TERMS AND CONDITIONS — PHARMACY BI

Version: 1.0
Effective Date: 2026-10-04
Last Updated: 2026-10-04

1. ACCEPTANCE OF TERMS

By registering an account with Pharmacy BI ("Service") operated by Optima Solution ("Company," "we," "us," or "our"), you ("Customer," "you," or "your") agree to be bound by these Terms and Conditions and our Privacy Policy, both of which are incorporated herein by reference.

If you do not agree to these Terms, you must not use the Service.

By accessing the Service, you acknowledge that you:

• Are the authorized representative of the subscribing pharmacy or business entity;
• Have the authority to accept these Terms on behalf of your organization;
• Grant the Company access to your systems and data as described herein; and
• Represent that your pharmacy/entity has the legal right to provide such access.

2. DESCRIPTION OF SERVICE

Pharmacy BI is a subscription-based Business Intelligence platform that:

• Accesses your pharmacy's database and systems via secure VPN/private network connection;
• Processes and aggregates sales, inventory, expense, and operational data;
• Generates dashboards, KPIs, financial ratios, trends, alerts, and analytics;
• Provides AI-assisted insights for educational and informational purposes only.

The Service does NOT:

• Modify or write to your pharmacy database (read-only access only);
• Store full transaction records or prescription data;
• Collect or process patient health information or identifiable patient data;
• Guarantee compliance with any pharmacy regulations or laws;
• Provide accounting, tax, financial, medical, or pharmaceutical advice.

3. CUSTOMER ELIGIBILITY

• The Service is available to licensed pharmacies and other business entities in Libya;
• Only the pharmacy owner or authorized representative may register an account;
• Each account is specific to a single pharmacy or business entity;
• A single subscription may cover multiple branches of the same entity;
• Multiple users may access a single account, subject to the Company's authorization and role-based permission settings.

4. SYSTEM ACCESS AND DATA CONNECTION

4.1 Connection Method

Access to your pharmacy systems is established via VPN/Tailscale (private network), ensuring encrypted, isolated communication. The Company maintains read-only access only; no modifications to your data will occur.

4.2 Data Synchronized

Every 5 minutes, the Service synchronizes:

• Sales transactions (items, quantities, prices);
• Sales returns;
• Purchase orders and invoices;
• Inventory levels and product information;
• Supplier information;
• Expenses and operating costs;
• Accounting data (receipts, payments, bank transfers and account balances);
• Employee names and roles;
• Employee payroll information;
• Customer names and contact information;
• Customer purchase history;
• Payment method breakdowns (cash, card, etc.).

Data NOT synchronized:

• Full prescription records or patient identifiable information;
• Patient health data;

The Service stores this data as recorded in your pharmacy system, including individual sales and purchase lines, not only daily totals.

4.3 Your Responsibility

You are responsible for:

• Ensuring your pharmacy systems remain online and accessible;
• Maintaining reliable internet connectivity;
• Providing accurate credentials and maintaining VPN connection integrity;
• Ensuring that all data you authorize for access is legally available for you to share;
• Obtaining all necessary consents from employees, customers, and other individuals whose data appears in your pharmacy systems.

5. DATA OWNERSHIP AND INTELLECTUAL PROPERTY

5.1 Your Data

All data originating from your pharmacy systems (transactions, inventory, customers, employees, accounting records) remains your exclusive property. We do not claim ownership of your source data.

5.2 Our Content

The following are the exclusive property of Optima Solution:

• Pharmacy BI dashboards, reports, and visualizations;
• KPI definitions, calculations, and formulas;
• AI-generated insights and recommendations;
• Algorithms, analytics methodologies, and business logic;
• Aggregated and anonymized datasets derived from multiple customers;
• Software code, database structures, and technical infrastructure.

5.3 Your License

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable license to:

• Access and use Pharmacy BI dashboards for your business operations;
• Export reports and data in the formats provided by the Service;
• Print and share reports internally within your organization;
• Provide reports to external advisors (accountants, auditors, consultants) under confidentiality agreements.

You may NOT:

• Resell, republish, or redistribute reports or dashboards;
• Share credentials with unauthorized third parties;
• Attempt to reverse-engineer, scrape, or copy dashboard designs or KPI formulas;
• Modify or adapt reports for resale or commercial purposes.

