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Practitioner account

Delete your Theramate account.

This page explains how to delete your practitioner account and what happens to your data. Nothing disappears at once. You first export all your records, then your account is frozen for 30 days, giving you time to change your mind.

Theramate app, published by Playfield SRL Updated on 17 October 2026

Your request

Account frozen

  1. Today

    Request recorded

    Account frozen, nothing is erased

  2. In 23 days

    Reminder email

    7 more days to cancel

  3. In 30 days

    Permanent deletion

    A final email confirms it

  • Your records first

    A full export of your data, in open formats, is required before any request. The archive is yours.

  • 30 days to change your mind

    Your account is frozen, nothing is erased, and you can cancel until the last day.

  • No one else can do it for you

    Three identity checks prevent anyone else from making the request.

Only want to stop paying?

Cancelling your subscription is enough. Your account then stays available in read-only mode, your records remain available to view and export for twelve months, and you can come back whenever you like.

Where to find it

It all happens in your account.

Sign in to your Theramate account. Deletion sits in the same place on a computer and on a tablet, and in your account menu on a phone. The steps that follow are the same everywhere.

Computer

In your browser, at app.theramate.pro

The path

  1. Your photo, top right
  2. My Profile
  3. Advanced
  4. Delete my account

Tablet

iPad or Android tablet, in the app

The path

  1. Your photo, in the navigation bar
  2. My Profile
  3. Advanced
  4. Delete my account

Phone

iPhone or Android, in the app

The path

  1. Your photo, at the top of the home screen
  2. Delete my account, at the bottom of the menu
Before you start

Four settings to turn off.

Theramate never changes your subscription or your billing on your behalf. As long as one of these settings is on, the request cannot be sent. The first screen of the flow checks them and takes you to the right settings.

  • Subscription cancelled

    From “Manage my subscription”. If you subscribed through the App Store or Google Play, you cancel in the subscriptions of your Apple or Google account.

  • Online payments turned off

    If your patients pay online, in “Open payment settings”.

  • Automatic invoice reminders turned off

    In the same payment settings.

  • Stripe account unlinked

    If you linked a Stripe account to collect payments from your patients.

Changed your account email or password in the last 7 days? For security, the request will only be possible once that period is over.

The flow

Four steps, guided by the app.

After “Delete my account”, a window guides you from start to finish. Allow a few minutes, more for a large practice, for the export.

  1. 1

    Step 1

    The summary

    Theramate shows you what deletion will change for your account.

    • The number of patient records, archived ones included, that will be exported and then deleted.
    • Your upcoming appointments. Theramate will no longer send anything on your behalf, so you let your patients know yourself.
    • The colleagues you share records with. They will be notified by email and keep access until deletion.
    • Your Google or Apple calendar, if it is synced. Theramate disconnects from it, and appointments already copied stay there.

    You remain responsible for keeping your patients’ records. The exported archive is yours.

    In the app Continue
  2. 2

    Step 2

    Export all your data

    A required step, with no shortcut. Theramate prepares a .zip archive, in several parts for a large practice.

    • One folder per patient and one for the practice, in open formats. The exact content of the archive is detailed below.
    • On a computer, you choose the folder to save to. On Android, you choose the location (Downloads, Google Drive, USB drive). On iPhone and iPad, “Save to Files” or AirDrop to your computer.

    Keep Theramate open during the export. For a large practice, a computer is more comfortable. The export must be less than 24 hours old when you send the request.

    In the app Export my data
  3. 3

    Step 3

    Check your files

    Open the archive and check that your records are there. After deletion, nothing can be recovered. If an individual item could not be read, it is listed under “Not exported”.

    In the app I opened the archive and confirm I have all my data.
  4. 4

    Step 4

    The confirmation

    Three checks protect your account against a request made by someone else.

    • You type the email address of your account.
    • You sign in again, with your password, Google or Apple. The sign-in must be less than 5 minutes old.
    • You enter the 6-digit code received by email. It expires after 10 minutes.
    In the app Delete my account in 30 days
Your archive

Everything is exported, in open formats.

The archive holds the entire content of your account. You can read it without Theramate, print it, or bring it into other software. A README file explains how it is organised.

Theramate - complete archive.zip
  • README
  • Patients
  • One folder per patient
  • Record.html read and print
  • Record.md text
  • Record.json JSON
  • Tables CSV
  • Documents letters, files, handwriting
  • Accounting PDF invoices
  • Practice
  • README
  • Agenda CSV and .ics
  • Billing
  • Documents including “My documents”
  • Files
  • Data JSON
  • Readable text
.html

Read and print

Each patient’s full record opens in any browser, without Theramate and without a connection.

