Trial Data Retention Policy

1. Overview

This policy describes how Telemedcore handles the data of accounts created under a free trial subscription when the trial period ends without conversion to a paid plan. It supplements our Privacy Policy → and Terms of Use →.

The key commitments in this policy are:

• Your trial data is retained for 90 days after trial expiry before permanent deletion.
• You receive email notifications at key points in the retention window.
• You can export your data or reactivate your account at any time during the 90-day retention period.
• After 90 days, data is permanently and irreversibly deleted.

2. Trial Lifecycle

A Telemedcore free trial begins when you register a practice account through the self-service registration flow. The trial period is 7 days from the date of account creation, unless a different duration has been agreed upon in writing.

During the trial period, you have full access to the platform features available under the Starter tier. No credit card is required to start a trial, and you will not be charged during the trial period.

When a trial expires and is not converted to a paid subscription, the following sequence occurs automatically:

1. Day 0 (Expiry): Account is deactivated. All users lose access. Practice data is preserved but inaccessible.
2. Day 3: A deletion warning email is sent to the registered admin email address.
3. Day 90: All practice data is permanently deleted.

3. Data Retention Schedule

The following schedule applies from the trial expiry date (Day 0):

• Day 0 (Expiry): Account deactivated. Data frozen and preserved. Expiry notice email sent.
• Day 3: Data deletion warning email sent.
• Days 1–89: You may subscribe to a paid plan at any time to restore access and cancel the scheduled deletion.
• Day 90: All practice data is permanently deleted. This action is irreversible.

The 90-day retention window is a grace period, not a paid storage service. Data in this state is not accessible for use; it is held solely to allow recovery through subscription conversion.

4. What Gets Deleted

At the end of the 90-day retention window, the following data associated with your trial practice account is permanently deleted:

• Patient records (demographics, insurance, portal access)
• Encounter notes, diagnoses, procedures, and vitals
• Appointments and scheduling data
• Billing records and claims
• Documents and attachments
• Provider profiles and user accounts associated with the practice
• Practice configuration and settings

The following data is retained after account deletion for compliance purposes:

• HIPAA audit logs (if the account entered any protected health information) — retained for 7 years, which exceeds the six-year requirement in 45 CFR 164.530(j).
• Billing and payment transaction records — retained for 7 years for tax and financial compliance.
• Anonymized or aggregated usage statistics — retained indefinitely for product analytics. No personal or practice-identifying information is included.

Note for trial accounts that entered real patient data: If your trial account was used to store protected health information (PHI) — for example, real patient names, dates of birth, or medical records — HIPAA-mandated audit logs referencing that data are retained for 7 years regardless of account status. The PHI itself is deleted on the standard 90-day schedule. For guidance on your HIPAA obligations as a covered entity, please review the HIPAA Notice →.

5. Exporting Your Data

To export your data during the 90-day retention window, you must first reactivate your account by subscribing to a paid plan. Once active, you can use the built-in data export tool under Settings → Data → Export to download your records in standard formats.

If you need to export data but cannot subscribe, contact our support team at support@telemedcore.com before the 90-day window closes. We will work with you to provide a one-time data export at no charge, subject to identity verification.

Data export requests submitted after the 90-day window has closed cannot be fulfilled, as the data will have been permanently deleted.

6. Reactivating After Expiry

You may reactivate a deactivated trial account at any time during the 90-day retention window by subscribing to a paid plan. Upon successful subscription activation:

• All practice data is immediately restored and accessible.
• All users regain access with their previous roles.
• The scheduled data deletion is cancelled.
• Your subscription billing begins on the date of reactivation.

To reactivate, visit our pricing page → or contact support@telemedcore.com.

7. Notifications

Telemedcore sends the following automated email notifications during the trial and retention periods. All emails are sent to the admin email address on file for the practice.

• T−7 days: Trial expiry reminder (7 days remaining). Sent only when a trial runs longer than 7 days.
• T−3 days: Trial expiry reminder (3 days remaining).
• T−1 day: Trial expiry reminder (1 day remaining).
• Day 0: Trial expired notice with data deletion date and reactivation instructions.
• Day 3: Data deletion warning with final reactivation call to action.

If notification emails are not received, check your spam folder. To update the admin email address, log in before trial expiry and update it under Settings → Practice → Contact Information.

8. Exceptions and Extensions

Trial extensions and retention period extensions may be granted at Telemedcore’s discretion. To request an extension, contact support@telemedcore.com before the relevant deadline.

Extensions will not be granted after the 90-day deletion window has closed and data has been permanently deleted.

Accounts subject to a legal hold (e.g., pursuant to a court order or litigation preservation notice) will not be deleted regardless of trial status. Telemedcore will notify the account owner if a legal hold prevents scheduled deletion.

9. Contact Us

If you have questions about this policy or your trial data, contact us:

• Email: privacy@telemedcore.com
• Support: Contact form →