Your data, in plain English

What Pharmivanta reads, what it keeps and how it works

Pharmivanta turns data you already have into commercial insight. Here is exactly what it takes from each service you connect, what it stores, what it never touches, and how the numbers and recommendations are produced.

The short version

Commercial figures only. Never patient records.

Pharmivanta works with totals: how many bookings, how much revenue, how many visits. It does not need to know who your patients are, so it does not collect them.

Never collected

Patient names, contact details, addresses, dates of birth, NHS numbers, prescriptions, clinical notes or payment card details.

Encrypted

Google sign-in tokens and WooCommerce keys are encrypted (AES-256-GCM) before they are stored.

Kept separate

Every pharmacy organisation’s data is isolated. Team roles decide who can see and change what.

You stay in control

Disconnect any service at any time from Integrations. Pharmivanta never writes to your systems.

Service by service

Exactly what each connection reads and keeps

Every connection is optional. Connect only what you want Pharmivanta to analyse.

Google Search Console

How you connect it: Sign in with Google and choose a property. Access is read-only.
What it reads: Clicks, impressions, click-through rate and average position for your website, per day, per search query and per page.
What is stored: Those daily figures. Google itself withholds rare searches for privacy, so query lists never show everything.
History and refresh: Up to 16 months of history on connection, then refreshed every day (the last five days are re-checked because Google finalises them late).
If you disconnect: Google access is revoked and all imported search data is deleted.

Google Analytics 4

How you connect it: Sign in with Google and choose a property. Access is read-only.
What it reads: Sessions and key events (such as booking or contact form submissions) per day, by landing page and by Google’s default channel group.
What is stored: Those daily totals only. No visitor-level records, device IDs, locations or demographics are requested.
History and refresh: Up to 14 months of history, then refreshed daily.
If you disconnect: Google access is revoked and all imported website data is deleted.

Google Ads

How you connect it: Sign in with Google and choose an ad account. Google offers no read-only permission for Ads, so the consent screen asks for full access; Pharmivanta only ever runs reporting queries and never changes campaigns, bids or budgets.
What it reads: Per campaign, per day: cost, impressions, clicks, conversions and conversion value.
What is stored: Those daily campaign figures.
History and refresh: Up to 16 months of history, then the last week is refreshed daily (Google attributes conversions late).
If you disconnect: Access is removed and all imported Google Ads figures are deleted.

WooCommerce

How you connect it: Paste a read-only REST API key from your store. The key is stored encrypted.
What it reads: For each order: its number, status, date and line items (product name, quantity and line total excluding VAT). Requests are limited to those fields, so customer names, addresses, emails and phone numbers are never fetched.
What is stored: Daily totals per product: bookings, completed, cancelled and revenue. Individual orders are not kept.
History and refresh: Up to 16 months of history, then the last 14 days are re-checked daily to pick up refunds and cancellations.
If you disconnect: The key is deleted. Revenue already imported stays, as part of your history.

CSV import

How you connect it: Upload an export from Bookly, a spreadsheet or any booking or sales system.
What it reads: Date, service, branch, status and value columns that you match on screen.
What is stored: Daily totals per branch and service. Columns that look like personal data (names, emails, phone numbers, addresses, dates of birth, NHS numbers, notes, staff) are removed the moment the file arrives, and the file is deleted after import or within two hours.
History and refresh: Re-importing a period replaces it, so exports can be uploaded again safely.
If you disconnect: Imported data stays until you ask us to remove it.

Ad reports and costs entered by hand

How you connect it: Upload a campaign report from Google, Meta or Microsoft Ads, or type in costs such as leaflets.
What it reads: Per campaign, per day: spend, clicks, conversions and conversion value, as reported by the ad platform.
What is stored: Those figures. Costs typed in by hand are spread evenly over the dates you give.
History and refresh: Updated whenever you upload or add more.
If you disconnect: Hand-entered costs can be removed at any time from the Marketing page.

How the numbers are worked out

Honest figures, explained

Pharmivanta would rather show nothing than show something misleading.

Fair comparisons

Growth is only shown when the comparison period is fully covered by your data. If history is missing, the page says so instead of showing an inflated percentage.

Complete periods

Weekly charts end on your latest full day, and any week or month that is only partly covered is labelled “partial”, so a half-finished month never looks like a fall.

Rules you can check

Growth opportunities come from published rules (for example, a service whose revenue fell by 15% or more). Every finding lists the figures behind it and a confidence level based on volume.

Labelled attribution

Marketing results are marked as measured by the ad platform, modelled or unattributed. Costs you type in are counted as spend but never credited with results.

Branch-limited access

Managers and viewers can be limited to one branch. They then see that branch’s revenue, bookings and reports only.

Emails you choose

Password resets and team invitations are sent when requested. Weekly and monthly report emails are optional and can be switched off in Settings.

Your account

We store your name, work email, organisation and branch details, and a securely hashed password (never the password itself).
Sign-in attempts are recorded using scrambled (hashed) identifiers to stop password guessing.
Changes such as connecting services, importing data or inviting people are recorded in an activity log for your organisation.
The sign-up form uses Google reCAPTCHA to block automated sign-ups.
Every new organisation starts with a 14-day free trial with every feature; no card is needed. If the trial or a subscription ends, the dashboards are locked but your data is not deleted.
Payments are made on Stripe’s secure checkout. We keep your Stripe customer and subscription references, plan, status and renewal date, never card details.

Removing data

Disconnecting Search Console, Google Analytics or Google Ads deletes the data imported from it.
Branches and services can be archived; their history is kept so past reports stay accurate.
To delete your whole account or organisation, contact us and we will remove it and its data.

Questions about your data? Contact us or read the privacy notice.

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