section 3) strictly to operate and improve the App.
- Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of the transaction.
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5. Data Retention
- Account Data: Retained for as long as your account is active or as needed to provide services. Upon account deletion, personal data is removed within 30 days, except where retention is required by law.
- Location Data: Retained on our servers in accordance with your organization's data retention policies.
- Offline Queue Data: Temporarily stored on your device until successfully synced with our servers, then removed from local storage.
- Analytics and Crash Data: Retained in accordance with Firebase's data retention settings.
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6. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption in Transit: All data transmitted between the App and our servers uses HTTPS/TLS encryption.
- Authentication: Secure token-based authentication with session management.
- Access Controls: Role-based access controls within the platform limit data visibility to authorized personnel.
- Secure Storage: Sensitive data is stored using platform-secure storage mechanisms on the device.
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7. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate personal data.
- Deletion: Request deletion of your personal data, subject to legal retention requirements.
- Withdraw Consent: Revoke permissions (location, camera, microphone) at any time through your device settings. Note that revoking certain permissions may limit App functionality.
- Data Portability: Request your data in a portable format.
- Opt-out of Analytics: Contact us to opt out of non-essential analytics collection.
To exercise any of these rights, contact us at the address provided in Section 11.
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8. Children's Privacy
The App is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to
delete such information promptly.
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9. Background Location Disclosure
This App collects location data in the background to enable real-time tracking of pharmaceutical sales representatives during work hours, even when the App is closed or not in use. This data is used to:
- Verify field visit attendance.
- Generate location-based activity reports for organizational compliance.
- Optimize travel routes between visits.
Background location collection operates only during work hours (Monday to Friday, 8:00 AM to 7:00 PM). You may disable background location access at any time through your device settings, though this will impact core App
functionality.
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10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Last Updated" date at the top of this policy and, where appropriate, through an in-app notification. Your continued use
of the App after any changes constitutes acceptance of the updated policy.
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11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
PharmaServ
Email: info@pharmaserv.co
Website: https://pharmaserv.co
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This privacy policy is provided for informational purposes and should be reviewed by a qualified legal professional before publication.
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Important notes for your Play Store submission:
1. Replace the contact email placeholder with your actual privacy/support email.
2. Host this policy on a public URL (e.g., https://pharmaserv.co/privacy-policy) -- Google Play requires a live link.
3. Data Safety Form: Google Play also requires a separate Data Safety section in the Play Console. The information above maps directly to those fields -- you'll need to declare location (foreground + background), camera,
microphone, device identifiers, and crash logs.
4. Background location justification: Google requires a separate review for background location access. Be prepared to submit a video demo showing why background location is essential.
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
PharmaServ
Email: infol@pharmaserv.co
Website: https://pharmaserv.co