6. AGGREGATED AND ANONYMIZED DATA

The Company may use properly anonymized and aggregated data (derived from multiple pharmacies, without identifying any individual pharmacy) for:

• Industry benchmarking and market analysis;
• Product improvement and feature development;
• Statistical research and business intelligence;
• Algorithm optimization.

Anonymized data cannot be re-identified to your pharmacy. You agree that the Company may use such data for these purposes without additional compensation or consent.

7. ARTIFICIAL INTELLIGENCE FEATURES

7.1 AI Functionality

Pharmacy BI may incorporate AI to provide:

• KPI explanations and trend analysis;
• Medicine interaction warnings;
• Business recommendations and forecasting;
• Anomaly and pattern detection.

7.2 Critical Disclaimer

AI features are for educational and informational purposes only. AI-generated insights:

• May contain errors, inaccuracies, or incomplete analysis;
• Are not medical, pharmaceutical, or professional advice;
• Must NOT be used as the sole basis for clinical or business decisions;
• Require independent verification and approval by a qualified pharmacist or professional before implementation.

The Company assumes no responsibility for decisions made solely on the basis of AI-generated information.

7.3 Data Processing

AI analysis of your business data runs on our own infrastructure. The one exception is the medicine-information lookup, which sends only a product's name and catalogue code to an external AI provider (Google Gemini): no sales data, no personal data and nothing that identifies your pharmacy. We do not use your data to train AI models.

8. PROFESSIONAL DISCLAIMERS

8.1 Financial and Accounting Information

Pharmacy BI analyzes financial data but does not constitute accounting or financial advice. Reported KPIs depend entirely on the accuracy and completeness of your source data. You must:

• Verify all financial reports with your accountant;
• Independently confirm accounting classifications and inventory valuations;
• Not rely solely on Pharmacy BI reports for tax, audit, or regulatory compliance.

8.2 Regulatory Compliance

Pharmacy BI does not guarantee compliance with pharmacy regulations, licensing requirements, or Libyan law. You remain solely responsible for:

• Maintaining all required pharmacy licenses and permits;
• Complying with pharmaceutical regulations and professional standards;
• Following all applicable Libyan commercial and healthcare laws.

8.3 Business Performance

Pharmacy BI does not guarantee:

• Increased revenue, sales, or customer retention;
• Reduced expenses or improved profit margins;
• Inventory optimization or stock availability;
• Fraud prevention or loss reduction;
• Improved overall business performance.

Analytics are decision-support tools only.

8.4 Medical and Pharmaceutical Advice

Pharmacy BI does not provide medical, pharmaceutical, or clinical advice. Pharmacists and healthcare professionals remain solely responsible for:

• Clinical decision-making and patient care;
• Independent professional judgment regarding medicine interactions, contraindications, and appropriateness;
• Regulatory compliance with pharmacy practice standards.

9. SUBSCRIPTION AND PAYMENT

9.1 Subscription Plans

Pricing and subscription periods will be provided in a separate pricing schedule. Standard terms include:

• Payment: Advance payment required before access is activated;
• Currency: Libyan dinar (LYD);
• Billing Cycle: Monthly;
• Renewal: Automatic renewal on each billing date unless cancelled.

9.2 Price Changes

The Company reserves the right to change pricing with 30 days' written notice to you. Price changes apply only to renewals occurring after the notice period; they do not affect your current paid period.

9.3 Refund Policy

• No refunds are provided for partial billing periods.
• If you cancel during an active billing period, your access continues until the end of that period; no prorated refunds are issued.
• Failure to notify us of cancellation at least 7 days before renewal will result in automatic renewal and charging of the next billing period.

10. CANCELLATION AND TERMINATION

10.1 Cancellation by Customer

You may cancel your subscription at any time by providing 30 days' written notice to info@optima.com.ly. Cancellation becomes effective at the end of your current billing period.

10.2 Termination by Company

We may terminate or suspend your account immediately without notice if:

• You materially breach these Terms and fail to cure within 10 days of written notice;
• Your account is used for unlawful purposes or activities that violate pharmacy regulations;
• We detect unauthorized access, credential sharing, or security threats;
• You fail to pay subscription fees within 15 days of the due date;
• We are required to do so by law or regulatory action.

10.3 Effect of Termination

Upon termination:

• Your access to the Service is immediately revoked;
• Your account data remains in our systems for the data-retention period specified in the Privacy Policy;
• You have 14 days to export your data before permanent deletion (where technically feasible).

