Privacy & Security

Privacy Policy

Last Updated: May 7, 2026

Effective Date: May 7, 2026

Effective Date: May 7, 2026 Last Updated: May 7, 2026

This Privacy Policy explains how Xccelerance Technologies Pvt. Ltd., a company registered in India, collects, uses, stores, shares, and protects personal data in connection with BitMed, our SaaS pharmacy billing and management product available through bitmed.in and related applications, services, software, features, documentation, support channels, and websites.

In this Privacy Policy, “BitMed”, “we”, “us”, or “our” refers to Xccelerance Technologies Pvt. Ltd. “Customer” refers to a pharmacy, pharmacy chain, clinic, hospital pharmacy, dispensary, or business that subscribes to or uses BitMed. “User” refers to owners, administrators, pharmacists, billing operators, managers, staff members, and other individuals using BitMed on behalf of a Customer. “End Customer” refers to individuals whose information may be entered into BitMed by a pharmacy, such as patients, buyers, customers, doctors, or suppliers.

By accessing or using BitMed, you agree to the practices described in this Privacy Policy.

1. Who We Are

BitMed is a pharmacy billing and management software product designed for Indian pharmacies. It helps pharmacies manage billing, point of sale, inventory, batch and expiry tracking, procurement, customer management, GST reports, drug schedule records, user roles, audit trails, offline-supported billing, and related pharmacy operations.

BitMed is owned and operated by:

Xccelerance Technologies Pvt. Ltd.

Registered in India

Website: https://bitmed.in

Contact Email: support@bitmed.in

Registered Office: 305, Princess Business Skyline, Scheme 54, A.B. Road, Indore, Madhya Pradesh, India

2. Scope of This Policy

This Privacy Policy applies to personal data processed through:

BitMed.in website, BitMed SaaS application, account registration, product onboarding, customer support, billing and subscription management, product usage analytics, communication with us, and any related services provided by Xccelerance Technologies Pvt. Ltd.

This Policy does not apply to third-party websites, services, payment gateways, or integrations that are not owned or controlled by us. Their own privacy policies will apply.

3. Our Role in Processing Data

Depending on the context, our role may differ.

For data we collect directly from website visitors, trial users, account owners, and subscribers for account creation, support, billing, product communication, security, and service improvement, Xccelerance Technologies Pvt. Ltd. acts as the Data Fiduciary under applicable Indian data protection law.

For data entered into BitMed by pharmacies about their customers, patients, doctors, staff, suppliers, inventory, invoices, prescriptions, drug schedule records, and business transactions, the pharmacy or subscribing business is generally the primary decision-maker regarding why such data is collected and how it is used. In such cases, BitMed acts as a technology service provider/data processor on behalf of the Customer, subject to our agreement with that Customer.

Pharmacies using BitMed are responsible for ensuring that they have the necessary rights, notices, consents, prescriptions, licences, and lawful basis to enter and process personal data of their customers, patients, doctors, staff, and suppliers.

4. Information We Collect

We may collect the following categories of information.

4.1 Account and Registration Information

When you sign up, request a demo, start a trial, subscribe, or create an account, we may collect:

Name
Business or pharmacy name
Phone number
Email address
Password or authentication credentials
Role or designation
Store or branch details
GSTIN
Drug licence numbers
Pharmacy address
Billing and subscription details

4.2 User and Staff Information

Customers may create user accounts for pharmacy owners, managers, pharmacists, billing operators, and other staff. This may include:

Name
Phone number
Email address
User role and permissions
Store assignment
Login identifiers
PIN or authentication credentials
Pharmacist registration number, where applicable
Login activity and audit logs

4.3 Pharmacy Customer and Patient Information

When a pharmacy uses BitMed, it may enter information about its customers or patients, such as:

Customer name
Phone number
Address
Purchase history
Credit account details
Outstanding balance
Prescription-related details
Doctor-linked prescription information
Patient details required for applicable drug schedule registers
Notes, tags, or other information entered by the pharmacy

4.4 Doctor and Prescription-Related Information

For prescription or regulated medicine workflows, Customers may enter:

