Privacy Policy

This policy explains what information RxPortal collects, why, and what you can do about it. We have tried to write it plainly. If anything is unclear, email info@pharmvisory.com.

Who we are

RxPortal is a product of Pharmvisory LLC, a Utah limited liability company (“we”, “us”). You can reach us about anything in this policy at info@pharmvisory.com.

What this policy covers

• This website, rxportal.app.
• RxPortal accounts used by pharmacy staff and prescribers on each pharmacy’s own portal address (for example, yourpharmacy.rxportal.app).

It does not govern patient health information. RxPortal keeps that information for pharmacies, on their behalf; see Patient health information below.

This website

This website has no sign-up form, no analytics, no advertising or tracking pixels, no session recording, no chat widget and no embedded content from other companies. Its fonts are served from our own server. We do not set cookies on rxportal.app, and we do not use your visit to build a profile of you.

Like any website, your browser sends technical information, such as your IP address and browser type, so the page can be delivered. Your connection goes straight to our servers, run by our hosting provider; no other network provider carries or sees it. Our domain name provider (Cloudflare) only tells your browser where our servers are.

If you email us, we keep your message and address so we can reply and keep a record of the conversation.

Patient health information

Pharmacies use RxPortal to receive and manage prescriptions, so RxPortal stores patient health information. We handle it only on the pharmacy’s behalf, as its service provider and, where HIPAA applies, its business associate. That information is governed by the pharmacy’s HIPAA Notice of Privacy Practices and by our agreement with the pharmacy, not by this policy. Ask us about a business associate agreement.

If you are a patient with questions about your prescriptions or health information, or want to see or correct it, please contact your pharmacy.

What RxPortal keeps for a pharmacy

• Patient records: name, sex, date of birth, phone, email, address, allergies, notes, and whether email updates are turned on, plus which prescribers are linked to the patient. Dates of birth, contact details, addresses, allergies and notes are encrypted in the database. Names and sex are not encrypted, so that the portal can search for patients and avoid duplicates. Each change to a patient record saves an encrypted earlier version.
• Prescriptions: drafts as they are written, including drafts a prescriber discards, and every signed version. These hold each item’s details, dose, route, frequency and directions, the fulfillment method and shipping address, the compounding attestation, and the prescriber’s typed-name signature with the time, IP address and browser it was signed from. The prescription contents are encrypted. Each line’s product, size, quantity, refills and reference price are also stored unencrypted for the pharmacy’s queue and records.
• Messages: clarification messages between the pharmacy and the prescriber, cancellation requests and their reasons, and the pharmacy’s internal notes. All of these are encrypted.
• Order history: each status change, who made it and when, with the carrier and tracking number when an order ships, and each time the order is marked as typed into, or removed from, the pharmacy’s own system.
• Lot records: the lot number and expiration date the pharmacy enters for each dispensed item, with who entered it and when. A correction is added as a new entry; earlier entries are kept.
• Audit log: who did what and when, including each time a prescriber or pharmacy user opens a patient’s record, a prescription, an order or its printout (recorded at most once per person, patient and kind of view in any 15 minutes), and each dispensing records search and export.
• Dispensing exports: a pharmacy user with permission can download a spreadsheet of who received which lot. The file is created when it is downloaded and we do not keep a copy. Each export is logged with who ran it, when, what it searched for and how many rows it held.

Information we collect in RxPortal accounts

Account information

• Name, email address, role and the pharmacy the account belongs to.
• For pharmacy staff: the permissions the pharmacy gives them.
• For prescribers: name, professional credentials, NPI number, DEA number, state license number and state, clinic name, practice address, phone number and email address, and any VIP pricing the pharmacy sets for them. DEA numbers are stored encrypted.
• Your password, which we store only as an Argon2id hash that is then encrypted. We cannot see your password.
• If you turn on two-step sign-in: your passkey’s public key (never a private key or biometric data), or your authenticator app’s secret, stored encrypted.

Most of this comes from you or from the pharmacy that invited you. Changes a prescriber asks to make to their professional details are kept until the pharmacy approves or declines them, and the request stays on record.

Security and log information

• Our servers see your IP address whenever you connect. We store the IP address and browser type (user agent) of each signed-in session, and the time it started and was last used.
• The audit log described above also records security-relevant actions, such as sign-ins, failed sign-ins, account changes, prescriber approvals and catalog changes. Each entry records who acted, when, what changed and the IP address.
• Counters of recent sign-in attempts, used to limit password guessing. They hold a hashed form of your IP address and email address, not the addresses themselves, and are removed after about an hour, when RxPortal next clears old counters.

Email

• RxPortal emails staff and prescribers for invitations, password resets, account approvals and order updates. An order update tells a prescriber there is something to see and links to sign in. It never includes the patient, the order number or any drug details.
• Email delivery is not switched on yet. Until it is, each of these emails is recorded in full, including any sign-in link, in a log in our database that our administrators can see, so that they can pass it on to you. Those links expire and work only once. Once delivery through Amazon Simple Email Service is switched on, the stored copy has sign-in links removed.
• Patient emails are off. They can only be sent once email delivery is switched on and we turn patient emails on for the service, and then only to a patient whose record has an email address and has email updates turned on. Such an email contains only the pharmacy’s name and a line asking the patient to call the pharmacy about an update. It is sent directly and is not recorded in our email log.

Cookies in the portal

When you sign in on a pharmacy’s portal address, we set one cookie: a session cookie that keeps you signed in. It is strictly necessary, works only on that exact address, cannot be read by scripts in the page, and lasts at most 12 hours. It is removed when you sign out. We use no other cookies, and none for analytics or advertising.