11. DATA EXPORT AND DELETION

11.1 Data Export

You may request an export of your aggregated analytics and reports in CSV format. Export requests will be fulfilled within 5 business days of receipt.

Note: The export reflects the data structure maintained by the Service, including the individual sales and purchase lines it stores.

11.2 Data Retention

After subscription termination:

• Your account data is retained for 14 days, during which you may export;
• After 14 days, your account and associated data are permanently deleted (except as required by law);
• Backup copies held on our servers are overwritten on a rolling cycle of up to 14 days as part of disaster-recovery procedures;
• Financial and billing records are retained for 7 years to comply with accounting and tax requirements;
• Audit logs and security records may be retained longer if legally required.

11.3 Deletion Process

Deletion requests must be submitted in writing to info@optima.com.ly. We will confirm deletion completion within 10 business days.

12. SECURITY

The Company implements the following security measures:

• Encryption: TLS/HTTPS for all data in transit;
• Database Credentials: Read-only access keys with no write permissions;
• Network Isolation: VPN/Tailscale private network segmentation;
• Access Control: Role-based permissions; administrative access logging;
• Monitoring: Automated checks of system health, and limits on repeated failed sign-ins;
• Backups: Regular backups with restricted access;
• Audit Logging: Sign-ins, pages opened and changes made are logged for security review.

Security is not absolute. While we implement industry-standard measures, no system is completely secure against all threats. You acknowledge that:

• Internet-based systems carry inherent security risks;
• Pharmacy computer outages or internet connectivity issues are outside our control;
• Third-party infrastructure failures may interrupt service.

13. SECURITY INCIDENTS AND BREACH NOTIFICATION

13.1 Incident Response

If we detect a security incident or unauthorized access involving your data, we will:

• Immediately investigate and contain the incident;
• Notify you in writing within 48 hours of discovery;
• Provide details of the incident, data affected, and remediation steps taken;
• Cooperate with any law enforcement or regulatory investigations as required.

13.2 Your Cooperation

You agree to cooperate fully with our incident investigation, including:

• Providing access to your systems for forensic analysis (if needed);
• Notifying affected parties as required by law;
• Preserving evidence and audit logs.

14. SERVICE AVAILABILITY AND LIMITATION

14.1 No Uptime Guarantee

Pharmacy BI is provided on a best-effort basis. We do not guarantee any specific uptime percentage or service availability. The Service may be unavailable due to:

• Planned maintenance (announced in advance where possible);
• Emergency maintenance or security patches (unscheduled);
• Third-party infrastructure outages (hosting provider, internet connectivity);
• Pharmacy computer or database being offline;
• Your network connectivity issues.

14.2 No Liability for Downtime

We are not liable for:

• Lost revenue or business interruption caused by Service downtime;
• Data synchronization delays;
• Decisions made based on stale data;
• Inability to access dashboards due to internet or hosting provider failures.

15. LIMITATION OF LIABILITY

15.1 Liability Cap

To the maximum extent permitted by law, our total aggregate liability arising from or related to these Terms shall not exceed the total subscription fees you have paid in the 12 months immediately preceding the claim.

This applies to all claims, whether based on contract, tort, negligence, strict liability, or any other legal theory.

15.2 Excluded Damages

In no event shall we be liable for:

• Lost profits, revenue, or business opportunity;
• Lost data or data corruption;
• Business interruption or operational disruption;
• Indirect, incidental, special, or consequential damages;
• Claims arising from your misuse of the Service or reliance on AI recommendations;
• Claims arising from inaccurate or incomplete source data;
• Decisions made based on Pharmacy BI reports without independent verification;
• Third-party claims, regulatory violations, or lawsuits arising from your use of the Service.

15.3 Basis of Bargain

You acknowledge that this limitation of liability is a material inducement for the Company to offer the Service at the stated price. Without this limitation, subscription costs would be substantially higher.

16. CONFIDENTIALITY

16.1 Mutual Confidentiality

Both parties agree to maintain the confidentiality of sensitive information shared during this relationship, including:

• Pharmacy BI technical specifications, algorithms, and source code;
• Customer data, transaction information, and business performance metrics;
• Pricing and commercial terms.

16.2 Permitted Disclosure

Confidential information may be disclosed:

• To employees and contractors under confidentiality obligations;
• To third-party service providers (e.g., hosting, backup, payment processors) under written confidentiality agreements;
• As required by law, court order, or regulatory investigation;
• To legal counsel for enforcement of these Terms.