Doctor name
Doctor registration number
Doctor address or contact details
Prescription information
Patient details required for Schedule H1 or other applicable records
Dispensing pharmacist details
Bill number, batch number, quantity, and date of dispensing

4.5 Supplier and Procurement Information

Customers may enter supplier and purchase-related data, including:

Supplier name
Contact person
Phone number
Email address
GSTIN
Address
Licence details
Purchase orders
Goods receipt notes
Supplier payments
Supplier ledgers and outstanding balances

4.6 Billing, Inventory, and Transaction Data

BitMed processes business and transaction data such as:

Sales invoices and receipts
Payment methods such as cash, UPI, card, credit, or split payment
Product names, batch numbers, expiry dates, MRP, quantity, tax rate, and discounts
Returns, credit notes, purchase returns, and adjustments
Stock movements, stock audits, expiry records, and inter-store transfers
GST reports, H1 register records, audit trails, and compliance reports

4.7 Device, Usage, and Technical Information

When you use BitMed or visit our website, we may collect:

IP address
Browser type and version
Device type
Operating system
Pages visited
Login time and session activity
Feature usage
Error logs
Diagnostic information
Cookies and similar technologies
Approximate location derived from IP address

4.8 Support and Communication Data

When you contact us, we may collect:

Name
Email address
Phone number
Business details
Support query
Screenshots, attachments, or documents you provide
Call, chat, email, or ticket history
Feedback, bug reports, and feature requests

5. How We Use Information

We use personal data and business data for the following purposes:

To create and manage BitMed accounts
To provide pharmacy billing, POS, inventory, procurement, GST, reporting, and compliance features
To enable user login, role-based permissions, and staff accountability
To support offline-supported billing and automatic sync
To generate invoices, reports, registers, audit trails, and operational records
To provide customer support and troubleshoot issues
To send service updates, security alerts, onboarding messages, and product communications
To manage subscriptions, billing, payments, and account administration
To improve BitMed’s performance, reliability, usability, and security
To detect, prevent, and investigate fraud, misuse, unauthorized access, or technical issues
To comply with applicable legal, tax, regulatory, and law enforcement requirements
To enforce our terms, agreements, and policies

We do not sell personal data.

We process personal data only for lawful purposes. Depending on the nature of the data and use case, we may rely on one or more of the following:

Consent provided by the individual
Performance of a contract or service agreement
Compliance with legal or regulatory obligations
Legitimate business purposes connected with providing, securing, and improving BitMed
Processing required or permitted under applicable laws

Where consent is required, it should be free, specific, informed, unambiguous, and capable of withdrawal as required by applicable law. If a Customer collects personal data from its own customers, patients, doctors, staff, or suppliers, the Customer is responsible for providing appropriate notice and obtaining consent or other lawful basis where required.

7. Use of Pharmacy Customer and Patient Data

BitMed is used by pharmacies to manage their business operations. The data entered by a pharmacy about its customers, patients, doctors, suppliers, invoices, prescriptions, and regulated drug records belongs to that pharmacy or its organization.

We process such data only to provide BitMed services, support, security, backup, sync, reporting, compliance features, and related functions.

We do not use pharmacy customer or patient data for unrelated advertising, resale, or independent commercial profiling.

We may share information only where necessary and lawful, including with:

8.1 Service Providers

We may use trusted service providers for hosting, cloud infrastructure, backup, analytics, email delivery, SMS/OTP delivery, payment processing, customer support, monitoring, and security. These providers are allowed to process data only as needed to provide services to us.

8.2 Payment Providers

If you make payments for BitMed subscriptions, payment-related information may be processed by third-party payment gateways, banks, UPI service providers, or financial institutions. We do not store sensitive card details unless expressly stated and permitted by law.

8.3 Legal and Regulatory Authorities

We may disclose information where required by law, court order, government authority, tax authority, law enforcement agency, regulator, or to protect our legal rights.

8.4 Business Transfers

If Xccelerance Technologies Pvt. Ltd. is involved in a merger, acquisition, financing, restructuring, sale of assets, or transfer of business, data may be transferred as part of that transaction, subject to appropriate confidentiality and legal safeguards.

