Healthcare Data Storage and Retention at Heidi

What is Data Retention in Healthcare?

In healthcare, data retention is defined as the duration for which health information is kept under secure conditions, before it is safely disposed.

Health data retention is driven by clinical needs as well as medico-legal risks. While it protects clinicians from future legal claims, it also provides patients with definite access to their personal data. This is why it serves as a compliance requirement under jurisdictional laws.

Health records should only be retained for the minimum duration specified by regulatory frameworks. This necessity arises because, without regular purging, data tends to accumulate excessively within systems.

What Are Heidi's Data Storage and Retention Policies?

Delays in care delivery can be a result of healthcare organizations spending excessive amounts of resources on unnecessary storage. One way for care organizations to effectively manage data and prevent data bloat is to implement a proper and secure way to dispose of old health records.

Heidi assists health systems with this by using compliant local storage solutions and implementing retention policies that prioritize the protection of health information.

​​Heidi supports configurable retention controls to help health services manage how long transcripts and notes are kept. This supports data minimisation and helps reduce unnecessary duplication of sensitive health information across systems.

Support for Regional Storage Requirements

Sovereignty laws for storing data continuously evolve, and to stay fully aligned, Heidi designs data practices that meet global regulatory standards. Heidi is a leader in healthcare AI compliance, following the APPs, NHS, HIPAA, PIPEDA, GDPR, and more to keep healthcare data safe in storage.

Local hosting also improves system responsiveness, ensuring clinicians can access documentation quickly without delays caused by cross-border routing. Region-specific deployments further strengthen operational resilience during potential outages, giving organizations confidence that their data remains accessible and governed within the correct jurisdiction.

Organizations Control How Long Data is Retained

With Heidi, you retain the right for the transcript’s retention period. You can configure this with options from 1 to 90 days, and after which, the transcripts and notes are irreversibly deleted. Account administrators can set these policies for the entire organization.

Unified retention windows help teams maintain consistent governance, avoiding mismatches in how long data is kept across departments or individual clinicians. Predictable deletion cycles also reduce storage burden and keep systems performing efficiently, particularly for multi-site or high-volume clinical environments.

Zero-Retention for Third Parties

Our policies and Data Processing Agreements (DPAs) mandate zero data retention by subprocessors that handle data on our behalf. Contractually, these vendors are required to delete customer data immediately upon completing a specific task.

This ensures that data from enterprise health systems is not stored, reused, or utilized for training purposes by vendors, and no copies are retained beyond the necessary processing period. When data in Heidi has reached the end of its retention period, it is securely destroyed in a way that hinders reconstruction or restoration.

Healthcare data storage and retention standards matter in care settings, especially for therapy, where trust and confidentiality influence every interaction. For Clinical Psychologist Dr. Siew Soon, Heidi eased the burden and complexity of documentation while keeping sensitive information secure.

“It helps me feel safer that my patient information is kept separate,” she shares, noting that Heidi’s AI-supported notes improved her confidence in meeting or exceeding clinical quality. But that’s just one benefit Heidi was able to impart, out of many. Heidi organizes her intakes without pulling her away from the client in front of her.

“With supervision notes, what used to take me 10-15 minutes now takes less than five.”

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How Does Heidi Implement Safe Data Storage and Retention?

Heidi implements storage and retention strategies for data that balance availability and security. Sensitive health records are readily accessible to clinicians and other authorized personnel. However, for all others, access is protected through strong physical or digital controls, such as encryption.

Heidi aligns data handling with local retention laws

Heidi ensures compliance with data processing by utilizing localized services and implementing pseudonymization policies for data that is not retained. By design, we strictly limit data collection to only the essential data.

Retention transparency also enables clinics to demonstrate compliance during accreditation, audits, or external quality reviews. Clear logs and configuration settings give governance teams reliable evidence that retention and deletion policies are followed consistently.

Heidi prevents unauthorized access through role-based controls

Role-based access controls extend across users, teams, and organizational units, ensuring each person has only the level of access required for their responsibilities. Clinicians maintain control over their own notes and drafts, along with the internal boundaries that determine who can view or edit them.

They also own their transcripts and manage how long those records are kept or when they are deleted. Multifactor authentication and continuous access monitoring reinforce these safeguards, reducing the risk of unauthorized entry or misuse of privileges.

Heidi adheres to enterprise-grade data security standards

Heidi matches expectations from the best practices of the industry, secured with strong encryption and key management protocols. Wherever required, hosting per deployment across regions is geo-fenced.