DyZen Med Data Retention & Deletion Policy
1. Overview
This policy describes how DyZen Med retains and deletes data in connection with the Service.
DyZen Med retains data only as long as necessary to provide the Service, support operational integrity, and meet applicable legal or regulatory obligations.
DyZen Med is not a long-term medical record storage system.
Retention practices are designed to minimize unnecessary data persistence while maintaining reliability and system accountability.
2. Uploaded Records and Workspace Artifacts
Completed job records and generated artifacts are designed to become inaccessible in the platform 90 days after job completion. Expired jobs and artifacts are no longer downloadable through the product.
Expiration vs. deletion: Platform expiration marks jobs inaccessible and may hide them from user workspaces. Physical removal from object storage is performed by operational purge processes and/or configured storage lifecycle rules. Expiration alone does not guarantee that an object has already been physically deleted.
Uploaded records are retained only for the period required to:
- Process the records
- Generate requested outputs
- Support access to results within the Service
DyZen Med is designed not to retain uploaded records longer than necessary for the intended workflow, subject to the exceptions below.
2A. Audio, Transcripts, OCR, and Audit Artifacts
- HealthScribe / exam audio: Intended to be transient and subject to an approximately 90-day storage lifecycle when retention tagging and storage rules are in effect.
- Transcripts / organized Encounter content: Retained as part of the job workspace subject to the job accessibility window and applicable purge/lifecycle rules; not automatically a final clinical record.
- OCR / intermediate processing artifacts: May follow tagged retention schedules. Certain OCR audit artifacts may be retained longer (for example, on the order of hundreds of days) for integrity and operational accountability.
- Audit history / logs: May be retained longer than workspace artifacts where needed for security, billing, legal, or final-report integrity.
3. Generated Outputs and Derived Data
Structured outputs and derived data may be retained to:
- Allow users to access prior results
- Support continuity of workflows
- Maintain auditability of system activity
Retention of derived data follows the same principle of limited, purpose-driven storage.
4. Account and Operational Data
Account information and operational metadata (such as timestamps, job status, and system logs) may be retained to:
- Maintain account functionality
- Support security, auditing, and system integrity
- Investigate misuse or technical issues
This data is retained only as long as necessary for these purposes.
5. Deletion Requests
Users may request deletion of uploaded records, outputs, or account data by:
- Using in-app support tools
- Contacting DyZen Med directly
Deletion requests are processed within a reasonable operational timeframe.
Immediate or real-time deletion may not be possible due to system processes and safeguards.
6. Backup and Recovery Systems
DyZen Med maintains backup systems for reliability and disaster recovery.
- Backups are retained for limited periods
- Data in backups is not actively used and is overwritten on a rolling basis
- Deleted data may persist in backups temporarily until normal backup cycles expire
7. Legal and Operational Exceptions
DyZen Med may retain data for longer periods where necessary to:
- Comply with legal or regulatory obligations
- Resolve disputes or enforce agreements
- Maintain system integrity or investigate misuse
Such retention is limited to what is necessary for the applicable purpose.
8. Data Minimization Principle
DyZen Med is designed to:
- Avoid unnecessary data retention
- Limit storage to what is required for service delivery
- Reduce long-term persistence of sensitive information where possible
9. Policy Changes
DyZen Med may update this policy from time to time.
Material changes will be communicated where appropriate. Continued use of the Service constitutes acceptance of the updated policy.
10. Contact
For questions about data retention or deletion: