What Happens To Your Data If You Cancel Your TherapyNotes Subscription?
Mental health records often contain protected health information (PHI) and sensitive details that, if exposed or improperly handled, can lead to serious privacy concerns. A recent breach exposed over 120,000 files from Confidant Health, a company offering addiction recovery and mental health services across multiple U.S. states. This incident highlights the critical need to understand how mental health data is managed, especially when discontinuing use of an electronic medical record (EMR) system.
TherapyNotes is a widely used mental and behavioral health EMR platform. If you are planning to cancel your subscription, it is important to understand how your data will be handled afterward. In this blog, we will explain the policies of TherapyNotes on data retention, export, and deletion following account termination or abandonment.
Key Takeaways
- TherapyNotes recommends exporting all records to prevent permanent data loss
- The vendor retains records temporarily after cancellation, in line with legal requirements
- TherapyNotes support can help with exporting your records before cancellation
- Unpaid TherapyNotes accounts are marked abandoned and eventually terminated
- Deleted data from your account cannot be recovered once the retention period ends
Immediate Steps: Export Data Before Cancellation
It is important to export your data before initiating TherapyNotes account cancellation. The vendor strongly recommends doing this to ensure you retain access to client records and documentation after your account is closed. Here’s what you should do to avoid potential issues with the TherapyNotes data recovery process:
- Initiate a data download before canceling your TherapyNotes subscription
- Contact support at ‘support@therapynotes.com’ if you need help with the process
- Store your exported data securely to stay compliant
What Happens After You Cancel Your TherapyNotes Subscription?
Once you cancel your TherapyNotes subscription, your data is not immediately deleted. The vendor will retain your records for a period known as the ‘Data Retention Period’, in line with applicable laws and regulations. TherapyNotes will also maintain HIPAA compliance after cancellation to protect your data, as outlined in the Business Associate Agreement (BAA).
However, after this period ends, TherapyNotes will proceed with permanent data deletion, and it cannot be recovered. It is important to note that you are responsible for complying with all records retention requirements. TherapyNotes recommends you export your data before cancellation to ensure ongoing data access after the retention period expires.
Account Abandonment And Data Disposal
In some cases, an account may be considered ‘Abandoned’ if the customer discontinues service but does not formally terminate their account by failing to make payments for 60 consecutive days. On the 61st day, the account will be marked as abandoned and terminated. For trial accounts, this applies if there have been no logins for 30 consecutive days after sign-up.
After an account is marked abandoned and terminated, TherapyNotes will retain your data temporarily based on their record retention policy. Once this period ends, the data will be permanently deleted and cannot be recovered. The vendor will dispose of any customer data containing PHI in accordance with the BAA and terms of service.
Final Thoughts
The healthcare industry is responsible for nearly 30 percent of the world’s data, and that number continues to grow. As a mental health professional, protecting your clients’ sensitive information is not just a legal obligation but also an important part of maintaining their trust.
If you are planning to proceed with the termination of your TherapyNotes subscription, make sure you export your data, understand how long it will be retained, and store it securely. These simple steps can help you stay compliant and safeguard your clients’ records even after you stop using the platform.
If you are considering other platforms, take a look at our guide to the best TherapyNotes alternatives in 2025 to find a solution that meets your practice’s needs.
