How we handle your information

What we collect

• Information you submit through the "Book a demo" or "Reserve" forms: name, work email, pharmacy name, role, number of locations, and any message you include.
• Standard analytics data about how visitors use the site (pages viewed, referring source, approximate location from IP, device/browser type), collected through Google Analytics (GA4).

How we use it

• To respond to your demo request or inquiry.
• To keep a record of the inquiry in our CRM (HubSpot) so we can follow up.
• To send you marketing or product updates only if you opted in to that on the form — we do not add you to a marketing list from a form submission alone.
• To understand and improve the site (aggregate analytics only).

Sharing

We share website form data with the service providers that run the site’s infrastructure — currently Resend (email delivery) and HubSpot (CRM) — solely to operate the site and respond to you. We do not sell this information.

Roles under PHIPA

• Each subscribing pharmacy is the Health Information Custodian (HIC) — it owns and is accountable for the personal health information in the app, the same as it is for the records in its dispensing system.
• Agile Pharmas Inc. acts as the pharmacy's agent / electronic service provider — we process personal health information only on the pharmacy's behalf, only as needed to provide the application, and only as the pharmacy directs. We do not use it for our own purposes.
• The pharmacy’s dispensing system (for example Fillware) remains the system of record. AgileRx is designed to work alongside it, holding working copies of clinical documentation, not replacing it.

What the application collects

• Staff account information: name, username, and login activity for each pharmacy employee provisioned to use AgileRx.
• Patient information entered by pharmacy staff in the course of a clinical service: demographics, health number where recorded, medications and allergies, clinical notes, consent records, appointment details, and billing/claim records tied to a service.
• For incident reports specifically: AgileRx is built to exclude patient identifiers by design — incidents are recorded with age ranges, not names or health numbers, and free-text fields are screened to catch identifiers before they’re saved.

What we do with it — and what we never do

• We use it only to provide the application’s modules to the subscribing pharmacy, to maintain and secure the platform, and to meet the pharmacy’s record-keeping obligations.
• We never sell personal health information, and we never use it for advertising.
• We never use identifiable patient information to train AI models. Where the app offers AI-assisted drafting of clinical notes, that drafting runs on our own internal LLM server, not a third-party AI service — patient name and health number are stripped out before any request reaches it, and drafts are never saved without a pharmacist reviewing them first.
• Anonymous incident data is submitted daily to ISMP Canada’s National Incident Data Repository (NIDR) as required by Ontario’s AIMS program — this data contains no patient identifiers.

Consent

Each pharmacy relies on its patients’ knowledgeable consent, within the existing circle of care, for the collection and use of their health information for the purpose of providing care — the same consent basis the pharmacy already relies on for dispensing. AgileRx does not separately collect or manage patient consent; it operates under the pharmacy’s consent framework and instructions.

Where information is stored

Personal health information handled by the AgileRx application is stored and processed in Canada — application hosting is based in Montréal, and the database is hosted in the AWS Canada (Central) region, including backups.

Retention

Clinical records are retained for at least 10 years from the last recorded service to the patient, or until 10 years after the patient turns 18, whichever is longer — the same retention period pharmacies already follow for dispensing records under Ontario’s pharmacy regulations.

Sub-processors

• Vercel — application hosting, Canada (Montréal).
• Supabase (AWS Canada Central) — primary database, including backups.
• ISMP Canada (NIDR) — receives anonymous medication incident reports as required by the OCP AIMS program; no patient identifiers are included.

Security

We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including unique staff logins, role-based access, an audit log of who accessed or changed a record, and encryption of data in transit and at rest.

Notifications

AgileRx can send you push notifications — for example appointment reminders — using Apple’s Push Notification service (APNs) on iOS and Google Firebase Cloud Messaging on Android. These services handle delivery only: a device token and, where used, the notification text itself. You can turn notifications off at any time in your device settings.

What deletion removes

Your name, your contact details and your sign-in credentials are erased, every device is signed out, and every session ends. You will not be able to sign in again, and we cannot restore the account.

What deletion does not remove, and why

The patient records, clinical sessions, claims and incident reports created while you were using AgileRx stay with your pharmacy. Your pharmacy is the Health Information Custodian under Ontario’s Personal Health Information Protection Act, those records are the pharmacy’s and not yours to remove, and the law requires the pharmacy to keep them for the retention period set out in Section 3 above. Where a record must name the pharmacist who performed a service — a submitted claim, for example — it keeps the name as it stood at the time.

If you’re a patient

Your information is held by the pharmacy, not by us. Contact your pharmacy to ask for access, correction or deletion; we will refer any request we receive straight to them.

If you submitted a form on this website

If you requested a demo or reached out through this site and want that information corrected or removed, email hello@agilepharmas.com.

Questions

Questions about deleting an account: hello@agilepharmas.com.