PharmaCaptain privacy policy

Effective 5 November 2026

PharmaCaptain is a pharmacy management app for pharmacies in Egypt. You use it in a web browser at pharmacaptain.marlysoft.com or as a Windows app. Both are clients of an online service run by MarlySoft (operated by Zakarya Atef, Egypt; “MarlySoft”, “we”, “us”). What you enter in the app is sent to that service and stored on our servers. This policy explains what is stored, why, who else can receive it, and how to have it deleted.

Where the data is kept

The data is stored on servers operated by MarlySoft: in a SQL Server database and, for photos and documents, in files on the same servers.

The web app and the Windows app reach these servers at https://pharmacaptain.marlysoft.com over an encrypted HTTPS connection. We use Cloudflare as our network provider: it runs the DNS of marlysoft.com, your device's encrypted connection ends at Cloudflare's network, and Cloudflare forwards it to our servers through an encrypted Cloudflare Tunnel. Cloudflare therefore processes this traffic, including your device's IP address, as our network provider. How Cloudflare handles data is described in Cloudflare's privacy policy.

The web app loads its code, fonts and images from that address. Only when it has to show a character its own fonts lack (an emoji, for example) does your browser download a font file from Google Fonts (fonts.gstatic.com); Google then receives your device's IP address, but nothing you type in the app.

The app can also be connected to another server (Change server on the sign-in screen), for example one a business runs for itself. Data on such a server is controlled by whoever runs it; this policy covers only our service.

Your account

When you sign up, or a pharmacy administrator adds you, the service stores:

• Your name, and the email address or mobile number you sign in with.
• Your password, only as a salted one-way hash (PBKDF2, the ASP.NET Core Identity password hasher). Nobody can read it back, including us.
• Whether you have confirmed your email address or mobile number. One-time codes sent to you are stored only as hashes and expire.
• If you turn on two-step sign-in: the authenticator secret, stored encrypted (AES-256-GCM), and your recovery codes, stored as hashes.
• The language your app uses, so messages the server sends you are in your language.
• When the account was created. Each sign-in to a pharmacy is recorded in that pharmacy's activity log (which user, when).

Signing in gives the app a signed token that expires after 12 hours. Changing your password or signing out on all other devices ends your other sessions. Your device's IP address is used only in memory, to limit sign-in attempts against password guessing; it is not stored with your account.

What the pharmacy enters

A pharmacy uses PharmaCaptain to run its business, so the service stores what the pharmacy's staff enter, for example:

• Products, batches and expiry dates, prices, stock in each branch, transfers and counts.
• Sales and purchase invoices, returns, payments, the cash box, expenses and cashier shifts.
• Customers, distributors and other suppliers: names, phone numbers, addresses, email addresses and balances.
• Patients, who are also the pharmacy's customers: national ID, date of birth, gender, allergies, chronic conditions, chronic medicines and dosage instructions, and notes.
• Prescriptions, with the prescribing doctor and the photo of the prescription when one is taken.
• Insurance: insurance companies and plans, patients' member numbers and card photos, approvals and claims.
• The controlled-drug register: patient name and national ID, doctor and licence number, prescription number, date and photo.
• Home delivery: the customer's name, phone number and address, notes, and the couriers.
• Staff: the pharmacy's users, with their roles, permissions and branches.
• An activity log of who did what, kept for as long as the pharmacy chooses.

Photos (prescriptions, insurance cards) are stored as files on the server, in a separate folder for each pharmacy.

Stored on your device

• Settings: the server address, language, theme and printers, the email address or mobile number you last signed in with, and the last pharmacy and branch you used.
• Your session token, so you stay signed in until you sign out.
• An offline copy, so the till keeps working without the internet: the branch's products and customers, and the sales, purchases, payments, expenses and quick-added customers made while offline, until they are sent to the server.
• Files you save yourself (PDF invoices and reports, spreadsheets, backup files) stay where you save them.

In the web app, the same things are kept in your browser's storage for pharmacaptain.marlysoft.com. Uninstalling the Windows app removes its settings and offline copy from your computer; in a browser, clearing the site's data does the same.