8.5 With Customer Authorization

We may share data when a Customer instructs us to do so, such as through integrations, exports, support requests, or authorized account actions.

9. Data Storage and Hosting

BitMed is a cloud-based SaaS product. Data may be stored on secure servers operated by us or our cloud service providers.

Some data may also be stored locally in the user’s browser or device to support offline-supported billing, faster product search, local sync, and continuity during internet outages. Users should avoid clearing browser data unless they understand the effect on local offline data.

We use commercially reasonable measures to ensure that data is stored securely and backed up appropriately.

10. Offline-Supported Billing and Local Device Data

BitMed may store certain operational data locally in the browser or device to support offline-supported billing. This may include product catalog data, customer lookup data, pending bills, recent transactions, and sync status.

When internet connectivity is restored, pending data is synced to the cloud automatically. Users and Customers are responsible for keeping their devices secure, using authorized browsers, avoiding unauthorized access, and not clearing local data before sync is complete.

11. Data Security

We implement reasonable technical and organizational safeguards to protect data from unauthorized access, disclosure, alteration, loss, misuse, or destruction. These safeguards may include:

Encryption in transit and, where applicable, at rest
Secure authentication
Role-based access controls
PIN-based staff login where applicable
Account lockout and session controls
Audit logs
Access restrictions
Backups
Monitoring and security reviews
Least-privilege access for internal support and operations

No system can be guaranteed to be completely secure. Customers and Users are responsible for maintaining strong passwords, protecting PINs, limiting staff access, securing devices, and promptly reporting suspected unauthorized access.

12. User Roles and Access Control

BitMed supports role-based access control. Customer administrators can create users, assign roles, restrict permissions, assign staff to stores, deactivate users, and manage access.

Customers are responsible for ensuring that only authorized staff have access to BitMed and that access is promptly removed when a staff member leaves or no longer requires access.

13. Audit Trails and Compliance Records

BitMed maintains audit trails and transaction logs to support accountability, regulatory compliance, dispute resolution, and security. Certain records, such as invoices, tax records, drug schedule registers, H1 register entries, stock adjustments, returns, payment records, and audit logs, may be retained for periods required by applicable law or legitimate business needs.

Some records may not be editable or deletable by users in order to preserve audit integrity and comply with pharmacy, tax, and regulatory obligations.

14. Data Retention

We retain personal data and business data for as long as necessary to:

Provide BitMed services
Maintain Customer accounts
Support billing, reporting, audit, backup, and sync
Comply with legal, tax, accounting, pharmacy, regulatory, and contractual obligations
Resolve disputes
Enforce agreements
Maintain security and prevent fraud

When data is no longer required, we may delete, anonymize, archive, or securely retain it as required by law or our internal retention practices.

Customers may request account closure or data export, subject to contractual terms, legal retention requirements, unpaid dues, technical feasibility, and applicable law.

15. Data Export and Portability

BitMed may allow Customers to export certain reports and data in formats such as CSV or PDF. Customers are responsible for protecting exported data after download and for using it in accordance with applicable laws.

16. Data Accuracy

Customers and Users are responsible for ensuring that data entered into BitMed is accurate, complete, and up to date, including customer details, GSTIN, drug licence numbers, pharmacist details, doctor details, prescription information, product master data, HSN codes, GST rates, batch numbers, and expiry dates.

Where an individual requests correction of their personal data, the Customer may need to verify and update the relevant information in BitMed.

17. Individual Rights

Subject to applicable law, individuals may have rights relating to their personal data, including the right to:

Know what personal data is being processed
Request correction, completion, or updating of personal data
Request erasure of personal data where permitted by law
Withdraw consent where processing is based on consent
Raise a grievance
Nominate another person to exercise rights in the event of death or incapacity, where applicable under law

If you are a User of BitMed or a visitor to bitmed.in, you may contact us directly using the contact details below.

If you are a pharmacy customer, patient, doctor, supplier, or staff member whose data was entered into BitMed by a pharmacy, please contact that pharmacy first. We may redirect such requests to the relevant Customer because the Customer controls the relevant business record and is responsible for verifying and responding to such requests.

