1 Who we are and who this policy covers
Olympus Trading PLC operates Prescription.et, a platform supporting electronic prescription creation, retrieval and related coordination, and laboratory and imaging coordination where enabled in Ethiopia. In this policy, “we”, “us” and “our” mean Olympus Trading PLC. Our business address is Woreda 12, House No. New, Nifas-Silk Lafto Subcity, Addis Ababa, Ethiopia. Our telephone number is +251922186666.
This policy explains how we handle information about patients, prescribers, pharmacy, laboratory and imaging professionals, institutional representatives and people visiting our website. Patients may be covered even when a healthcare professional supplies their information and they have no Prescription.et account. Our privacy contact is olympus.systems.et@gmail.com.
This policy is a notice about information handling. Reading it or accepting our Terms of Service does not itself give consent to treatment, optional uses of health information or overseas transfers.
2 Our role and the role of your healthcare facility
The healthcare facility responsible for your care is the steward of its clinical records. It decides the clinical reasons for creating and using those records, verifies the information and addresses clinical questions. A dispensing facility is responsible for the records and professional decisions it creates when supplying medicine. Requesting doctors, laboratories and imaging centres remain responsible, within their respective licensed roles, for requesting, performing, reporting and interpreting tests and scans and acting on findings. A receiving laboratory or imaging centre is responsible for the clinical records and professional decisions it creates. Olympus provides the platform and remains responsible for its own technology, security and processing obligations.
When we host or otherwise handle clinical information on a facility’s documented instructions, we act as its service provider and data processor. We use that information only within those instructions and applicable law. We remain responsible for our own processing obligations. We do not acquire ownership of a patient’s health information by operating the platform.
We act as a data controller for purposes we determine ourselves, including administering professional accounts, securing the service, managing our institutional relationships and handling our legal obligations. Where a particular activity involves shared decisions about purposes and means, the responsible organizations must define their respective roles and make the arrangement available to affected individuals. A facility may give you its own privacy notice as well.
3 Information we collect and where it comes from
Professional and institutional accounts contain names, email addresses, account roles, institutional names and addresses, professional licence identifiers, specialties, hospital affiliations and account status. Account administration also uses password hashes, verification and password-reset records, session identifiers, failed-login information, usage totals and credit balances. We do not need your password in a support message.
Prescription records contain patient name, age, sex or gender as recorded for care, card or medical-record number, address and location information, telephone number, diagnosis and treatment instructions. They also identify the prescriber and originating facility and contain a retrieval token, prescription status, creation and update times and lookup-related information. Transfer requests contain the requesting account, prescription identifier, reason and request status.
Healthcare professionals and facilities usually supply patient, prescription, laboratory and imaging information. You or an authorized representative may provide contact corrections, questions or a rights request. Account holders and facility administrators supply professional information. The service generates operational records as it is used.
Website and security systems process connection information, such as IP address and request metadata, authentication cookies and security events. Information sent through forms is also processed by the services identified in sections 6 and 7. We limit collection to information needed for the stated purpose and applicable prescription requirements. Please avoid unrelated sensitive information in free-text fields or support messages.
Where laboratory or imaging services are enabled, we process patient and facility information; the requested test or scan; the clinical reason for the request; the requesting doctor; the receiving laboratory or imaging centre; appointment and request status; and relevant date, time and user activity logs. Results or reports are processed through the platform only if the enabled service stores or handles them. Collection and access must be limited to the information needed for the authorized service. We explain any further categories introduced by a new module before collecting them.
4 Why we use information
We use clinical information to support authorized prescription creation and retrieval, coordination between prescribers and dispensers, accurate recordkeeping, investigation of errors and continuity of treatment. Access is limited to a legitimate role and purpose. Possession of a retrieval token alone does not establish a clinical entitlement to the record. Where laboratory or imaging services are enabled, we also use the necessary information to route requests to authorized receiving centres, coordinate appointments and request status, and support secure access to results or reports if the system stores them. Clinical decisions remain with the responsible professionals.
We use professional account and operational information to verify access, maintain facility affiliations, authenticate users, detect misuse, provide support, send service messages and administer agreed usage credits. We use necessary records to investigate complaints and establish or defend legal claims.
Where a specific legal duty or authorization applies, information may support medicine-safety reporting, regulatory oversight, pharmacovigilance or public-health functions. We use aggregated or effectively anonymized information where it can meet the purpose, and limit identifiable reporting to what is necessary and authorized.
