rootQ legal

Retention and Deletion Policy

Effective 2026-09-20 · Version 2026-09-20.2

Working encounters are retained for 30 days by default. The Clinic Owner may select a supported period from 1 to 365 days. Exporting or delivering a document to Athena does not extend its retention deadline. The clinic must save its official medical records in its EHR before deletion.

To close an account, the Clinic Owner should contact DRootDx through https://drootdx.com/#licensing and identify the clinic and account email without including patient information. Request either immediate deletion or a 30-day export window and obtain confirmation of the deletion date. Subscription cancellation and clinical-data deletion are separate instructions; state both when closing the account.

Immediate deletion ends access and queues clinical data for permanent deletion. With the export window, normal clinical use ends and retained records are available only for export for 30 calendar days. At the end of that window, clinical data is queued for permanent deletion even if paid subscription time remains. Cancellation overrides longer clinic-selected retention periods. Deletion cannot be undone.

Active-system deletion covers patient profiles, encounter data, transcripts, drafts, messages, clinical consent records, uploaded clinical files, mappings, and derived records. Sessions and integration access are revoked when the account closes. Encrypted backups expire within 30 days after active-system deletion; deletion instructions are reapplied if a backup is restored for disaster recovery.

Nonclinical billing and tax records, signed agreements, and cancellation/deletion confirmations may be retained for seven years. Content-free security and access logs may be retained for one year. A valid legal hold applies only to the covered information. The Business Associate Agreement controls if it requires earlier return or destruction.

Purchasing the athenahealth integration commits the clinic’s subscription, including the Athena integration, to a minimum term of 12 months from purchase. Monthly billing is a payment schedule within that commitment. A cancellation request stops renewal after the minimum term; it does not end the remaining payment obligations or create a refund. Account closure or deletion of clinical data does not shorten the commitment. A signed agreement controls if it specifies different terms.

Contact DRootDx about billing, account closure, or Athena setup. Do not include patient information.

rootQ and VisitRoom are temporary workspaces. The clinic’s EHR remains the official medical-record repository.