New Tenants

The retention service is automatically enabled when your environment is created. Default rules are applied unless other durations are confirmed with your Health Gorilla implementation team.

Existing Tenants

If your environment predates the retention service, configuration is required at renewal or during a compliance, audit, or lifecycle review.

To initiate setup:

• Complete the Patient Data Retention Request Form provided by Health Gorilla
• Define the desired retention periods (in days) for:
  • P360 data (external records)
  • Clinical data (FHIR resources)
  • Demographic data (patient and identity records)
• Confirm that your retention configuration meets system constraints

Note: The retention period for Patient360 data must be less than or equal to the period defined for clinical data.

Updating Retention Settings

Once the service is active, you can request updates to your retention configuration by contacting your Health Gorilla Client Success Manager (CSM) or emailing support@healthgorilla.com.

When making a change, be prepared to provide:

• Updated duration values (in days) for one or more data categories
• Confirmation that internal governance and compliance teams approve the change
• A designated point of contact for audit tracking

Retention changes are reviewed and confirmed by Health Gorilla before they take effect.

What Happens After Configuration

Once your settings are active:

• The retention service runs automatically each day
• Any data older than the configured threshold is queued for deletion
• A secure internal archive is created before deletion, to support audit and traceability
• Deletion events are logged and reflected in audit records

There is no manual override or pause mechanism. Once retention is enabled, enforcement is automatic and consistent with your defined policy.

Key Considerations

• You must have retention values defined before any deletion occurs
• All configuration changes are reviewed by Health Gorilla before implementation
• Deleted data cannot be restored
• Archived data is retained internally for audit purposes but is not accessible

For additional help with your configuration or to request a copy of the Retention Request Form, contact your implementation team or support representative.