5 Legal grounds and consent
We use professional account and institutional-contact information to perform the service agreement and manage requested access. We use necessary security information to protect the service and its users, relying on a permitted legitimate interest assessed against individual rights, or a specific legal duty where applicable. Mandatory regulatory reporting and recordkeeping rely on the relevant legal obligation. Optional uses that require consent rely on that separate consent.
For clinical processing, the responsible facility must establish the legal ground for the particular care, dispensing, laboratory or imaging activity. Vital interests or an authorized public-health function may apply only when their legal conditions are met. An agreement with a hospital does not automatically provide a contractual basis for every use of a patient’s information.
Health information also requires a permitted condition for sensitive-data processing. The responsible facility must establish the condition applicable to its care activity, including the medical-treatment condition where its requirements are met. Where consent is the condition used, it must be specific, informed and recorded in the form required by law. We require lawful documented instructions for processing on a facility’s behalf.
Optional processing requires a separate choice when consent is necessary. You may withdraw that consent through section 17. Withdrawal stops future consent-based use; we explain any lawful reason for retaining or continuing particular processing. We do not make unrelated optional consent a condition of receiving necessary clinical services.
Some information is required for a valid prescription, laboratory or imaging request, secure account or legal record. If it is not provided, the facility may be unable to issue or retrieve a prescription or coordinate a test or scan safely through this service. The facility should explain the requirement and available care arrangements.
6 Who receives information
Authorized healthcare professionals and facilities receive information needed for their care, dispensing, laboratory or imaging responsibilities. Facility management receives information appropriate to its oversight role. Technical staff may access clinical information only for an authorized support or security task, with access limited and recorded. A system-administration role does not create a general right to browse patient records. Only users authorized for the relevant patient, institution and task may access laboratory and imaging information. Every participating healthcare facility, pharmacy, laboratory and imaging centre that processes personal or health information through Prescription.et shall execute the applicable participation or service agreement and data-processing agreement before receiving production access.
Our hosting and technical service providers handle information necessary to deliver and protect the service under appropriate confidentiality, security and processing terms. Hosting is provided by Ethio Telecom. Infrastructure and support locations are identified in section 8.
When a patient notification is sent by SMS, Yegna Tele and participating telecommunications providers process the destination number and message. We limit the message to a generic service notification and only a confidential retrieval reference when necessary for the approved workflow. SMS must not include the patient’s name, diagnosis, medicines, requested test or scan, clinical reason, results or reports, or unnecessary provider, date or other identity details. Even a minimal message or retrieval reference may reveal a connection to care. The facility must verify the telephone number and safe contact arrangements before sending.
Resend provides account email delivery when that integration is enabled. Its messages include the recipient’s email address and, as applicable, name, verification code or password-reset link. These messages are for account and service functions; they do not require the prescription diagnosis or treatment.
When enabled, Telegram receives administrative and authentication alerts. These can contain professional account name, email address, account identifier, role and details of an administrative action. We restrict these alerts to necessary operational information and authorized recipients. Patient diagnoses, treatment, laboratory or imaging details, results, reports and retrieval tokens must not be added to these alerts.
We may disclose necessary information to a court, regulator or other competent authority where a lawful requirement or authorization applies. We assess the request, minimize disclosure and preserve confidentiality. We notify affected persons when permitted and appropriate. A sale, merger or service transfer must preserve legal protections and any required notices and approvals; it does not authorize a new unrelated use of patient information.
7 Cookies and external website services
The auth_token cookie maintains an authenticated session. It is configured for access by the server rather than page scripts and for secure transport in the production service. Removing or blocking it prevents authenticated functions. Signing out ends the service session; expiry and browser session-restoration behavior can also affect how long a cookie remains on your device.
The registration page uses Google reCAPTCHA to help prevent automated misuse. Google receives information associated with loading and interacting with that service, which may include connection, device and browser information; the application submits the resulting verification token to Google. Sign-in and registration pages also load Google Fonts, allowing Google to receive the network request and related connection metadata.
These external services have their own privacy information. Google’s privacy policy is available at https://policies.google.com/privacy and its terms at https://policies.google.com/terms. We do not send diagnosis or treatment fields to Google as part of these functions. Browser disclosures and any legally required choices must be available before non-essential technologies are used.
We do not use patient health information for targeted advertising. If we introduce optional analytics or other non-essential tracking, we will explain its purposes, providers and choices before enabling it and obtain consent where required.
8 Where information is stored and processed
We store personal information collected locally on servers in Ethiopia. Our primary hosting location is Addis Ababa; backup and disaster-recovery locations are Addis Ababa. Domestic hosting does not mean that every email, SMS, website request or support activity remains within Ethiopia.
