Retention Policy

CompliantChatGPT provides flexible data retention controls to help healthcare organizations meet compliance requirements while maintaining productivity. This guide explains how retention policies work, the available options for each plan, and how to configure them.

What is Retention Policy?

Retention Policy determines how long your chat conversations and uploaded files are stored on CompliantChatGPT's secure servers. This feature is designed to balance data accessibility with privacy and compliance needs.

Key Points

• No AI Training: None of your inputs are used to train AI models for CompliantChatGPT or third-party providers

• Secure Storage: All data is stored in a HIPAA-compliant infrastructure

• Cross-Device Sync: When enabled, conversations sync across all your devices

• Team-Wide Settings: Retention policies apply to all members of a team

How Retention Policy Works

When the Retention Policy is Disabled

Chat history is stored only on your current device
Files are not synced across devices
Conversations will be deleted if you:
- Start a new chat
- Refresh the page
- Close the browser window
- Log out of your account

When Retention Policy is Enabled

Chat history and uploaded files are saved for the configured duration
Conversations sync across all your devices
You can use features like speech recording on your phone and continue the same conversation on your computer
Conversations are automatically deleted after the retention period expires

Retention Policy Options by Plan

Plan	24 hours	7 days	30 days
Startes	✅	❌	❌
Pro	✅	✅	✅
Full	✅	✅	✅

Retention Period Details:

None: No retention. Conversations are not stored on servers.
24 hours: Conversations are stored for 1 day after creation.
7 days: Conversations are stored for 1 week after creation.
30 days: Conversations are stored for 30 days after creation.

Managing Retention Policy

For Team Owners

Team owners have full control over retention policy settings:

Navigate to Settings → Team
Locate the Retention Policy section
Toggle the switch to enable or disable retention
For Pro or Full plans, select the desired retention duration from the dropdown

Important: When the user changes the retention policy, if the user selects a longer retention policy than the current one, a modal will appear, allowing the user to apply this new retention policy to all existing chats (old ones and new ones) or only for new ones.

If the user selects a smaller retention period, all the existing chats continue under the previous policy they were created with. Only new chats use the updated policy.

For Team Members

Team members can view but cannot modify retention settings:

The policy is set by the team owner
The current retention duration is visible in settings
Retention status is displayed in the chat interface

Retention Policy Indicators

Chat Interface Status

For new chats:

“This chat will be created with a retention policy of [duration].”
“This chat will be created without a retention policy.”

For existing chats:

“This chat was created under a retention policy of [duration].”
“This chat was created without a retention policy.”

Sidebar Indicators

Conversations nearing expiration display an expiration badge:

24-hour retention: warning shown during the last 3 hours
7-day retention: warning shown during the last 24 hours
30-day retention: warning shown during the last 5 days

Expiring Conversations

About to Expire Section

Conversations approaching expiration are grouped into an “About to expire” section in the sidebar for easy visibility.

Pinned Conversations

Pinned conversations remain easy to access but still follow the original retention policy and will expire accordingly.

Upgrade for Extended Retention

Starter Plan users are limited to 24-hour retention. To access extended retention periods:

Click the “Upgrade to extend” badge in Retention Policy settings
Choose a Pro or Full Plan
Select from all available retention durations after upgrading

Frequently Asked Questions

Does enabling a retention policy affect data privacy?

No. All data remains encrypted and HIPAA-compliant. Inputs are not used to train AI models.

Can different team members have different retention policies?

No. The retention policy applies uniformly across the entire team.

What happens to existing chats when the retention policy changes?

Existing chats keep their original retention policy, unless the user selects the option “Apply to all chats,” available only if the user selects a longer retention period than their current one.