Privacy notice

Inventory Tracker provides consumables stock control for GP practices. For the data you enter about your own practice, your organisation is the data controller and Inventory Tracker acts as a data processor. You can contact us at any time at hello@inventorytracker.uk.

Account data: name, work email address, password (stored only as a secure hash) and the role assigned to you within your organisation.

Organisation data: practice name, address, main contact person, contact phone, number of user licences requested, how you heard about us and how you intend to use the service.

Operational data: sites, rooms, items, stock levels, batches, expiry dates, photographs of items and a full audit trail of stock movements including who made each change and when.

We process this data to perform our contract with your practice: providing the service, supporting you, sending service emails such as welcome, password reset and stock alerts, and maintaining an audit trail.

We rely on legitimate interests for security monitoring, abuse prevention and improving the service. We do not use your data for advertising and we never sell it.

Inventory Tracker is designed for consumables, not clinical records. Please do not enter patient-identifiable information into item names, notes or photographs.

Data is stored in a managed cloud database with encryption in transit and at rest. Access is enforced at the database level: each organisation can only read and write its own records, and roles control what each user may change.

A small number of authorised administrators may access data where strictly necessary to provide support or resolve faults.

Operational and audit data is kept for as long as your organisation holds an active account, and for up to 90 days after closure to allow recovery, after which it is deleted.

Under the UK GDPR you have the right to access, rectify, erase, restrict or port your personal data and to object to processing. Practice admins can correct most details in the app directly.

To exercise any right, or to request deletion of your organisation's account and data, email hello@inventorytracker.uk. We respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

If a personal data breach occurs that affects your organisation, we will notify your practice admin without undue delay and, where required, within 72 hours of becoming aware of it.