Privacy Policy

1. About this policy

This Privacy Policy explains how HMRS Solution ("HMRS", "we", "us") handles information in connection with the website hmrssolution.com, our demo, and our hospital and pharmacy management software (the "Software"). It applies to website visitors, prospective customers and licensed customers. By using the website or submitting a form you agree to this policy. If you do not agree, please do not use the website or submit your details.

2. Our role: we sell software

HMRS is a software vendor. We sell and license the Software. We do not run your hospital or pharmacy, and we do not collect, access, view, store, monitor, analyse or process the patient, clinical, prescription, billing, inventory or staff data that customers enter into their own HMRS installation. That data remains on the customer's own servers and systems and under the customer's sole control.

3. Information we collect through the website

We collect only what you choose to submit through the Contact or Book a Demo forms:

• Your name, phone or WhatsApp number and email address.
• Your hospital or pharmacy name, where the form asks for it.
• The message or requirements you write.
• The date and time of the submission.

Our hosting provider may also keep standard server logs such as IP address, browser type, device type, pages requested and time of access. These are used for security and technical operation. Do not enter patient or other sensitive personal information in any form.

4. Cookies and local storage

The website uses Google Analytics (a service of Google LLC) to understand how visitors use the site. Google Analytics sets cookies and collects anonymous usage data such as pages viewed, approximate location, device and browser type, how you reached the site, and whether you submitted a form or clicked WhatsApp. This data is processed by Google under Google's own privacy policy, may be stored outside India, and is used only for aggregate statistics, not to identify you personally. You can block or delete cookies in your browser settings, or opt out using Google's Analytics opt-out browser add-on. We do not use advertising or profiling cookies. Your browser may also store a copy of your submitted enquiry locally on your own device, which you can clear at any time.

5. How we use enquiry information

We use your enquiry details only to:

• Respond to your request and contact you by phone, WhatsApp, SMS or email.
• Send you the demo link, demo login details and related follow-up about HMRS.
• Prepare quotes, arrange demonstrations and provide pre-sales information.
• Keep records of our communications, and protect our rights and prevent misuse.

By submitting a form you give us your consent to contact you for these purposes, including by WhatsApp and phone. You may withdraw consent at any time by telling us to stop. We do not sell, rent or trade your personal information.

6. Demo access

Demo login details we email you are for evaluation only. The demo contains sample data. Do not enter real patient, staff, supplier or financial information into the demo. We are not responsible for any real data entered into the demo, and demo data may be reset or deleted at any time without notice.

7. Licence verification in the Software

To enforce licensing, the Software may generate and check a device or machine identifier on the computer where it is installed, and may check licence status, expiry and activation. This is used only to confirm that the Software is running under a valid licence on an authorised machine. It does not involve reading patient or business records. Tampering with or bypassing licence checks is a breach of the Terms & Conditions.

8. Sharing and service providers

We share information only as needed to run our business and website, with:

• Form submissions are sent and stored through our own website server and business mailbox. Your details and the automatic reply email are handled by our hosting and email provider.
• Messaging platforms such as WhatsApp, if you choose to contact us there.
• Website hosting and infrastructure providers.
• Professional advisers, and courts, regulators or law-enforcement authorities where required by law or to protect our legal rights.

These providers act under their own terms and privacy policies, and may store data on servers outside India. We are not responsible for their practices, but we choose providers with care.

9. Customer data and customer responsibility

Because we do not collect customer data held inside the Software, the customer is solely responsible as the owner and data fiduciary for that data. This includes lawful collection, patient consent and notices, access control and user accounts, passwords, encryption, backups, retention and deletion, breach handling, and compliance with applicable laws including the Information Technology Act, 2000, its rules, and the Digital Personal Data Protection Act, 2023, as well as medical and pharmacy regulations. HMRS has no access to, and no liability for, that data.

10. Security

We take reasonable steps to protect the limited information we hold, but no website, email or internet transmission is completely secure, and we cannot guarantee absolute security. You use the website and forms at your own risk. Customers must secure their own systems, networks, devices and credentials.

11. Retention

We keep enquiry information for as long as needed for the purposes described above, to follow up with you, to keep business and legal records, and to resolve disputes, and then delete or anonymise it unless the law requires us to keep it longer.

12. Your rights and choices

Subject to applicable law, you may ask us to:

• Tell you what enquiry information we hold about you.
• Correct or update it.
• Delete it, or stop contacting you.
• Withdraw consent previously given.

Send your request to the contact details below. We may need to verify your identity first. We may keep information we are legally required or entitled to keep.

13. Children

The website is intended for businesses and healthcare professionals and is not directed at children. We do not knowingly collect information from anyone under 18.

14. Third-party links

The website may link to other sites or services, such as WhatsApp or the demo. We do not control and are not responsible for their content or privacy practices.

15. Limitation of liability

To the fullest extent permitted by law, HMRS is not liable for any loss, damage or claim arising from use of the website, forms or demo, from third-party services, from information you choose to submit, or from unauthorised access beyond our reasonable control. Nothing in this policy limits liability that cannot be limited by law.

16. Changes to this policy

We may update this policy from time to time by posting the revised version here with a new date. Your continued use of the website after a change means you accept the updated policy.

17. Governing law

This policy is governed by the laws of India, and disputes are subject to the jurisdiction described in our Terms & Conditions.

18. Contact and grievances

For questions, requests or complaints about this document, write to ronakgopani.rg@gmail.com or call +91 74050 63828. We will acknowledge and respond within a reasonable time and in line with applicable law.