Data Deletion Policy

Last Updated: October 14, 2026

Summary: You can ask Clinical Media Hub to delete personal information we hold about you, and we delete subscriber data, including patient information we hold for a practice, on a fixed schedule after a subscription ends. This page explains what we delete, what we must retain by law, and how to make a request.

1. Your Right to Deletion

Depending on where you live, privacy laws such as the California Consumer Privacy Act (CCPA/CPRA) and similar laws in other states give you the right to request that CMH delete personal information we hold about you, subject to certain legal exceptions. We honor deletion requests from website visitors who submitted contact forms, chat assistant users, newsletter subscribers, current and former subscribers, and their authorized account users, as described below.

2. What Happens When You Cancel

Your practice website and dashboard stay active until the end of the billing period you have already paid for, and are taken offline within 24 hours after it ends.
Account data (practice profile, content, settings, patient form submissions, and other patient information) is retained 90 days for possible reactivation and so you can request a copy.
After the 90-day period, your account data (including your website’s database and the files you uploaded) is deleted from our systems within 30 additional days (~120 days total); backup copies expire within 7 days after that. Data under a legal hold (see section 5) is kept until the hold ends. An uploaded file is deleted automatically when our records show your practice uploaded it; a file we cannot match to your practice that way (for example, an image another account also uses) is not deleted automatically and is reviewed by our team instead.
We email your account address at least 14 days before deletion. To request a copy of your data before then, email support@clinicalmediahub.com.
Your practice’s application service is decommissioned and its stored data is deleted.
Your domain: you are the registrant of record. Transfer-out is free on request (see Terms §10a); your domain stays registered through its current paid year.
Email mailboxes provided through CMH: they live in a Microsoft 365 tenant created for your practice, not in an account belonging to CMH. When your subscription ends you can keep that tenant by moving its licenses to Microsoft or another provider, and we help you do so; CMH then removes its administrative access. Otherwise the licenses end at the end of their paid term and Microsoft’s subscription lifecycle applies: after an expired period, the subscription is disabled for 90 days, during which an administrator can still export the data, and Microsoft then deletes it (see Terms §10b).

3. How to Request Early Deletion

Step 1 — Email privacy@clinicalmediahub.com with subject “Data Deletion Request.” Include: your full name, account email, practice name (if any), and what you want deleted. An authorized agent may submit a request for you with proof of your permission.

Step 2 — We send a verification email to the address on file. You must confirm your identity before deletion proceeds.

Step 3 — We confirm receipt within 5 business days and complete deletion within 45 days (up to 90 days if needed; we will tell you if we need the extra time and why).

Deleting a subscriber account’s data while the subscription is active ends the Services for that practice. Before we delete patient information at a practice’s request, the practice confirms that it has kept any records it is legally required to retain.

If we decline all or part of your request, we will tell you why. You may appeal by replying to our decision with the subject “Privacy Appeal”; we will respond in writing within the time your state’s law requires.

4. What We Will Delete

Your account profile and contact information.
Practice profile data, uploaded content, and dashboard settings.
Synthesized content drafts and approval history.
Your practice website and all associated files.
Patient information held for your practice, such as intake and consent form submissions, appointment requests, and patient messages, as the Business Associate Agreement requires.
Social media integration tokens and connected third-party API credentials stored by CMH.
Chat assistant conversations, contact form submissions, and newsletter subscriptions associated with your email address (we keep an unsubscribed address only on a suppression list so we do not email you again).

5. What We Must Retain

Billing and transaction records: 7 years (federal and California tax law).
HIPAA documentation (BAA subscribers): BAA signature records, audit logs, and security documentation are kept for 7 years, which exceeds the six-year minimum for HIPAA documentation (45 CFR §164.316(b)(2)). These records are protected under the Business Associate Agreement while we keep them.
Fraud prevention: Minimal data to prevent abuse.
Legal holds: Data subject to active litigation, a government investigation, or a court order.
Information we cannot feasibly delete: If returning or deleting any patient information is not feasible, we keep protecting it under the Business Associate Agreement and use it only for the purpose that makes deletion infeasible.
Aggregated, de-identified data: Statistical data that cannot identify you is not subject to deletion.

6. Facebook / Meta Data Deletion

To revoke CMH’s Facebook access and delete associated data: (1) Remove CMH from your Facebook App permissions, then (2) email privacy@clinicalmediahub.com with subject “Facebook Data Deletion.” CMH only stores the access token you authorized — not your personal Facebook data.

7. Patient Data

CMH holds patient information on behalf of the medical practice that collected it, as that practice’s Business Associate. If you are a patient whose information was collected through a practice website powered by CMH, please contact the medical practice directly; the practice decides how to respond and CMH helps it do so. If you believe CMH has inadvertently collected your health information outside a practice’s patient tools, email privacy@clinicalmediahub.com immediately.

8. Contact

Clinical Media Hub LLC
Data Deletion Requests: privacy@clinicalmediahub.com
Website: clinicalmediahub.com/contact