Privacy Policy: Freemi Staff

Last updated: 20 October 2026

This policy covers the Freemi Staff mobile app and the staff web portal (the "Service"), operated by Freemi ("we", "us"). Freemi Staff is a workplace tool for pharmacy teams: clocking in and out, rotas, timesheets, leave, payslips and team messages. It is not a consumer health app and it does not handle patient records.

Published at https://freemipharmacy.web.app/privacy-staff.html, the URL referenced by both store listings.

Who the data controller is

The pharmacy you work for is the controller of your employment data (hours, rota, leave, payslips, messages). Freemi processes that data on the pharmacy's behalf, and is controller only for the technical data needed to run the app.

What the app processes

• Your name and staff PIN, to sign you in and record who clocked in. The PIN is checked on our servers. If you stay signed in on your own phone, the session lives in the platform's secure storage (Keychain or encrypted preferences) and re-locks after 30 minutes away.
• Face ID or Touch ID, if you choose to use it, to unlock the app instead of typing your PIN. Your phone checks your face or fingerprint itself and tells the app only whether it matched. Nothing about your face or fingerprint ever reaches Freemi.
• Your mobile number, to sign you in. We text a one-time code to it, and use the number to match you to the staff record your pharmacy holds for you. When you sign up we also ask your name and your role, which your pharmacy's manager sees when they confirm you. We do not use your number to contact you for anything else.
• Your email address, if you signed up with one before. Staff who first signed in with Google, Apple or an email address can still do so. We use the address only to match you to the staff record your pharmacy already holds for you; we do not use it to contact you for anything else. If you sign in with Apple and choose Hide My Email, we only ever see the relay address. Signing in with an account is optional: the shared tablet by the door uses the PIN, and nothing on it requires an account.
• Working time, meaning clock-in and clock-out times, breaks, and the resulting timesheets, because recording them is the app's purpose.
• Rota, leave and payslips, as published to you by your pharmacy.
• Team messages, meaning messages you exchange with your pharmacy's management through the app.
• Push token, a device identifier from Apple or Google, so the app can tell you about leave decisions, rota changes, announcements and payslips. Each alert type has its own switch in the app, checked on our servers at send time. The token is deleted when you log out.
• NFC. The app reads the pharmacy's clock-in tag when you tap it. The tag identifies the pharmacy counter, not you; nothing is written to the tag.
• Basic device info. The device model string is stored with each punch, which helps your pharmacy investigate a disputed clock-in.

What the app does NOT do

• No camera. The app never asks for or uses your camera.
• Location, only for clocking in and out. When you clock in or out without tapping the tag (a phone with no NFC, or a tag that will not read), the app checks your location once, to confirm you are at the shop. If your shop has switched on “clock out when you leave”, the app also uses your location in the background while you are clocked in, and only then, so it can clock you out if you leave the shop for 10 minutes. You are told first and can say no. Your phone only reports crossing the edge of the shop area. Your location is never shared or sold, and is never used after you clock out.
• No patient data. Freemi Staff has no access to prescriptions or patient records.
• No ads, no tracking, no selling data. We do not use your data to track you across other apps or services.

Who processes it

We use Google Firebase (database, cloud messaging, hosting) as a sub-processor; data is stored on Google Cloud infrastructure. Sign-in codes are sent by text through Twilio, which receives your mobile number for that purpose only.

How we use it

To provide the Service: authenticate you, record attendance, show your rota, timesheets, leave and payslips, deliver team messages, and send the notifications you have switched on. Legal basis: performance of our contract with your pharmacy, and our legitimate interests and your pharmacy's legitimate interests in running the pharmacy.

Retention

Employment records (timesheets, leave, payslips) are retained by your pharmacy under its own employment-record obligations and applicable law. Push tokens are deleted on logout and pruned automatically when invalid.

Your rights

You may request access to, correction of, or deletion of your personal data. For employment data, contact your pharmacy administrator; for anything about the app itself, email samdaly812@gmail.com. We respond within one month, in line with GDPR and the Irish Data Protection Acts.

Deleting your account

You can delete your account yourself, at any time, in two places: in the app under More → Delete my account, or in any browser at pharmacy.freemi.ai/delete-account.

Deleting your account removes how you sign in: your Google or Apple link, your password, the PIN you chose, any device you paired and every push token registered to you. You are signed out everywhere.

It does not delete your employment records. Your rota, timesheets, attendance and any controlled-drug entry you witnessed belong to the pharmacy that employs you, and a pharmacy is required by law to keep them. To be removed as an employee, speak to your pharmacy. You can sign up again with the same email address at any time.

Children

The app is for pharmacy staff and is not directed at children.

Changes

We will update this policy as needed and revise the date above.

Contact

samdaly812@gmail.com