Cancellation and Data Export Policy
Last updated: April 21, 2026
EasyDocForms is built for healthcare practices that need practical control over their records. If your practice leaves, we do not want patient records, form responses, or uploaded documents trapped in the platform.
What This Policy Covers
This page explains how a healthcare organization customer can:
- Cancel an EasyDocForms subscription.
- Request an export of organization data.
- Request deletion or de-identification after export.
- Understand what happens to patient-submitted data after cancellation.
This page does not replace a signed Business Associate Agreement, order form, written contract, or legal retention obligation that applies to your organization. If a written agreement conflicts with this page, the written agreement controls.
Cancellation Policy
You can cancel EasyDocForms without scheduling a sales call.
To cancel, an organization administrator can email [email protected] from an account email address or use the billing cancellation flow if it is available in the account.
For monthly subscriptions, cancellation stops future subscription renewal charges after the current billing period. Your account generally remains available through the end of the paid period unless access has to be limited for security, misuse, legal, or payment-processing reasons.
If you are on a free trial that does not require a credit card, you can stop using the product without being billed. If your trial has already converted to a paid subscription, submit a cancellation request before the next renewal date to avoid the next subscription charge.
Export Before You Cancel
We recommend requesting an export before your final paid period ends. That gives your team time to confirm that the archive contains the records you need.
An authorized organization administrator can request:
| Data type | Typical export options |
|---|---|
| Form responses | PDF records, CSV index files, and structured JSON |
| Patient and respondent records | CSV and structured JSON |
| Daily notes | CSV and structured JSON where enabled |
| Appointments | CSV and structured JSON where enabled |
| Form templates | Template metadata and structured JSON |
| Audit and signature information | Timestamped completion and signature metadata where available |
| Billing records | Receipts and invoices through Stripe or support |
Record exports are packaged as a secure ZIP archive with CSV files for migration, JSON files for full-fidelity source data, generated response PDFs when requested, a manifest, and SHA-256 checksums. If you need a specific format for an EMR, archive system, or compliance workflow, include that in your request.
How To Request a Data Export
Organization administrators can request a data export in the EasyDocForms app under Data Exports. You can also email [email protected] with:
- Your organization name.
- The requesting administrator's name and account email.
- The date range or scope of records to export.
- The export format you prefer, such as PDF, CSV, JSON, or uploaded file archive.
- Any deadline tied to a migration, audit, or practice closure.
- The secure delivery method or recipient your organization prefers.
We may ask for additional verification before releasing exports, especially when the export contains Protected Health Information.
Export Timing
We aim to acknowledge export requests within one business day.
Full organization and patient record exports enter a verification hold for up to four business days before fulfillment. This helps protect against unauthorized PHI release and gives the practice time to review the request.
Most standard exports are prepared within four to seven business days after the request is verified. Larger exports, older historical archives, or exports that require custom formatting may take longer depending on scope.
If your practice has a hard deadline, tell us in the first request. We will tell you what is realistic before we begin the export.
Secure Delivery
Exports that contain PHI must be delivered through a secure method. Depending on the request, that may include:
- A time-limited secure download link.
- An encrypted archive with the password delivered separately.
- Transfer to a customer-approved secure storage location.
- Another mutually agreed method appropriate for the data.
We do not recommend forwarding PHI exports through ordinary email or personal file-sharing accounts.
After Cancellation
Cancellation ends future subscription renewals. It does not automatically delete all organization data the moment you cancel.
Healthcare records may be subject to legal, contractual, payer, professional, or operational retention requirements. EasyDocForms generally handles retained customer data according to the customer instructions, applicable agreements, our Privacy Policy, security requirements, and normal backup or disaster-recovery cycles.
If you need data deleted after export, submit a deletion request from an authorized administrator.
Deletion Requests
After you confirm that your export is complete, an authorized organization administrator can request deletion or de-identification of organizational data by emailing [email protected].
Deletion requests are reviewed for:
- Administrator authority.
- Legal or contractual retention obligations.
- Security, fraud prevention, audit, billing, and dispute records that may need to be retained.
- Backup and disaster-recovery cycles where deleted data may remain temporarily until overwritten in the ordinary course.
When deletion is approved and legally permitted, we delete or de-identify the applicable active-system data within a commercially reasonable period.
Patient Requests
If you are a patient who submitted information through an EasyDocForms intake form, contact the healthcare provider or practice that sent you the form. The provider controls the medical record and is usually responsible for access, amendment, and deletion decisions.
EasyDocForms will work with the provider according to our agreements and legal obligations.
Request Template
You can copy this into an email:
Subject: EasyDocForms cancellation and data export request
Organization:
Requesting administrator:
Account email:
Requested cancellation date:
Export scope/date range:
Preferred export format:
Secure delivery preference:
Migration or compliance deadline:
Please confirm the cancellation timing, export plan, and any verification steps needed.Contact
For cancellation, export, or deletion requests, email [email protected] or use the support options listed at easydocforms.com/support/.