Data retention

Clinic records stay in ClinicGem for the periods below. The product does not erase a client file when the date arrives. You review the list and handle destruction as your clinic's own process.

How long records are kept

• Client records stay for 10 years after the client's last visit. If the client was under 18 at that visit, the date is their 18th birthday plus 10 years when that is later.
• Activity logs stay for 10 years.
• Invoices and payments stay for 7 years.
• Abandoned online-booking details are cleared automatically.

Review records that have reached the date

1. Open My Clinic → Data Security, then the Retention tab. Only the clinic owner sees this tab. A red dot on Data Security and on the tab means a client file has newly reached its retention date. It clears when you open the tab.
2. The list shows client files whose retention date has passed.
3. Select Mark reviewed when you have looked at that file. The file stays in ClinicGem. The review is recorded on the Audit Logs tab when Include technical events is on.

When nothing is due, the page says No records are due for review.

Close a clinic

1. Select your avatar, then Settings.
2. Under Danger Zone, select Close clinic.
3. Confirm with your email. Select Start export window.

The clinic stays open for 90 days so you can export the records you need. A banner shows the closing date. Select Cancel closure on that banner if you want to keep the clinic. After the 90 days, the account closes and you are signed out. The records stay in ClinicGem.