Backups

The server makes an automatic backup of each pharmacy every night and keeps the last 14. A backup holds the pharmacy's data and files and its users' sign-in email address or mobile number, never a password. A pharmacy's administrator can also download a backup file from the app (Backup & restore); that file is then in their hands, and they are responsible for keeping it safe.

Messages sent for you

The service can send emails, text messages (SMS) and WhatsApp messages: sign-in, verification and password-reset codes to you, notices about closing your pharmacy, and, when the pharmacy uses these features, messages to its patients and distributors, such as refill reminders, emailed invoices and shortage lists.

These go through an outside provider only when one is set up on the server: an email (SMTP) server, Twilio or another SMS gateway, or Meta's WhatsApp Cloud API. That provider then receives the recipient's address or number and the text of the message. Today none of them is set up on our server, so no message leaves it: the server writes such messages to its log instead (see Logs below).

Sharing an invoice on WhatsApp from the app opens WhatsApp on your own device; the app does not send it for you.

Egyptian e-invoices and e-receipts

If a pharmacy connects its Egyptian Tax Authority (ETA) e-invoice or e-receipt account in the app, the server sends that pharmacy's invoices and receipts, with the buyer details the ETA requires, to the ETA's systems, as Egyptian tax rules require. The pharmacy's ETA credentials are stored encrypted and are never put in backups.

Error reports

The app and the server can send crash reports to Sentry, an error-monitoring service, but only when that is switched on in their configuration. It is switched off on our servers, in the web app and in the Windows app, so no crash reports are sent anywhere. If we switch it on, we will update this policy first; the reports are set up to carry the error and technical details only, without request contents, cookies or user details.

Payments

The app is currently free: there are no plans, subscriptions or payments, and no payment provider is connected to our server.

Logs

The server keeps technical logs for 30 days: each request with its time, path and result and the number of the pharmacy and user that made it, errors, and, while no message provider is set up, the messages described above. We use them only to keep the service running and to fix problems.

What we do not do

• No advertising.
• No third-party analytics, tracking or advertising tools, in the apps or on our website.
• We do not sell or rent personal data, and we share it only as this policy describes or when the law requires it.

Security

• The connection between the apps and our servers is encrypted (HTTPS), on its way through Cloudflare's network too.
• Passwords and one-time codes are stored only as hashes; two-step sign-in secrets are encrypted.
• Every query is limited to the signed-in pharmacy, and SQL Server row-level security refuses one pharmacy's rows to another even if a query forgot that limit.
• Sign-in attempts are limited, and permissions are checked by the server, not only by the app.

No system is perfectly secure. If you think your account or data is at risk, write to us at once at support@marlysoft.com.

Keeping and deleting data

We keep the data while the account and the pharmacy are in use.

• Delete your account in the app: Settings → Account & security → Delete my account. Your sign-in is deleted at once. Each pharmacy keeps your name on what you did (an invoice still shows who made it), but nobody can sign in with the account again. If you are the only person in a pharmacy, that pharmacy is closed with it; if you are its only administrator and others work there, make someone else an administrator first.
• Close a pharmacy: its administrator uses Close the pharmacy on the same screen. Everyone is signed out at once. The data is kept for 30 days in case you change your mind (write to us to restore it), then it is erased for good, together with the pharmacy's files, messages and backups.
• By email: you can also ask us to delete your account or your pharmacy's data at support@marlysoft.com. Write from the account's email address, or tell us the mobile number it uses, so we can check that the request is yours.
• Nightly backups roll off after 14 days and logs after 30 days, so data deleted inside a pharmacy that stays open is gone from them within 30 days.

If you are a customer or patient of a pharmacy and want your details changed or removed, please ask the pharmacy first, because it decides what it keeps and may have to keep some records by law; we will help it do so.

Children

PharmaCaptain is a business app for pharmacy staff and is not directed at children. We do not knowingly create accounts for children. A pharmacy may keep records about patients who are children; those records are entered and controlled by the pharmacy, as described above.

Changes

If this policy changes, the new version will be published on this page with a new effective date.

Contact

MarlySoft (operated by Zakarya Atef, Egypt), developer of PharmaCaptain: support@marlysoft.com. Emails to this address pass through Cloudflare Email Routing and are delivered to our mailbox at Google (Gmail). See also PharmaCaptain support and the MarlySoft privacy policy for our website.