Privacy Policy
RxStockLink is operated by Maitrivihara Technologies Private Limited. This policy explains what we collect, why, and what you can ask us to do about it. It covers two groups of people: the distributors who subscribe to RxStockLink, and the chemists who send them orders over WhatsApp.
Information we collect
| What | Why we have it |
|---|---|
| Distributor business details — name, address, phone, email, GSTIN, drug licence numbers | To run your account and put the legally required details on your invoices and registers |
| Your stock list — brands, batches, expiry dates, prices | To match incoming orders against what you actually have |
| Chemist details — shop name, phone number, drug licence number | To route each order to the right distributor and bill it correctly |
| Order messages — the text, voice note or photo a chemist sends, and the transcript we produce | To read the order, and to let you check the original if there is ever a dispute |
| Orders, invoices, payments and credit balances | To provide the service and meet tax and record-keeping obligations |
| Basic technical logs — sign-in times, IP address, errors | Security, troubleshooting and preventing misuse |
We do not ask for or knowingly store patient names, prescriptions or any patient health information. RxStockLink is for wholesale ordering between businesses. Please do not send patient details through it.
If you are a chemist ordering on WhatsApp
When you scan a distributor's QR code and message the RxStockLink number, we receive your WhatsApp phone number, your shop name if you give it, and the content of the messages you send about orders.
We use that only to turn your message into an order and pass it to the distributor you chose. Your order and the original message are visible to that distributor only — never to other distributors or chemists. We do not sell your information, and we do not send you marketing.
You can stop at any time by not messaging us. To have your details removed, ask your distributor or write to us at the address below.
Messaging on WhatsApp
Messages are carried by the WhatsApp Business Platform, operated by Meta. Meta processes your phone number and message content in order to deliver messages, under its own privacy policy and terms. WhatsApp messages are encrypted in transit; once a message reaches the RxStockLink business account we can read it, because reading the order is the purpose of the service.
We message a chemist only after they have started the conversation with us — normally by scanning their distributor's QR code — and only about their own orders. We do not send marketing.
To stop receiving messages, reply STOP to the RxStockLink number at any time. We will stop messaging that number immediately and keep a record of the request so it is honoured in future. Reply START if you later want to order again.
Voice notes and photos
Voice notes are transcribed and photos of order slips are read automatically so the order can be understood. To do this we send the audio or image to specialist processing providers acting on our instructions (see below). The original file is stored with the order so the distributor can verify what was asked for, and is kept for about 30 days unless it is needed longer for a dispute or by law.
Who we share information with
We do not sell personal information. We share it only with service providers who help us run RxStockLink, under contracts that require them to protect it and use it only for us:
- Meta (WhatsApp Business Platform) — to send and receive messages
- Cloud hosting and database providers — to store your account and order data securely
- Speech and text processing providers — to transcribe voice notes, read photographed slips, and interpret orders
- Payment gateways — to take subscription payments. Card details go to the gateway, not to us; we never see or store full card numbers
We may also disclose information where the law requires it, or to establish or defend legal claims.
Where data is stored
Your data is stored on managed cloud infrastructure and may be processed on servers outside India, including by the providers listed above. Where that happens we rely on the contractual protections those providers offer.
How long we keep it
- Account and business records: for as long as you have an account, then up to 30 days for export, unless we must keep them longer.
- Invoices and tax records: for the period required by Indian tax law.
- Voice notes and order photos: around 30 days, unless attached to an unresolved dispute.
- Technical logs: a short period for security and troubleshooting.
Security
Access is protected by one-time-password sign-in. Data is encrypted in transit. Each distributor can see only their own catalogue, orders, chemists and invoices. Uploaded licence documents are held in private storage and opened only through short-lived links. No system is perfectly secure, but we will tell affected users promptly if a breach puts their information at risk.
Who is responsible for what
For the personal data of chemists, the distributor is the Data Fiduciary and Maitrivihara Technologies Private Limited acts as a Data Processor on their instructions under the Digital Personal Data Protection Act, 2023.
That means the distributor decides which chemists they deal with, what they record about them, and how long they keep it — subject to their own record-keeping obligations under the Drugs and Cosmetics Rules, 1945 and the CGST Act, 2017. We process that data only to run the service for them. If you are a chemist and want your details corrected or removed, ask your distributor first; you can also write to us and we will pass the request on.
Your choices
You can ask us to give you a copy of your information, correct it, or delete it. Distributors can export their catalogue and records at any time from the dashboard. Some information must be kept to meet tax and pharmaceutical record-keeping rules even after a deletion request; we will tell you when that applies.
Children
RxStockLink is a business service and is not directed at anyone under 18.
Changes
If we make a material change to this policy we will give notice in the dashboard or by email before it takes effect.
Contact
Write to us at [email protected] with any privacy question or request, including a request to delete your information.
Please note: this is a plain-language template, not legal advice. Have it reviewed against your actual data practices and the Digital Personal Data Protection Act, 2023 before publishing, and confirm the retention periods and provider list match what you really do.