Data Retention
Practice OwnerExecutive Administrator·2 min read·Updated May 2026
CareIncite retains data according to the policies below. These policies are designed to meet HIPAA record retention requirements while keeping your account storage manageable.
Retention periods
| Data Type | Retention | Notes |
|---|---|---|
| Session / billing data | Indefinite | Retained as long as the account is active |
| Client records | Indefinite | Retained as long as the account is active |
| Provider records | Indefinite | Inactive providers are soft-deleted, not purged |
| Audit logs | 7 years | Immutable — cannot be edited or deleted |
| Generated reports | 12 months | Download to local storage for long-term archival |
| Import history | 12 months | File metadata retained; original CSVs purged after 90 days |
| Sync logs | 6 months | Integration sync history and error logs |
Account closure
If a practice closes their CareIncite account, all data is retained for 90 days to allow for reactivation. After 90 days, all practice data is permanently deleted. Audit logs are retained for the full 7-year period regardless of account status.
Data export
Practice owners can export all their data at any time from Settings → Data Export. This generates a complete archive of sessions, clients, providers, and reports in CSV format.
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