.md

The full text

The same record as plain text, readable in any editor.

.json · .csv

Reusable elsewhere

The same data as structured files and tables, for a spreadsheet or other software.

.ics

Your calendar

Your appointments to import into Google Calendar, Outlook or Apple Calendar, and as a spreadsheet too.

.pdf

Invoices and handwriting

Your invoices and handwritten notes, ready to file.

.docx · .jpg …

Your original files

The documents you had imported come back as they were, in their original format.

In each patient folder

  • Consultations and their transcripts
  • Session sheets
  • The clinical file and its evolution
  • Background data
  • Appointments
  • Questionnaires and their results
  • Self-monitoring entries
  • Clinical reports and their versions
  • Documents and letters
  • Consents
  • Tasks
  • Therapist tools and their history
  • The event timeline
  • The email log
  • Invoices

In the practice folder

  • Your calendar
  • Your groups
  • Your professional space
  • Your billing, including invoices of patients already deleted
  • Your templates
  • Your settings
  • Your documents, including “My documents”

If an individual item could not be read, the export carries on. It is listed under “Not exported”, in the app and in the README file, so you know exactly what is missing.

After your request

Thirty days to change your mind.

Your account is not erased on the day of the request. It is frozen, then permanently deleted after 30 days. Each stage is confirmed by email.

  1. As soon as you ask

    Your account is frozen

    • You no longer have access to your data. When you sign in, you see the deletion date and the “Cancel the deletion” button.
    • Theramate no longer sends any message on your behalf.
    • The links you sent your patients stop working and your public page is removed.
    • Your colleagues are notified and can export the shared records.
    • An email confirms the request and its date.
  2. For 30 days

    You can cancel

    Sign in again and choose “Cancel the deletion”. Nothing has been deleted, and your reminders and public page come back. Only the links sent to your patients stay disabled, and you can send them again.

  3. 7 days before

    A reminder email

    It invites you to open your archive one last time. If you stand by your decision, you have nothing to do.

  4. On day 30

    Deletion is permanent

    Your account and your data are deleted, and a final email confirms it. Once it has started, deletion can no longer be cancelled.

Your data

What is deleted, what is kept.

Permanently deleted

  • Your account and your profile
  • Your patients and their records
  • Consultations, notes, transcripts, documents, questionnaires and self-monitoring entries
  • Your calendar
  • The invoices issued to your patients
  • Your encryption key
  • Your access to records colleagues shared with you (what you wrote there stays in their record)

Kept, with no clinical content

  • The invoices for your Theramate subscription

    10 years

    Accounting retention period required by Belgian law. If you subscribed through the App Store or Google Play, that billing is handled by Apple or Google.

  • A technical security log

    6 years

    Identifiers, dates, the account email address and an anonymised IP address.

  • Technical backups

    30 days

    Erased automatically within 30 days of the deletion.

Without the app

No longer have access to your account? Write to us from your account email address, with the subject “Account deletion”. We check that the request comes from you, then reply within one month at most.

If you can still sign in, the in-app flow is faster, and it is the one that lets you export your records.

Write to privacy@theramate.pro

Are you a patient?

This page is about practitioner accounts. The people being followed do not have a Theramate account. For any request about your data, contact your practitioner, who is responsible for your record, or write to privacy@theramate.pro.

Frequently asked questions

Still have a question?

Can I delete my account immediately? ▾

No. No deletion is immediate. The 30-day period protects your records from a mistake or from a request made in your place.

Are my patients notified? ▾

No. From the moment you ask, Theramate no longer sends anything on your behalf. Let your patients know yourself, especially those with an upcoming appointment.

Why is my request refused? ▾

Most often, one of the four settings is still on. The other cases are an export more than 24 hours old, a sign-in more than 5 minutes old, an expired code, or an email address or password changed less than 7 days ago. The message shown in the app tells you what to do.

What about my Google or Apple calendar? ▾

Theramate disconnects from it at deletion. Appointments already copied to your calendar stay there, they are yours. For an Apple calendar, also revoke the app-specific password at appleid.apple.com.

What happens to records shared with colleagues? ▾

Your colleagues are notified by email as soon as you ask. They keep access to the records you share with them until the deletion date, and can export them until then.

Contact

Playfield SRL · CBE 0833.702.033 · Chemin de Toune 4, 1325 Chaumont-Gistoux, Belgium

General questions

contact@theramate.pro

Data protection

privacy@theramate.pro