We may need to verify your identity before processing any request.

18. Children’s Data

BitMed is not intended for direct use by children. However, pharmacies may enter patient or customer information that relates to minors where required for pharmacy billing, prescription records, legal compliance, or legitimate pharmacy operations.

Customers are responsible for ensuring that any children’s data entered into BitMed is collected and processed lawfully, including obtaining consent from a parent or lawful guardian where required.

We do not knowingly use children’s data for targeted advertising or unrelated profiling.

19. Cookies and Similar Technologies

Our website and application may use cookies, local storage, browser storage, and similar technologies to:

Keep users logged in
Remember preferences
Support security
Enable offline-supported functionality
Improve performance
Understand website and product usage
Diagnose technical issues

You may be able to disable cookies through your browser settings. However, some parts of BitMed may not function properly without cookies, local storage, or browser storage.

20. Analytics and Product Improvement

We may use aggregated, anonymized, or de-identified usage information to understand how BitMed is used, improve performance, identify bugs, enhance features, and develop new capabilities.

Where possible, we use aggregated or de-identified information that does not directly identify individuals.

21. Marketing Communications

We may send product updates, newsletters, offers, onboarding messages, or educational content to Customers and Users who have provided contact details. You may opt out of non-essential marketing communications by using the unsubscribe link or contacting us.

We may still send important service, security, billing, legal, or account-related messages even if you opt out of marketing communications.

22. Third-Party Integrations

BitMed may integrate with or link to third-party services such as payment gateways, SMS providers, email providers, analytics tools, cloud infrastructure providers, GST-related systems, accounting tools, or other business applications.

When you use third-party integrations, your data may be processed by those third parties according to their own terms and privacy policies. We are not responsible for the privacy practices of third-party services that are not controlled by us.

23. International Data Transfers

Depending on our cloud providers, support tools, or service providers, data may be processed or stored in India or other jurisdictions. Where data is transferred outside India, we take steps designed to ensure that such transfers are made in accordance with applicable law and with appropriate safeguards.

24. Data Breach and Security Incidents

If we become aware of a personal data breach or security incident affecting personal data processed by BitMed, we will take appropriate steps to investigate, contain, mitigate, and notify affected Customers, individuals, and/or authorities where required by applicable law.

Customers must promptly notify us if they suspect unauthorized access, account compromise, device theft, credential misuse, or any other security incident involving BitMed.

25. Customer Responsibilities

Customers using BitMed are responsible for:

Providing lawful notice to their customers, patients, doctors, staff, and suppliers
Obtaining consent where required
Ensuring the accuracy of data entered into BitMed
Maintaining valid pharmacy licences, GST registrations, and regulatory compliance
Assigning appropriate user roles and permissions
Deactivating users who no longer require access
Protecting passwords, PINs, devices, exports, and printed reports
Using BitMed in accordance with applicable laws
Responding to requests from their own customers, patients, staff, doctors, or suppliers
Maintaining confidentiality of sensitive pharmacy and patient records

26. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, product features, business practices, or regulatory requirements.

When we update the Policy, we will revise the “Last Updated” date. For material changes, we may provide additional notice through the website, application, email, or other appropriate channels.

Your continued use of BitMed after the updated Policy becomes effective means you accept the revised Policy.

27. Contact and Grievance Redressal

For privacy-related questions, requests, or grievances, please contact:

Privacy / Grievance Contact Xccelerance Technologies Pvt. Ltd. Email: support@bitmed.in Address: 305, Princess Business Skyline, Scheme 54, A.B. Road, Indore, Madhya Pradesh, India Website: https://bitmed.in

We will review and respond to requests in accordance with applicable law.

28. Important Note

This Privacy Policy is intended to provide clear information about how BitMed handles data. It does not replace the legal obligations of pharmacies, pharmacists, or other Customers using BitMed. Customers should independently ensure compliance with applicable pharmacy laws, GST laws, data protection laws, drug control regulations, professional obligations, and record-retention requirements.