SMS processing takes place in Addis Ababa. Resend provides account email delivery as described in section 6. Our privacy contact uses Gmail, and Google reCAPTCHA and Google Fonts are described in section 7. These services may involve processing or access outside Ethiopia; domestic hosting alone does not establish their processing locations. You may ask our privacy contact for current recipient and location information. We assess and document provider locations, overseas disclosures and remote access before enabling the relevant processing. Where Ethiopian law requires approval for transferring sensitive personal data abroad, the transfer must not begin before that approval. Applicable transfer conditions, safeguards and any additional domestic-only restrictions also apply.
Consent to use the platform does not waive these requirements. You may ask our privacy contact for information about recipients, transfer safeguards and available copies of relevant protections, subject to lawful limits protecting other people and confidential security details.
9 How long we keep information
We retain information for the relevant clinical, legal, security or contractual purpose and the applicable retention period. The clinical-record steward determines the required prescription, dispensing, laboratory and imaging retention rules, including any stored results or reports, with us. We consider medicine category, facility obligations, record type, regulatory requirements and any legal hold; a single period may not fit all records.
Account, credit and transaction records are retained for administration, accounting and dispute needs. Authentication and security records are retained for proportionate investigation and security purposes. Expiry of a verification code, reset link or session is a limit on its use, not a promise that every associated record is immediately erased.
We periodically review retained information and securely delete, anonymize or archive it when the relevant purpose and legal retention needs end. Backup copies follow controlled expiry and restoration procedures. A justified legal hold may delay deletion; access remains restricted. You can request the applicable period or criteria for a particular record.
Closing an account or ending a facility contract does not automatically delete a patient’s clinical record or the evidence needed for lawful audit. We coordinate preservation, authorized export and eventual disposal with the record steward.
10 How we protect information
Our safeguards include individual authentication, role-based account permissions, password hashing and session controls. Patient information, including laboratory and imaging information, must be protected in production with encryption in transit and at rest, access limited to authorized users for their assigned purpose and task, and appropriate audit logs. Before enabling production processing, we must verify these safeguards for the approved service, including stored information and backups. We review access, investigate security events and require appropriate protection from service providers.
The platform records certain prescription lookups and security events. These records do not by themselves establish complete audit coverage. Production use requires audit records of relevant clinical access and user activity, identifying the user, action, date and time, and protection of clinical records and audit evidence against unauthorized alteration. We require staff and institutional users to follow confidentiality rules, avoid shared credentials and protect workstations, downloads and printed copies.
No service can remove every security risk. You can help by safeguarding account credentials and prescription tokens, checking patient contact details, signing out of shared workstations and reporting unexpected access promptly. This statement does not limit our legal duties or responsibility for our own safeguards.
11 Your choices and rights
You may ask for confirmation of processing, access to your information and an understandable copy, correction of inaccurate or incomplete information, deletion where applicable, restriction of use, or consideration of an objection. You may withdraw consent for processing that relies on consent and complain to the competent authority. If applicable law gives an additional right, we will respect it.
Contact us through section 17, or contact the facility holding your clinical record. You do not need a patient portal or a Prescription.et account to make a request. We coordinate requests with the responsible facility and assist it when we act as its processor. A request about our own account or security processing is handled by us.
We verify identity and the authority of a representative using information proportionate to the request. Do not email passwords, verification codes, full prescription tokens or unnecessary medical documents. We will arrange a suitable secure method if more evidence is needed.
We respond without undue delay and within any applicable legal deadline. Access and correction are ordinarily free. Any refusal, restriction or lawful charge must have a legal basis and be explained, together with the available complaint route. Rights can be limited by obligations to retain records, another person’s privacy, legal privilege or other applicable protections. The patient-fee prohibition below applies to receiving, accessing, retrieving or presenting the clinical records it specifies; an institutional charge or credit rule does not override it.
Clinical corrections must preserve an accurate history of the original record and amendment. An inaccurate demographic field can be corrected; a disputed clinical judgment may require the responsible clinician’s review and an explanatory entry. We tell relevant recipients about corrections when required. Restricting or deleting data must be coordinated with continuing care and lawful recordkeeping. Corrections to a laboratory or imaging request, result or report must involve the responsible doctor, laboratory or imaging centre as appropriate and preserve the original and amendment history.