17. CUSTOMER OBLIGATIONS

You agree to:

• Provide accurate, complete, and current information when registering;
• Maintain the confidentiality of your login credentials and prevent unauthorized access;
• Use the Service only for lawful business purposes and in compliance with all applicable laws;
• Not attempt to hack, reverse-engineer, or disrupt the Service;
• Not share your account credentials with unauthorized parties;
• Comply with all pharmacy regulations and licensing requirements applicable to your jurisdiction;
• Ensure that all data you authorize for access is legally available for you to share;
• Warrant that you have obtained all necessary consents from employees, customers, and other individuals whose data appears in your systems.

18. WARRANTY DISCLAIMER

EXCEPT AS EXPRESSLY PROVIDED HEREIN, PHARMACY BI IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT ANY WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING:

• WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT;
• WARRANTIES REGARDING ACCURACY, COMPLETENESS, OR RELIABILITY OF DATA;
• WARRANTIES THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR THAT OPERATION WILL BE UNINTERRUPTED OR ERROR-FREE.

We do not warrant that:

• AI insights will be accurate or free from errors;
• Reports will comply with accounting standards or tax requirements;
• The Service will prevent fraud, inventory loss, or business failure;
• Your pharmacy will achieve any particular revenue, profit, or performance outcome.

19. INDEMNIFICATION

You agree to indemnify, defend, and hold harmless the Company, its owners, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your violation of these Terms;
• Your use of the Service in violation of applicable law;
• Your reliance on AI recommendations without independent professional verification;
• Decisions made based on Pharmacy BI reports without proper validation of source data;
• Your unauthorized sharing of credentials or breach of account security;
• Claims by employees, customers, or other third parties related to your use of the Service.

20. CHANGES TO THESE TERMS

20.1 Right to Modify

We reserve the right to modify these Terms at any time. Material changes will be:

• Notified to you in writing at least 30 days in advance;
• Posted on our website with an updated version number and effective date.

20.2 Acceptance of Changes

• Minor changes (corrections, clarifications): Continued use of the Service constitutes acceptance;
• Material changes (new fees, major liability modifications, new data uses): We will require your affirmative acceptance via electronic checkbox before access continues.

20.3 Version Control

Your acceptance of these Terms is recorded electronically, including:

• Terms version number and date;
• Privacy Policy version number and date;
• Your IP address and device information;
• Date and time of acceptance.

21. ELECTRONIC ACCEPTANCE AND RECORDS

By clicking "I Accept" during registration, you electronically sign these Terms. You acknowledge that:

• Your electronic acceptance is legally binding;
• We maintain electronic records of your acceptance;
• You have the right to obtain a copy of your acceptance record upon request.

22. DISPUTE RESOLUTION

22.1 Governing Law

These Terms are governed by and construed in accordance with the laws of Libya, without regard to conflict of law principles.

22.2 Jurisdiction

You irrevocably submit to the exclusive jurisdiction of the courts of Tripoli, Libya for any dispute arising from or relating to these Terms or your use of the Service.

22.3 Negotiation

Before initiating legal proceedings, the parties agree to attempt good-faith negotiation and resolution of the dispute.

23. GENERAL PROVISIONS

23.1 Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and the Company regarding the Service and supersede all prior negotiations, representations, and agreements.

23.2 Severability

If any provision of these Terms is found to be unenforceable, such provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force.

23.3 No Waiver

Failure by us to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

23.4 Assignment

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. Any attempt to do so is void. We may assign these Terms to a successor or related entity.

23.5 Relationship of Parties

Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and the Company. We are independent service providers.

23.6 Notices

All notices and legal documents must be provided in writing to:

For Customer: The email address and contact information provided in your account.

For Company:
Optima Solution
Tripoli - Ain Zara
Email: info@optima.com.ly
Phone: +218912151224

24. CONTACT INFORMATION

For questions, support, or legal notices, contact:

Pharmacy BI Support Team
info@optima.com.ly
+218912151224
Hours: Saturday - Thursday, 09:00 - 18:00 (Libya time)

Legal Contact:
Optima Solution
Tripoli - Ain Zara

Terms Version: 1.0
Effective Date: 2026-10-04
Language: English
Arabic Version: Available by switching this page to Arabic.

ACKNOWLEDGEMENT

By proceeding to use Pharmacy BI, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

If you do not agree, you must not register for or use the Service.