HIPAA Data Retention Policies: What You Need to Know And How 123FormBuilder Handles It
Data retention is one of those things nobody talks about until it becomes a problem. In the healthcare space, it can’t be an afterthought. HIPAA doesn’t just care about how you collect patient data – it cares how long you hold onto it, where it lives, and who has access to it. That’s why understanding HIPAA-compliant data retention policies is critical if you’re collecting any kind of sensitive health information through online forms.
Let’s break it down – and show you how 123FormBuilder handles it with some serious discipline.
What Are HIPAA-Compliant Forms?
HIPAA-compliant forms are online forms designed to collect, store, and transmit protected health information (PHI) in a secure, privacy-respecting way.
They’re used by healthcare providers, insurers, administrators, and even marketing teams that handle health-related campaigns.
These forms meet strict standards for encryption, data access, and audit control to stay compliant with the Health Insurance Portability and Accountability Act (HIPAA).
Who Uses HIPAA Forms – and Why It Matters
If you’re in healthcare, dentistry, therapy, insurance, or any adjacent field, chances are you’re handling PHI regularly. That means your forms – whether they’re used for patient intake, appointment requests, or feedback – need to be HIPAA-compliant.
Even agencies and B2B vendors working with healthcare clients need to pay attention. Compliance is your responsibility if you’re gathering anything that even smells like patient info.
Glacial Multimedia, for instance, uses 123FormBuilder to collect and manage data securely on behalf of their medical clients. HIPAA compliance isn’t optional – it’s essential.
123FormBuilder’s Approach to HIPAA Data Retention
Here’s where things get serious. 123FormBuilder doesn’t just encrypt your data and call it a day. They’ve implemented a smart, layered data retention policy built specifically for HIPAA users:
1. Submissions Are Deleted After 5 Days – To reduce data exposure, submissions from HIPAA forms are automatically deleted after 5 days. This gives enough time for integrations (like Salesforce) to run, while ensuring no sensitive data sits around longer than necessary.
2. Daily Submission Archives Are Sent – Before anything is deleted, users receive a daily archive of all form submissions collected across their account. It’s delivered securely, in a downloadable zip file, and includes all the data you normally see in your dashboard and any uploaded files.
3. Extended Retention for Salesforce Users – If you’re using Salesforce and a submission hasn’t made it there successfully, 123FormBuilder holds onto it for 30 days to give you time to fix any issues. Once it’s been successfully sent to Salesforce, it gets deleted in the standard 5-day window.
4. Testing Environment Wiped Daily – There’s no leftover data in the replica/testing environment. Everything is cleaned up daily to avoid any shadow storage or accidental exposure.
5. No Admin Impersonation for HIPAA Accounts – Even internal support staff at 123FormBuilder can’t access your HIPAA account. That means no one can peek into your data – not even to troubleshoot – without your permission.
What This Means for You
Your data isn’t just sitting around in a forgotten cloud database. Every single submission is treated with the same level of care you’d expect from your in-house compliance officer.
You’re always in control:
- You get an archive every day
- You know exactly when your data gets deleted
- You can track integrations and take action if something fails
It’s transparency and control, without the guesswork.
Best Practices for HIPAA-Compliant Data Retention
Whether you’re using 123FormBuilder or another provider, there are some key best practices every enterprise should follow:
1. Keep It Short
Only hold onto PHI for as long as absolutely necessary. Long-term storage equals long-term risk.
2. Set Up Daily Archives
Get an automated export of all submissions daily and store it securely within your own internal systems.
3. Monitor Integrations
Don’t assume that your CRM or email platform caught everything. Check for failures and fix issues fast.
4. Avoid Manual Downloads
Manual exports are error-prone. Automate your data flow so nothing slips through the cracks.
5. Lock Down Access
Limit who can view, download, or share form submissions. No one should have access unless they truly need it.
Real-World Examples from 123FormBuilder Clients
Glacial Multimedia
This healthcare marketing agency manages hundreds of HIPAA-compliant forms across their clients. 123FormBuilder’s secure data handling – including file upload protection and daily archiving – helps them meet strict standards without slowing down their workflow.
Stories Marketing
This agency works with non-profits and public sector clients who often require sensitive data collection. They use conditional logic and secure submissions to build tailored lead-gen workflows while keeping compliance tight.
Final Word
HIPAA compliance isn’t just about encryption and firewalls. It’s about having a solid, transparent data retention policy that protects patient information while giving your team the tools to move fast and fix things when needed.
123FormBuilder’s 5-day retention policy hits that sweet spot. It gives you just enough time to manage your workflows and integrations without hoarding sensitive data longer than you need to. That’s good security – and smart business.
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