Terms of Use

Last updated: July 2026

These terms are enterprise/B2B-focused: an NHS trust or healthcare organisation ("Customer") contracts for TheraTrack, and individual staff are authorised users under that Customer's account.

1. About TheraTrack

TheraTrack is a digital workflow application for aseptic pharmacy services, covering prescription intake, batch workflow, assembly and cleanroom preparation, stock control, pharmacist release, staff scheduling, and a quality management system (SOP library, training records, incidents, deviations, and CAPA). These terms govern use of the TheraTrack application and this website, operated by TheraTrack, Plymouth, United Kingdom.

2. Who may use the service

TheraTrack is provided to healthcare organisations (each a "Customer") under a separate commercial agreement. Individual staff members ("Authorised Users") may access TheraTrack only where the Customer has authorised their account and assigned an appropriate role.

3. Organisation account responsibility

The Customer is responsible for its organisation's use of TheraTrack, including which staff are granted accounts, the roles assigned to them, the accuracy of data entered by its staff, and compliance with its own clinical governance, information governance, and GMP obligations.

4. User accounts and password responsibility

Authorised Users sign in with an organisation, email, and password. Users must keep credentials confidential, not share accounts, and notify their organisation promptly of any suspected unauthorised access. Passwords are stored using salted hashing, never in plain text.

5. Permitted clinical/operational use

TheraTrack is a workflow, traceability, and record-keeping tool. It supports — and does not replace — the professional clinical judgement of pharmacists, technicians, and other qualified staff. The live record within TheraTrack, not a printed worksheet, is the source of truth for a batch at any given time.

6. Customer responsibility for clinical decisions and compliance

The Customer remains responsible for clinical decisions, local standard operating procedures, GMP compliance, and regulatory obligations relevant to its aseptic service. TheraTrack does not itself certify or guarantee regulatory compliance on the Customer's behalf.

7. NHS API use and customer authorisations

Where TheraTrack is configured to check patient demographics against NHS services such as the Personal Demographics Service (PDS), this depends on the Customer's own NHS API onboarding, environment, credentials, and approved use case. The Customer is responsible for ensuring it holds any necessary NHS authorisation before enabling such integration.

8. Data entry accuracy and audit trail integrity

Authorised Users must enter accurate information and must not attempt to falsify, backdate, or tamper with records, signatures, scans, or audit trail entries. Many records — including SOP acknowledgements, training evidence, CAPA notes, incident statements, and batch/worksheet audit trails — are retained and cannot be hard-deleted, in order to preserve audit and GMP traceability integrity.

9. No misuse, unauthorised access, or tampering

Users must not attempt to bypass access controls, access data outside their authorised role, introduce malicious code, or otherwise misuse the application. Suspected misuse may result in suspension of an account pending investigation by the Customer and/or TheraTrack.

10. SOPs, training evidence, batch records, and uploaded files

The Customer is responsible for the content of SOPs, training evidence, and other files it uploads to TheraTrack, and for ensuring it holds the necessary rights to store and share that content within the application.

11. Availability, support, and maintenance

TheraTrack is currently provided as an MVP in pilot. We do not guarantee a specific uptime commitment at this stage. Planned maintenance windows and support arrangements are agreed directly with each Customer, and any future service levels will be set out in a separate commercial agreement.

12. Intellectual property

TheraTrack, its software, design, and branding remain the property of TheraTrack and its licensors. The Customer and its Authorised Users are granted a right to use the application as set out in their commercial agreement; no other rights are transferred.

13. Confidentiality

Each party will keep the other's confidential information private and use it only as necessary to perform its obligations, consistent with the terms of the applicable commercial agreement.

14. Data protection and security

Personal data processed through TheraTrack is handled as described in our Privacy Notice. Where TheraTrack processes personal data on a Customer's behalf, the parties' respective controller and processor responsibilities are set out in a data processing agreement between TheraTrack and the Customer.

15. Suspension and termination

We may suspend an account where there is a reasonable belief of misuse, security risk, or breach of these terms, and will aim to notify the Customer promptly. Termination of the underlying commercial agreement will end access for that Customer's Authorised Users, subject to any data return or export terms agreed separately.

16. Liability limitations

Nothing in these terms limits or excludes either party's liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under applicable law.

Subject to the above, TheraTrack's total liability arising out of or in connection with these terms, or use of the application, is limited to the fees paid by the Customer for the service in the twelve (12) months preceding the event giving rise to the claim. TheraTrack is not liable for indirect, special, or consequential loss, including loss of profits, revenue, data, or goodwill.

Nothing in these terms limits a Customer's own responsibility for clinical decisions, local standard operating procedures, or regulatory compliance, as set out in Section 6.

17. Changes to these terms

We may update these terms as the product and our legal position develop. Material changes will be communicated to active Customers directly.

18. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute or claim arising out of or in connection with these terms.

19. Contact

Questions about these terms: info@theratrack.co.uk · Plymouth, United Kingdom.