How we use information

• To provide RxPortal: create and run accounts, sign you in, and show you the right pharmacy’s portal.
• To carry prescriptions from prescribers to their pharmacy and keep the pharmacy’s records of them, as the pharmacy directs.
• To prepare the emails the service needs, such as invitations, approvals, password resets and order updates, and to send them once email delivery is switched on.
• To keep RxPortal secure: limit sign-in attempts, investigate misuse and keep the audit log.
• To answer your messages and provide support.
• To meet legal obligations and enforce our Terms of Use.

We do not sell personal information. We do not share it for cross-context behavioral advertising, and we do not use it for advertising of any kind.

Who helps us run RxPortal

We use a small number of service providers, who may handle personal information only to provide their service to us:

• Hosting: the servers that run RxPortal and store its database (DigitalOcean).
• Domain names: tells browsers where to find RxPortal’s servers; it does not carry or see the traffic itself (Cloudflare).
• Email delivery: when email delivery is switched on, Amazon Simple Email Service delivers RxPortal’s emails.

We may also disclose information when the law requires it, to protect the safety or rights of people or of RxPortal, or as part of a merger or sale of the business, in which case this policy would continue to apply to it. Patient health information is disclosed only as our agreement with the pharmacy and the law allow.

How long we keep information

• Pharmacy records (patients, prescriptions and drafts, messages, notes, lot records and order history): kept while the pharmacy’s account exists. Nothing deletes them automatically; there is no automated purge yet.
• If a pharmacy stops using RxPortal, we archive its account: its portal address stops working, and its records are retained, not deleted, because pharmacy records are subject to retention rules. Permanently deleting them would be a separate, deliberate step agreed with the pharmacy.
• Account information: while the account is active, and afterwards as long as the pharmacy’s records, our agreement with it or the law require.
• Sessions: a session ends after 15 minutes without activity and expires after at most 12 hours. Its record is deleted when you sign out, or when an expired session is next presented. We do not yet run a scheduled cleanup, so the record of an expired session that is never presented again stays in the database until we remove it.
• Sign-in attempt counters: about an hour.
• Records of system emails: nothing deletes them automatically yet, so they are kept while the account exists and until we remove them. You can ask us to delete yours.
• Audit log: kept as a permanent security record. The application cannot edit or delete it; a database rule blocks changes.
• Backups: each nightly backup is encrypted, kept on our server for 14 days and then deleted. The key to decrypt them is stored separately. Information that is deleted can remain in backups for up to 14 days.
• Emails you send us: as long as needed to respond and keep a record of the conversation.

How we protect information

We use technical and organizational safeguards, including HTTPS for connections, two-step sign-in options, separation of each pharmacy’s records enforced in the database, encryption of the sensitive fields listed above, an append-only audit log, and encrypted nightly backups. No method of storing or sending information is perfectly secure, so we cannot promise that information will never be accessed without permission. If we learn of a breach that affects you, we will notify you and others as the law and our agreements require. More detail is on our security page.

Your privacy rights

These rights cover the personal information this policy governs. For patient health information, please ask your pharmacy, which decides how it is handled.

Utah residents

Under the Utah Consumer Privacy Act, Utah residents may ask us to confirm whether we process their personal data, and to access it, correct it, delete data they gave us, and receive a portable copy. You may also opt out of the sale of personal data and of targeted advertising. We do neither, so there is nothing to opt out of.

Residents of other states

Several other states give their residents similar rights. Wherever you live, you can ask us to tell you what personal information we hold about you, give you a copy in a portable format, correct it, or delete it. We do not sell personal information, share it for targeted advertising, or use it for profiling that produces legal or similarly significant effects, so there is nothing to opt out of. We honor these requests to the extent we can, subject to exceptions the law allows, such as information we must keep for security or legal reasons. Deleted information can remain in backups for up to 14 days.

How to make a request

Email info@pharmvisory.com. We will confirm your identity, usually by replying to the email address on your account, before acting on a request. You may use an authorized agent; we may ask for proof that they act for you. We aim to respond within 45 days. If we need more time, we will tell you why.

If your account belongs to a pharmacy’s portal, some requests may need the pharmacy’s involvement, because the pharmacy decides what records it must keep. For example, a prescriber’s signature on a prescription stays part of the pharmacy’s record. We will tell you if that is the case.

We will not treat you differently, or deny you service, because you used any of these rights.

Appeals

If we decline your request, you can appeal by replying to our decision or emailing info@pharmvisory.com with “Appeal” in the subject. We will respond in writing within 60 days and explain our decision. If you are not satisfied, you may contact your state attorney general.

Global Privacy Control and Do Not Track

We do not track visitors across websites or for advertising, so there is nothing to switch off. If your browser sends a Global Privacy Control or Do Not Track signal, we treat it as a request to opt out of sale and targeted advertising, which we already do not do.

Children

This website is not directed to children under 13, and we do not knowingly collect their personal information. RxPortal accounts are only for adults 18 or older who work for or with a pharmacy. A pharmacy’s patient records may include children, as part of the pharmacy’s own records described above. If you believe a child has given us personal information directly, email us and we will delete it.

Where information is stored

RxPortal is operated from, and its data is stored in, the United States.

Changes to this policy

If we change this policy, we will post the new version here with a new effective date and, where we can, tell account holders before it takes effect.

Contact

Pharmvisory LLC, Utah. Email info@pharmvisory.com. For a business associate agreement, email info@pharmvisory.com.