Privacy policy

Last updated: 15 November 2026

This privacy policy explains which personal data the Offizia app and the website offizia.app process, why, and which rights you have. We collect only what the app needs to work.

Who is responsible

Offizia is provided by ActaPro OÜ, Estonia (“we”). Questions about privacy at any time to info@offizia.app.

Your account and this website. For the data of your account and for this website we are the controller under the GDPR.

The data of a pharmacy. Schedule, working times, absences, checklists and master data of the team belong to the pharmacy. The pharmacy is responsible for this data as the employer. We process it on its behalf (processing under Art. 28 GDPR). The pharmacy receives the contract for this on request to info@offizia.app.

Which data we process

Your account. Name, email address and whether it is confirmed, language, appearance (light or dark) and your password, which our sign-in service stores only as a secure hash. If you sign in with Google or Apple, we receive your name, email address and an account identifier from them.

Team and master data. Name, email address, phone number, role, qualifications, branch and permission. If the pharmacy enters them: address, birthday, personnel number, first day, probation, end of contract, contract data (target hours, vacation entitlement) and the hourly wage.

Schedule and working time. Planned shifts, wishes and availabilities, requests to swap or give away a shift, clocked times and breaks with time and device (app, browser or time clock station), corrections, the hours account and surcharges.

Absences. Type, period, status and note of an absence. This includes the entry “sick”. That is health data and is specially protected.

Checklists. Who ticked which task when, values that were entered (for example a temperature), notes, reasons and proof photos.

Place. A checklist can be bound to a place. Then the app compares the position of the phone with this place, on the phone, when a task is ticked. We store only the result, “on site” yes or no, and never the position. The app asks for the position only while you use it, and only for such checklists.

Camera and photos. The app opens the camera or the photo library only when you add a photo. It stores only the photos you choose, in a reduced size.

Notice board. Announcements, comments, attachments and read confirmations.

Notifications. So that your device receives notifications, we store a device identifier of the notification service of Apple or Google and the language of the device. The texts of notifications never name the reason of an absence.

Time clock station. For the PIN we store only a hash, never the PIN itself.

Calendar subscription. If you subscribe to your shifts in your calendar, your calendar fetches them through a secret address. Anyone who knows this address sees your shifts. You can delete the address in the app.

Invitation emails. When a pharmacy invites someone, we send an email to that address with the name of the pharmacy and of the person who invites.

Import from another program. When a pharmacy takes over its data from Aplano, Offizia uses the access key once for the import and does not store it.

Technical data. Like every online service, our servers process technical data such as IP addresses and device information to deliver the app and the website and to run them securely.

We use no advertising, no analytics and no tracking services in the app or on the website. The website sets no cookies. It only remembers in the browser whether you are signed in to the app, so that the button “Open app” appears.

Why we process the data

We process the data of your account to provide the service to you (Art. 6(1)(b) GDPR). We process technical data to run the service securely and to prevent abuse (legitimate interest, Art. 6(1)(f) GDPR).

The pharmacy processes the data of the team for the employment relationship: scheduling, time recording, vacation, payroll and the documentation of its operations. The pharmacy, as the controller, determines the legal basis for this.

Your device asks for your permission before the app may use location, camera, photos or notifications. You can withdraw the permission at any time in the settings of your device.

Who sees which data

Permissions in the pharmacy decide who sees what:

• Everyone in the team sees the published schedule, the names, roles and phone numbers of colleagues, and the notice board.
• Colleagues see only “away” for an absence, not the reason. The person, managers and admins see the reason.
• A person sees their own working times, hours account and master data. Managers and admins see them for their team.
• Only admins see the hourly wage and the wage types.
• People outside the pharmacy do not see its data.

Where the data is and who helps us

The data of the app is stored in the European Union, on servers in Frankfurt am Main. We use these service providers, who process data only on our instructions:

• Google Firebase (Google Ireland Ltd.) for sign-in, database, files, server functions, notifications and the hosting of the website.
• Our email provider sends invitation emails and emails to confirm your address.
• Apple and Google, when you sign in with them, for notifications on your device and for the delivery of the app through the App Store and Google Play.

Some of these providers may also process data in the USA, for example for technical support. Such transfers are covered by the EU-US Data Privacy Framework or the EU standard contractual clauses. We never sell your data.

How long we keep data

We keep the data of your account as long as you have an account. We keep the data of a pharmacy as long as the pharmacy uses Offizia. The pharmacy decides, within its legal duties, how long schedules, working times and absences are kept. When a person leaves the team, their entries remain part of the records of the pharmacy. Technical logs are deleted automatically after a short time.

Deleting your account

You can delete your account in the app at any time: Settings, then “Delete account”. Your account and your profile are deleted at once. A pharmacy in which you are the only member is deleted too.

If you cannot use the app, write from the address of your account to info@offizia.app with the subject “Delete account”. We delete your account within 30 days and confirm this to you. Your entries in the schedule and the time records of a pharmacy remain part of the records of that pharmacy. Please contact the pharmacy about them.

Your rights

Under the GDPR you have the right of access, rectification, erasure, restriction of processing and data portability, and the right to object to processing that is based on legitimate interests. You can withdraw consent at any time.

For the data of your account, write to info@offizia.app. For data from your employment, contact your pharmacy; we support it in this. You can also complain to a data protection authority, for example the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) or the authority where you live or work.

Security

All connections to the app and the website are encrypted. Access rules in the database make sure that only the members of a pharmacy can read its data, and that wages and reasons of absences reach only those who are entitled.

Children

Offizia is a tool for work in the pharmacy. It is not meant for children under 16.

Changes

When we change this privacy policy, we update it on this page and change the date above. We also announce important changes in the app or by email.