Compliance that is technically enforced, not organisationally hoped for

At Poljects, we build and operate a compliance platform for pharmaceutical wholesale that covers the complete legal import process for medical cannabis into Germany. That process runs through seven regulated phases, each with hard legal deadlines, mandatory evidence and correspondence with the authorities. In most companies it still runs on email and spreadsheets, where a missed date or a missing document is only noticed during an inspection.

One guarded workflow instead of seven handovers

Licence, product register, import and export permits, customs, goods receipt and quarantine, laboratory analysis and the final release by the qualified person all live in a single guarded workflow. Each step opens only once its evidence is in place, and the platform blocks what must not happen, such as a physical import before the product register is approved, or a permit being redeemed twice.

What makes it audit-proof

• ✔️ Append-only audit trail secured by a hash chain, with verifiable integrity
• ✔️ Documents stored immutably with checksums, versioning and virus scanning
• ✔️ Electronic release signature with step-up re-authentication
• ✔️ A signature manifest that freezes exactly what the qualified person saw at the moment of the decision
• ✔️ Deadline engine for permit expiry, balance reports, retention samples and licence validity
• ✔️ An inspection view that puts every piece of evidence for one import on a single page

Partners work in the system, not in an inbox

Contract laboratories log in to their own portal and upload certificates of analysis against their own orders. Customers maintain their licences and qualification documents themselves, with expiry monitoring built in. Temperature logs from the transport, retention samples, cost tracking per import and structured correspondence with the authorities are all part of the same record.

Designed for the people who get inspected

The interface is deliberately plain. There is nothing playful in the working area, because it has to look under control to an auditor as well. Roles are strictly separated, every action is attributable, and the system is built to the validation expectations that apply to regulated pharmaceutical software.

Where it stands

The platform is in supervised pilot operation with a pharmaceutical wholesaler, running acceptance testing on a dedicated environment, with a warehouse management module currently being scoped.