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Further update on the proposed closure of Protomed Limited

8 November 2018

Dear Customer,

Since our communication to you on Monday 29 October 2018, the Directors and Management of the business have been working to develop the format and mechanism by which customers can have their patient and prescribing data (Data) returned to them in a machine-readable format, or elect for it to be securely deleted.


In our last communication we outlined that we were investigating the possibility of enabling a transfer of Data to an alternative online system offered by NaviMed Limited (NaviMed).  

Unfortunately it is now clear that we are unable to complete this work within a timeframe where we can offer this as a reliable and definitive solution for customers before the proposed closure of the business on 30 November 2018 (Closure Date).

Whilst Data will still be returned in line with our obligations under GDPR, you are reminded that following the return of Data, any data migration undertaken by you or your chosen IT providers will still require verification as to its integrity and accuracy both before and after it has been uploaded onto an alternative system. Protomed will have no control over the Data once it was left the Biodose system, and therefore customers will continue to have sole responsibility for their Data and its future use.

Customers will be contacted via the email address they have previously provided for contact purposes. This e-mail will contain a link to a secure site where customers can choose whether they want us to return or delete their Data. Once customers have indicated their preference, they will receive a follow up telephone call to confirm requirements and next steps. These calls will be recorded for data audit purposes.

System availability

Given the time taken to investigate the data transfer solution and in recognition that some customers may have delayed decisions to move in anticipation of the outcome, the Directors and Management of the business have agreed to extend availability of the Biodose online system to customers beyond the Closure Date, with access to the system now being withdrawn from midday on Friday 14 December 2018.

Developer documentation

Although the work to transfer the Data to an alternative system has ceased, we intend to make the data specification documents available on request, where this may help providers of alternative systems to establish compatibility with the Data that will be returned to customers.


In the period leading up to the Closure Date, the business will continue to accept orders for Biodose consumables whilst stocks last. Please note that all orders placed following this announcement will require payment on account before they will be processed and fulfilled. The Q&A addendum that accompanies this communication contains further details on the trading position for consumables and fulfilment of large orders.

Software refunds

As previously highlighted, access to the Biodose online system will be free of charge during the closure period and the extended access period, and customers who have already paid in advance for system access will receive a pro-rata refund. Credit notes will be processed against any outstanding customer debt initially, with any excess being returned to customers in cash. These refunds will be processed as soon as possible over the coming weeks.

If you have any questions please contact your Regional Account Manager or the Protomed office on 01260 292 840.

Click here to view the Appendix – Protomed Q&A

Appendix – Protomed Q&A


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