Privacy Policy

Effective Date: 02/09/2026

This Privacy Policy explains how Healthcare Logistics Ltd (HLL), operating the LIAMS platform (“LIAMS”, “we”, “us”, or “our”), collects, uses, stores and protects personal data when you use LIAMS, our website, and any services or integrations connected to LIAMS.

Our registered address is:

Healthcare Logistics Ltd (HLL)
90, Mayflower Court,
Triq San Alwigi,
Msida, Malta

For privacy-related questions, you may contact us at:

he**@******ta.com

1. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed through:

the LIAMS website;
the LIAMS web application;
customer and user accounts;
customer support;
integrations connected to LIAMS, including QuickBooks Online; and
other services provided by us in connection with LIAMS.

This Policy does not apply to third-party services that operate independently from LIAMS. Those services are governed by their own privacy policies.

2. Data Controller and Processor Roles

Depending on how LIAMS is being used, we may process personal data in different capacities.

For information relating to our own customers, users, account holders, website visitors and business contacts, Healthcare Logistics Ltd (HLL), generally acts as the data controller.

Where a customer uses LIAMS to process personal data relating to its own clients, employees, suppliers or other individuals, the customer may act as the data controller and we may act as a data processor on that customer’s behalf.

Where required, additional data processing terms may apply between us and the customer.

3. Personal Data We Collect

The information we collect depends on how you use LIAMS.

Account and User Information

We may collect:

first name;
last name;
email address;
telephone number;
organisation name;
job title or role;
account credentials;
account permissions and access rights; and
account activity.

Business Information

We may process information relating to your organisation, including:

business name;
business address;
contact details;
customer details;
invoice information;
payment records;
service information; and
other business records entered into LIAMS.

Technical Information

When you use LIAMS or visit our website, we may collect technical information such as:

IP address;
browser type;
device information;
operating system;
login information;
access timestamps;
application logs;
security logs;
error reports; and
activity relating to the use of the Service.

Customer Support Information

If you contact us, we may process:

your contact details;
your correspondence with us;
support requests;
screenshots or attachments you provide; and
information required to investigate or resolve your request.

4. QuickBooks Integration

LIAMS may allow users to connect their organisation’s QuickBooks Online account.

QuickBooks is provided by Intuit Inc. and/or its affiliates (“Intuit”).

When you connect QuickBooks to LIAMS, you authorise LIAMS to access certain information from the QuickBooks account according to the permissions you approve during the QuickBooks authorisation process.

Depending on the LIAMS features being used, this information may include:

QuickBooks company information;
customer information;
invoice information;
invoice numbers;
invoice status;
outstanding invoice balances;
payment information;
payment dates;
transaction references; and
other accounting information required to provide the authorised integration.

LIAMS will only request and process QuickBooks information that is reasonably necessary to provide the functionality authorised by the user.

We do not obtain your QuickBooks password.

Authentication and authorisation are performed through the mechanisms provided by Intuit.

5. How We Use Personal Data

We may process personal data for the following purposes:

to create and manage LIAMS accounts;
to provide the LIAMS Service;
to authenticate users;
to control access and permissions;
to provide features requested by customers;
to operate integrations such as QuickBooks;
to retrieve and display accounting information;
to process and reconcile invoice payment information;
to provide customer support;
to investigate technical issues;
to maintain security;
to detect or prevent fraud, misuse or unauthorised access;
to maintain logs and audit records;
to improve the performance and reliability of LIAMS;
to communicate important service information;
to administer subscriptions and billing;
to comply with legal obligations; and
to establish, exercise or defend legal claims.

6. Legal Bases for Processing

Where the General Data Protection Regulation (“GDPR”) applies, we process personal data only where we have an appropriate legal basis.

Depending on the circumstances, this may include:

Performance of a Contract

We may process personal data where necessary to provide LIAMS or another service you have requested.

Legitimate Interests

We may process information where necessary for legitimate business interests, including:

maintaining and improving LIAMS;
maintaining system security;
preventing misuse or fraud;
providing customer support;
maintaining business records; and
understanding how the Service is being used.

We will consider the impact on your rights and interests before relying on legitimate interests.

Legal Obligations

We may process information where required to comply with applicable laws, regulations, court orders or other legal requirements.

Consent

Where required, we may ask for your consent before processing certain information.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

7. QuickBooks Data Use

Information obtained through the QuickBooks integration will only be used to provide, maintain, secure and support the LIAMS features authorised by the customer.

We will not sell QuickBooks data.

We will not use QuickBooks data for unrelated advertising purposes.

We will not disclose QuickBooks data to third parties except where:

necessary to operate LIAMS;
necessary to provide the requested integration;
a service provider processes the information on our behalf;
required by law; or
authorised by the customer.

Access to QuickBooks information is restricted according to the functionality and permissions required to provide the Service.

