image

Data Deletion Instructions

Your Right to Erasure (GDPR Art. 17 & CCPA)

Cloud/SaaS Users On-Premise Users

How to Request Data Deletion

To request deletion of all your personal data and clinic records from OWNIT systems, please send an email to:

Processing Timeline
Within 30 days of receiving a complete, verified deletion request

You will receive written confirmation once deletion is complete

Step-by-Step Deletion Process

  • 1 Send a deletion request email
    Email [email protected] with "DATA DELETION REQUEST" in the subject line. Include your clinic name, deployment type (Cloud/SaaS or On-Premise), and a brief reason (optional).
  • 2 Identity verification
    For security, we may ask you to verify your identity or authority to make the deletion request (e.g., clinic owner signature, official email domain match).
  • 3 Data deletion execution (Cloud users only)
    We will permanently delete your data from OVH Gravelines (France) servers, including databases, backups, and logs containing personal information.
  • 4 Confirmation & Certificate
    Within 14 days after deletion completion, we will email you a written confirmation/certificate of data deletion.

Important Notes by Deployment Type

Cloud / SaaS Deployment (Data stored on OVH Gravelines):
When you request deletion, OWNIT will permanently erase all your clinic data, patient records, and personal information from our cloud infrastructure. Please ensure you export any needed data before requesting deletion, as the process is irreversible.
On-Premise / Offline Deployment (Data on your own servers):
OWNIT does not store any of your data. Therefore, a deletion request to OWNIT is not required for your data. You must delete the data from your own servers directly. However, you may still email us to request deletion of any account information or support tickets associated with your clinic.
Retention of Anonymized Data:
Data that has been fully anonymized (with no ability to re-identify individuals) may be retained for product improvement, analytics, and performance monitoring. This data cannot be linked back to you or your patients.
Legal Hold Exception:
If we are required by law (e.g., ongoing legal investigation, tax audit, regulatory request) to retain certain data, deletion will be postponed until the legal obligation expires. We will notify you if this occurs.

Frequently Asked Questions

How long does deletion take?

We complete deletion requests within 30 days of verification. For archived backups, up to 60 days may be required for complete erasure. Confirmation is sent within 14 days after the process finishes.

Is there a fee for data deletion?

No. Under GDPR and CCPA, you have the right to request deletion free of charge. However, manifestly unfounded or excessive requests may incur a reasonable administrative fee.

Can I partially delete data instead of everything?

Yes. Specify in your email which specific data you want deleted (e.g., all patient records but keep clinic settings, or delete a specific patient). We will accommodate partial deletion when technically feasible.

Is my data truly gone after deletion?

For Cloud deployment, we perform secure deletion methods (overwriting or cryptographic erasure) on OVH infrastructure. Data cannot be recovered once the deletion process is complete.

Need Help with Data Deletion?

For any questions about the deletion process, or to submit a deletion request via web form, contact our Data Protection Officer (DPO) directly:

Email: [email protected]

Your data, your choice. You have the right to be forgotten.