Legal
Privacy policy
This policy explains how eMAR System Ltd, 95 Amington Road, Birmingham B25 8EP ("we", "us"), handles personal data when you use the eMAR website, the eMAR platform, and the eMAR Staff and eMAR Driver apps.
1. Two different roles
This distinction matters more than anything else in this policy.
- We are the controller for data about our own customers and website visitors — the people who sign up, log in, contact us and read this site.
- We are a processor for the care records inside the platform. Residents' medication records, care notes and observations belong to the care home. The care home decides what goes in them and why; we process that data on its documented instructions under a data processing agreement.
If you are a resident or a relative and want to know what is held about you, contact the care home — they are the controller and hold the relationship. We will support them in answering you.
2. What we collect as controller
| Data | Why | Lawful basis |
|---|---|---|
| Name, work email, phone, job role, organisation | Creating and running your account, support | Contract |
| Authentication data (hashed password, session tokens, 2FA settings) | Keeping accounts secure | Contract / legitimate interests |
| Billing details and invoices | Taking payment, statutory records | Contract / legal obligation |
| Support correspondence | Answering you and improving the product | Legitimate interests |
| What you send through a form on this website — name, organisation, email, phone and what you tell us | Replying to you, and arranging the demo, audit or help you asked for | Legitimate interests / steps before a contract |
| Your email address, if you tick "Send me occasional eMAR product news" on a form | Sending you product news | Consent — withdraw it any time with the unsubscribe link, or by emailing privacy@emarsystem.com |
| Website statistics (see section 10) and server logs | Security, fraud prevention, understanding which pages help people | Legitimate interests |
3. What we process on behalf of care homes
Inside the platform, the care home records health data about identifiable people — special category data under UK GDPR Article 9. That typically includes residents' names, dates of birth, NHS numbers, room and bed, allergies, prescribed medication, administration records, observations, wounds, care notes and movements, plus records of which staff member did what and when.
We do not decide what is recorded, we do not use it for our own purposes, and we do not sell it. We use it to provide the service, keep it secure, and — where we need to diagnose a fault — only to the minimum extent needed and under the care home's instructions.
4. Staff data
Every entry in a care record carries the name of the person who made it. That is a requirement of good record-keeping, not a monitoring feature, and it is why staff cannot share logins. Clock-in and clock-out times are recorded where the care home uses rostering, and are visible to that home's managers.
5. Who we share it with
- The pharmacy your care home links to, for the residents it supplies — this is the point of the platform and the care home controls the link.
- Sub-processors who host and run the service. Current list: Amazon Web Services, which hosts the platform and its database in its London region; and Anthropic, which reads prescriptions uploaded to the platform so their medicines can be entered for review, only when a user chooses to upload one. We keep this list current and will tell you before we add one.
- Nobody else, unless the law requires it or you ask us to.
6. Where it is stored
Data is stored in the United Kingdom, in Amazon Web Services' London region. Where any processing happens outside the UK we rely on an adequacy decision or the International Data Transfer Agreement.
7. How long we keep it
Care records are kept for as long as the care home instructs, in line with its own retention schedule and the retention periods expected of health and social care records. Our own customer and billing records are kept for as long as the law requires after the account closes — six years for financial records. When a care home leaves, we return or delete its data on request.
Enquiries sent through this website are kept while we deal with them and follow up; ask us at any time and we will delete yours. A product news sign-up is kept until you unsubscribe. Website statistics are deleted after 13 months.
8. How we protect it
- Encryption in transit, and at rest at the storage layer
- Passwords stored hashed; optional two-factor authentication on every account
- Role-based access — staff see only their own home, pharmacies only the homes they supply
- An audit trail of actions taken in the platform
- Access to production data restricted to named staff and logged
9. Your rights
Under UK GDPR you can ask for access, correction, erasure, restriction, portability, and to object to processing based on legitimate interests. Where we are the processor, send the request to the care home. Where we are the controller, email privacy@emarsystem.com and we will respond within one month.
You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first.
10. Cookies and website statistics
The platform sets a session cookie so you stay logged in, and a preference cookie for light or dark mode; our hosting's load balancer sets one more, which keeps your session on the same server. These are strictly necessary. We do not use analytics or marketing cookies, and this website (emarsystem.com) sets no cookies at all — its statistics and forms are sent to us without any.
Website statistics. So we know which pages help people, this website counts its own visits — without cookies and without any third-party analytics company. When you open a page we record the page, how long it was on screen, how far down you scrolled, which buttons you pressed, whether you started or sent one of our forms, the website or campaign link that brought you here, and whether you're on a phone, tablet or computer.
To tell one visit from another we combine your IP address and browser with a secret that changes every day, and keep only a scrambled result. We do not store your IP address, the result is different tomorrow, and we can't use it to recognise you or follow you across other websites. Nothing is stored on your device for this. If you send a form, the enquiry is kept with the pages you looked at before sending it, so we know what you have already read. The statistics are deleted after 13 months.
When you arrive from a link with campaign tags (for example from an advert or a QR code), the page keeps those tags — and any advertising click identifier the link carries, such as Google's or LinkedIn's — in your browser's session storage until you close the tab, so a form you send says which link brought you.
Turning it off. If your browser sends a Global Privacy Control or Do Not Track signal, we record no statistics and keep no campaign tags. You can also turn both off for this browser here:
11. Changes
We will post any change here and, if it materially affects you, tell you by email.
12. Contact
eMAR System Ltd, 95 Amington Road, Birmingham B25 8EP. Email privacy@emarsystem.com — this is also how to reach us about data protection.