This page sets out how long ClinikNote keeps different categories of personal data. It supplements our Privacy Policy and is written to align with the Digital Personal Data Protection Act, 2023 (DPDP Act).
1. Retention Table
- Doctor account (profile, clinic details): retained for as long as your account is active. Deleted within ninety (90) days of account closure.
- Patient records (name, history, vitals, notes, prescriptions): retained for as long as the doctor account is active. Individual patient records marked as deleted are soft-deleted — hidden from the app immediately, kept in the database for ninety (90) days to allow accidental-deletion recovery, then purged.
- Uploaded documents (lab reports, images): same retention as patient records — soft-deleted on request, hard-deleted from Cloudflare R2 storage after ninety (90) days.
- Daily case register entries and pending dues: retained for as long as the doctor account is active, since these form part of the doctor’s statutory records under Income Tax rules. On account closure, we will export a copy for you before deletion if requested.
- Authentication and session data:managed by our authentication provider (Clerk). Session tokens expire per Clerk’s defaults; login history is retained for sixty (60) days for security monitoring.
- Application logs (error traces, diagnostic events): retained for thirty (30) days for debugging and incident response, then automatically purged.
- Backups: daily Postgres backups are retained for seven (7) days. Deleted records may persist in backups until the backup age exceeds this window.
2. Legal Retention Requirements
Certain Indian laws may require you to retain patient or financial records for longer than our default retention. This is your responsibility as the treating doctor and Data Fiduciary for your patients. We recommend maintaining parallel physical records or periodic exports as appropriate for your practice.
3. Deletion on Request
You can request deletion of your account or specific patient records by emailing our Grievance Officer at support@cliniknote.app. Requests are acknowledged within seven (7) working days and actioned within thirty (30) days, subject to the legal-retention carve-out in section 2.
4. Data Export
You may request an export of your data at any time — the export includes doctor profile, patient records, daily case register entries, and prescriptions in a machine-readable format. Send the request to the address above.
5. Changes to This Policy
Retention timelines may change as the service evolves. When they do, the “Effective Date” at the top of this page will reflect the latest revision, and material changes will be communicated through the app or by email.