FAQ: Termination of Account and Record Disposition; Account Abandonment
The following FAQ outlines TherapyNotes’ policies and procedures for termination and disposition of data regarding TherapyNotes’ Services as referenced in the Terms of Service and Business Associate Agreement (BAA).
Please contact TherapyNotes at support@therapynotes.com with any questions about this FAQ.
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Q: If my contract with TherapyNotes is terminated, will I have an opportunity to download my data?
A: Yes. Prior to leaving TherapyNotes, we strongly recommend initiating a data export so you still have access to your records after canceling your account.
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Q: What happens to my data after the termination date?
A: TherapyNotes will continue to retain the Customer’s data for an additional 60 days (Data Retention Period). After the Data Retention Period is completed, the data will be deleted. Once this data is deleted, it cannot be recovered.
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Q: If I discover that I need additional information during the Data Retention Period, how can I obtain the additional data?
A: Please contact TherapyNotes at support@therapynotes.com for assistance.
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Q: During the Data Retention Period, will TherapyNotes continue to maintain privacy, security and integrity of my data as defined by HIPAA?
A: As noted in the BAA, TherapyNotes will continue to extend the protections of HIPAA and the BAA during the Data Retention Period.
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Q: Will TherapyNotes maintain a copy of my data to comply with local, state, federal and/or HIPAA Medical Records retention mandate?
A: After the Data Retention Period is completed, TherapyNotes will dispose of customer data containing PHI as noted in the BAA. After this data is deleted, it cannot be recovered. Customer will solely be responsible for complying with all records retention requirements.
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Q: What does TherapyNotes consider an “Abandoned Account"?
A: An “Abandoned Account” means a Customer has discontinued service but has failed to formally terminate its account by a combination of non-payment of the current or previous month fees and 30 consecutive days of no customer logins to the Service. At the 31st day, the account is deemed “Abandoned” and the account is terminated. In addition, a trial account will also be deemed “Abandoned” and terminated 61 days after sign-up if there have been no logins for 30 consecutive days after sign-up. These rules do not apply to accounts in storage mode.
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Q: What happens to my data if my account is deemed “Abandoned” and terminated?
A: After the account is deemed abandoned and terminated, the data is held for an additional 60 days (Data Retention Period). TherapyNotes will then properly dispose of Customer Data as noted in the TherapyNotes BAA. After this data is deleted, it cannot be recovered. Customer will solely be responsible for complying with all records retention requirements.