We do not use the service to make a treatment or dispensing decision solely by automated processing. A status flag, lookup outcome, account restriction or credit balance does not replace clinical review. You may request human review of a decision affecting access and ask how your information was used. We will provide an authorized copy or support a transfer of records where applicable. These requests can be handled through our privacy contact or the responsible facility.
Patients shall not be charged any fee solely for receiving, accessing, retrieving or presenting a prescription, laboratory request, imaging request, result or report through Prescription.et. Platform charges, where applicable, shall be payable only by participating private institutions under separate written commercial agreements. No charge shall apply to a public or government facility unless separately agreed and approved in accordance with applicable law.
12 Children and authorized representatives
Children may receive healthcare recorded through the service even though professional accounts are intended for authorized institutional users. We and the responsible facility must protect children’s interests and verify the authority of anyone acting for them.
For a patient below sixteen, the responsible controller must establish the appropriate parental, guardian or tutor authorization, or another condition specifically permitted for that child under Ethiopian law, including a qualifying vital-interest circumstance. We do not assume that an adult holding a child’s telephone or token is an authorized representative.
Access by a parent or representative is assessed against applicable law, clinical confidentiality and the patient’s rights. We do not use children’s information for marketing, profiling or combining marketing profiles. Information about rights and processing should be explained in a form the child can understand.
13 Research and other secondary uses
We do not use patient information, including laboratory and imaging information, for advertising, sale or unrelated research. We do not use identifiable clinical records to train general-purpose artificial-intelligence models. An institutional agreement or acceptance of our Terms does not grant permission for those purposes.
Any proposed research related to the authorized care or another specifically permitted secondary use requires a separate lawful assessment, minimum necessary information, access controls and ethical approval where required. It must not be an unrelated use prohibited above. A new consent-based use requires a separate valid choice. Public-health and regulatory activities must have the relevant legal authorization.
We prefer effectively anonymized or aggregated information when it meets the purpose. Replacing a name with a code does not necessarily make information anonymous; coded information that can be linked back to a person remains protected. We prohibit attempts to re-identify anonymous outputs.
14 Security incidents and notifications
Report a suspected breach or misdirected message promptly using section 17. We investigate, preserve necessary evidence and work with affected facilities and service providers to contain harm and restore safe operation.
When we act as a processor, we notify the responsible controller without undue delay after becoming aware of a personal-data breach and assist its investigation and notifications. When we are the responsible controller, we notify the Ethiopian Communications Authority within seventy-two hours of awareness as required by Ethiopian law. We communicate with affected individuals within the applicable seventy-two-hour period, subject to the specific statutory exceptions.
A notice explains the nature of the incident, a contact for further information, likely consequences and measures taken or proposed. We provide further information as it becomes available and make any additional reports required for patient safety, cybersecurity or regulatory oversight.
15 Service messages and safe contact
We send necessary account, security, prescription, laboratory and imaging coordination messages. Patient SMS notifications follow the minimal-content rule in section 6; clinical details and any results or reports must be accessed through an approved secure channel by authorized recipients. Optional reminders or other optional communications require a separate choice where appropriate. You may ask your facility to use a safer contact number or assisted method when a shared phone, changed number or visible message could compromise your privacy.
SMS and ordinary email may be seen by another person who can access the device or mailbox. Delivery depends on external services and is not guaranteed by a successful prescription, laboratory or imaging request submission. A patient should contact the responsible facility if an expected service message is missing. Avoid forwarding a retrieval token except to an authorized recipient for your care.
16 Changes to this policy
We publish the current policy with its effective date and provide appropriate notice of material changes through the website or another suitable channel. When a proposed change requires fresh consent or another authorization, we obtain it before starting that processing. A policy update cannot retrospectively authorize an incompatible use of health information.
17 Contact and complaints
Address privacy questions and rights requests to Olympus Trading PLC, Privacy Contact, Woreda 12, House No. New, Nifas-Silk Lafto Subcity, Addis Ababa, Ethiopia. Telephone: +251922186666. Email: olympus.systems.et@gmail.com. A telephone enquiry can be used to arrange a secure written request.
For diagnosis, treatment, prescription correction, medicine supply, or a laboratory or imaging request, result or report, contact the responsible doctor, healthcare facility, pharmacy, laboratory or imaging centre as appropriate. For a suspected clinical error or urgent clinical need, seek clinical assistance directly; the platform privacy contact is not an emergency service.
You may complain to the Ethiopian Communications Authority about personal-data protection and seek any other remedy available under applicable law. Its official website is https://www.eca.et. You do not have to complete our internal complaint process before exercising a statutory complaint right.