If you're thinking about cancelling your PatientNotes subscription, here's exactly what happens to your data — and what you should do before you cancel if you want to keep anything.
What happens when I cancel?
When you cancel your subscription:
Your account remains accessible until the end of your current billing period — you won't lose access immediately
After your billing period ends, your account will be downgraded or deactivated and you will no longer be able to create new sessions or access the platform
Your existing session data, notes, and transcripts are subject to our standard 30-day retention policy — they will be automatically deleted 30 days after the session was created, regardless of your subscription status
Will I lose my session notes?
PatientNotes automatically deletes session recordings, transcripts, and audio after 30 days from the date each session was created. This applies whether or not you are subscribed.
Your generated clinical notes are your records — PatientNotes is designed to help you produce documentation that lives in your practice management system (PMS), not inside PatientNotes itself. If you have been copying or exporting your notes to your PMS (Cliniko, Nookal, Halaxy, etc.) as part of your workflow, those records are safe and unaffected by cancellation.
What should I do before I cancel?
Before cancelling, we recommend:
Export or copy any notes you haven't yet transferred to your PMS — open each session and copy the clinical note text directly, or use the Print / Download PDF option from the More (…) menu
Check your recent sessions — any session created within the last 30 days will still have notes available to copy
Download any letters or reports you want to keep — use More (…) → Download PDF on any letter or summary
Sessions older than 30 days will already have been automatically deleted and cannot be recovered.
Can I reactivate my account later?
Yes — your account login will remain on file and you can resubscribe at any time. However, session data from your previous subscription will not be restored, as it is deleted on the standard 30-day rolling schedule.
What happens to my team members?
If you are on a team or organisational plan, cancelling the subscription affects all users in your organisation. All members will lose access at the end of the billing period. We recommend notifying your team in advance so everyone has time to export any notes they need.
Not sure yet? Consider pausing instead
If you're taking a break from practice or just need a short pause, reach out to our support team — we may be able to help with a temporary solution rather than a full cancellation.
Contact our support team before you cancel and we'll see what we can do.