Data Retention & Deletion Policy

Account registration information (name, email address, phone number) and professional information (medical specialty, state(s) of licensure, and NPI, if provided) are retained for the life of your active account. Upon account deletion, account and profile data is deleted or de-identified from active systems within 30 days, subject to the exceptions in Sections 5 and 7.

Uploaded documents — including state medical licenses, DEA registration certificates, board certification records, CME certificates, and malpractice insurance documents — are retained in encrypted storage for the life of your active account. You may delete individual documents at any time through the Application; deleted documents are removed from active systems within 30 days. Upon account deletion, all uploaded documents, including all stored copies in active systems, are deleted within 30 days, subject to backup retention as described in Section 4.9.

PhyCentra uses optical character recognition ("OCR") technology, currently provided by Amazon Textract, a service of Amazon Web Services, to automatically read and extract information from documents you upload — such as license numbers, DEA registration details, expiration dates, certification dates, and CME credit hours — without requiring you to type that information manually. Data extracted via OCR is retained for the life of your active account and is deleted with the associated document or upon account deletion. Documents are transmitted to Amazon Textract solely for the purpose of extraction. Temporary processing copies created during extraction are discarded once processing is complete, and extracted text is returned to PhyCentra's own storage environment. PhyCentra has configured its Amazon Web Services organization to opt out of using customer content for the improvement or development of Amazon machine learning services.

Credential Readiness Scores, dashboard status indicators, reminder configurations, and notification history are retained for the life of your active account and deleted upon account deletion.

If you create secure share links for credential readiness packets through the web application, we retain records of active and revoked share links, and we log packet access events, including the date and time a shared link is opened, for security and audit purposes. Shared credential packets automatically expire 30 days after the share link is created unless revoked earlier by you. Share link records are deleted upon account deletion. Access logs are retained for up to 90 days before permanent deletion.

JSON Web Tokens (JWT) and refresh tokens issued through Supabase Auth expire automatically per their configured expiry periods. Refresh tokens are revoked upon logout. Expired tokens are soft-deleted (marked inactive in the database) and may be retained for a limited period for security audit purposes before permanent deletion.

Retained for the life of your active account and deleted upon account deletion.

Server-side logs and limited diagnostic, security, and performance information generated during the operation of the Application are retained for up to 90 days for operational, debugging, and security purposes. These records do not contain the content of uploaded documents. After 90 days, they are permanently deleted. Diagnostic information is never used for advertising or third-party profiling.

Backup copies of data may remain in encrypted backups maintained by our infrastructure provider for a limited period after deletion from active systems and will be deleted or overwritten according to our normal backup cycle, which does not exceed 30 days. Backups are protected by the same security controls as active data and are not used to restore deleted accounts except where necessary for disaster recovery.

OTP codes are generated server-side, delivered via email, are time-limited and single-use, and are discarded immediately upon use or expiration. OTP codes are not retained.

PhyCentra is not intended to store patient medical records, protected health information, or patient-identifiable information. If we identify or are notified that an uploaded document appears to contain such information, we may remove, delete, restrict, or refuse to process it, with or without notice, as described in our Terms of Service and Privacy Policy. Documents removed on this basis are deleted from active systems promptly and are not retained except where required by law.

You may delete your account at any time through the Application Settings (Settings > Account > Delete Account). Account deletion is permanent and cannot be undone. Before deleting your account, we recommend downloading any credential packets, documents, or information you wish to retain, as deleted information cannot be recovered once the deletion process is complete. Upon deletion, the following data is deleted or de-identified from active systems within 30 days:

• User account record and all profile information.
• Professional profile information, including specialty, licensure states, and NPI.
• All uploaded professional credential documents and all copies in active storage.
• All OCR-extracted credential data.
• All Credential Readiness Scores, dashboard data, reminder configurations, and notification history.
• All share link records.
• All push notification tokens.
• All authentication and refresh tokens.

Once your account is deleted, you will not be able to recover any documents or data previously stored in the Application. Backup copies are handled as described in Section 4.9. Copies of packets that you previously exported, downloaded, or shared with recipients are outside PhyCentra's control and are not affected by account deletion.

If you wish to temporarily suspend access to your account without deleting your data, you may request account deactivation by contacting PhyCentra at admin@folayhealth.com. A deactivated account retains your data but prevents login access. You may reactivate your account at any time by contacting us. Deactivated accounts that remain inactive for more than 24 months will be subject to permanent deletion in accordance with this policy, following notice to your registered email address.

PhyCentra reserves the right to delete accounts that are found to be in violation of the Terms of Service or that are otherwise determined to pose a risk to the Application or other users. Users will be notified prior to deletion where practicable.

California residents may have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to delete personal information, the right to correct inaccurate personal information, and the right to opt out of the sale or sharing of personal information. PhyCentra does not sell or share personal information as those terms are defined under California law. To exercise your California privacy rights, contact us at admin@folayhealth.com.

Several states have enacted or are enacting comprehensive consumer privacy laws. As PhyCentra serves users across the United States, we are committed to reviewing and updating this policy as additional state privacy laws take effect. Users in Virginia, Colorado, Connecticut, Texas, and other states with applicable privacy laws may have rights similar to those described above. Contact us at admin@folayhealth.com to exercise any applicable rights.