8. Sharing of Personal Data

We may share personal data with carefully selected service providers who help us operate LIAMS.

These may include providers of:

cloud hosting;
databases;
authentication;
email delivery;
error monitoring;
application monitoring;
security services;
customer support;
backup services;
payment processing; and
accounting integrations.

These providers may only process personal data according to their contractual obligations and applicable data protection laws.

We may also disclose information where necessary:

to comply with applicable law;
to respond to lawful requests from public authorities;
to enforce our agreements;
to protect our legal rights;
to investigate fraud or security incidents; or
in connection with a merger, acquisition, restructuring or sale of all or part of our business.

9. Third-Party Services

LIAMS may integrate with third-party services.

When you choose to connect a third-party service, personal data may be exchanged between LIAMS and that service as necessary to provide the integration.

Third-party services operate according to their own terms and privacy policies.

For QuickBooks integrations, Intuit may independently process information in accordance with its own privacy policies and contractual terms.

LIAMS is not responsible for the privacy practices of third-party services acting independently from us.

10. International Data Transfers

Some of our service providers may process personal data outside Malta or outside the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA, we will take appropriate measures to protect the information in accordance with applicable data protection law.

These safeguards may include:

adequacy decisions adopted by the European Commission;
Standard Contractual Clauses approved by the European Commission; or
other legally recognised transfer mechanisms.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected.

Retention periods may depend on:

the duration of the customer relationship;
contractual requirements;
legal obligations;
accounting and tax requirements;
security requirements;
dispute resolution requirements; and
legitimate business needs.

When information is no longer required, we will delete, anonymise or otherwise securely dispose of it where reasonably practicable.

Backup copies may remain for a limited period as part of normal backup and disaster-recovery procedures.

12. Disconnection of QuickBooks

You may disconnect your QuickBooks account from LIAMS.

After disconnection:

LIAMS will stop making new requests to QuickBooks using that authorisation;
QuickBooks functionality within LIAMS may stop working; and
information already retrieved from QuickBooks may be retained where reasonably necessary for business records, legal obligations, security, audit purposes or functionality previously requested by the customer.

Where applicable and subject to legal or contractual retention requirements, customers may request deletion of information associated with the integration.

13. Data Security

We use reasonable technical and organisational measures designed to protect personal data against:

unauthorised access;
accidental loss;
alteration;
unauthorised disclosure;
destruction; and
misuse.

These measures may include access controls, authentication, encryption, logging, monitoring and restricted administrative access.

No internet-based service can guarantee absolute security. Users are responsible for protecting their account credentials and promptly notifying us of suspected unauthorised access.

14. Your Rights Under GDPR

Where GDPR applies, you may have the right to:

request access to your personal data;
request correction of inaccurate personal data;
request deletion of personal data;
request restriction of processing;
object to certain processing;
request portability of your personal data;
withdraw consent where processing is based on consent; and
lodge a complaint with a data protection supervisory authority.

These rights may be subject to limitations under applicable law.

To exercise your rights, contact:

[Privacy Email Address]

We may need to verify your identity before processing your request.

15. Customer-Controlled Data

Where LIAMS processes personal data on behalf of a customer, requests relating to that information should normally be directed to the customer who controls the data.

For example, if your information is stored in LIAMS because you are a customer, supplier or contact of an organisation using LIAMS, that organisation may be responsible for responding to your data protection request.

We will assist our customers with such requests where required by applicable law and contractual arrangements.

16. Cookies and Similar Technologies

Our website and application may use cookies or similar technologies where necessary to:

maintain user sessions;
authenticate users;
remember preferences;
provide security;
prevent abuse; and
understand application performance.

Where non-essential cookies are used and consent is required by law, we will request appropriate consent before using them.

Further information may be provided in a separate Cookie Policy where applicable.

17. Children’s Privacy

LIAMS is intended for use by businesses and authorised business users.

The Service is not intended for children.

We do not knowingly provide LIAMS directly to children or intentionally collect personal data from children for the purpose of providing user accounts.

18. Automated Decision-Making

LIAMS does not currently use personal data to make decisions producing legal or similarly significant effects on individuals solely through automated processing.

If this changes, we will provide appropriate information and safeguards as required by applicable law.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

changes to LIAMS;
changes to our integrations;
changes to our service providers;
changes to our business practices; or
changes to legal or regulatory requirements.

The current version will be published on our website together with its effective date.

Where appropriate, we may also notify registered users of material changes.

20. Complaints

If you have concerns about how we process personal data, you may contact us first so that we can try to resolve the matter.

You also have the right to lodge a complaint with the relevant supervisory authority.

For organisations established in Malta, the supervisory authority is the:

Information and Data Protection Commissioner (IDPC), Malta

21. Contact Us

For questions about this Privacy Policy or the processing of personal data, contact: