This schedule explains how long we keep data processed by the clinical report generator and how deletion works. Retention periods are designed for data minimisation and to support UK GDPR compliance.
| Data category | Retention period | Rationale | Deletion method |
|---|---|---|---|
| Uploaded Excel workbooks | Immediate deletion after processing | Files are processed in memory only and deleted immediately after the report is generated and returned to you. No files are stored on disk. | Automatic deletion from memory buffers immediately after processing completes. |
| Generated report text and .docx | Immediate deletion after delivery | Reports are generated and returned to you immediately. Once delivered, all data is deleted. No copies are retained on our servers. | Automatic deletion from memory immediately after the report is sent to your browser. |
| Audit logs (metadata only, no patient data) | 30–90 days | Security monitoring, compliance, and troubleshooting. Contains only metadata (timestamps, IP addresses, event types) - no patient names, clinical notes, or report content. | Automated log rotation and deletion. |
| Support communications | Up to 12 months | Customer support history and dispute resolution. | Periodic review and deletion. |
We follow the principle of data minimisation: we only process data for as long as necessary to provide the service. Once your report is generated and delivered, all uploaded files and generated outputs are immediately deleted. No patient data is retained on our servers after processing.
We maintain audit logs for security and compliance purposes. These logs contain only metadata (timestamps, IP addresses, event types) and do not include any patient names, clinical notes, or report content. Audit logs are retained for 30–90 days and then automatically deleted.
We have a data retention addendum in place with OpenAI, our AI service provider, which governs how they handle data processed through their services. This addendum ensures that OpenAI does not retain your data beyond what is necessary for service delivery and complies with applicable data protection requirements.
We may adjust retention periods for security, legal, or operational reasons. Material changes will be reflected on this page.
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