PatientNotes stores your session recordings, transcripts, and audio for 30 days from the date each session was created. After 30 days, sessions are automatically and permanently deleted — this applies to all accounts, whether subscribed or not.

We set a 30-day limit to protect patient privacy and keep your data secure. This is in line with healthcare data best practice — session recordings and transcripts are sensitive clinical data and shouldn't be stored indefinitely.

PatientNotes is a documentation tool, not a records storage system. Your final clinical notes should always be copied or exported to your practice management system (Cliniko, Nookal, Halaxy, etc.) as part of your post-session workflow — that's where your permanent patient record lives.

Once your note is in your PMS, it's completely unaffected by PatientNotes' 30-day retention policy.

There are two ways to keep a copy of your notes:

We recommend building one of these steps into your end-of-session routine so nothing gets lost.

Unfortunately, no. Once a session is deleted — either automatically after 30 days or manually by you — it cannot be recovered. This applies to the recording, transcript, and generated notes.

If your session is still within the 30-day window and appears missing, try refreshing the page or checking that you're logged into the correct account. If the session was recent and genuinely can't be found, contact our support team via the help widget and we'll investigate.

Not sure if a session has been deleted or is just missing? Open Sessions and check the date. Sessions older than 30 days will have been automatically removed. Sessions within the last 30 days should still be accessible — if one isn't, reach out to support.

Chat with us via the help widget inside PatientNotes or email [email protected].