Practice Data, Exports, And Migration
Your data isn’t a hostage.
It’s your practice.
BuboSoma explains what practice data can move, what records can be exported, and where limits apply.
Your practice data remains accessible and exportable. This includes client records, appointment history, notes, intake responses, packages, memberships, and gift card records. Some data is treated differently, including internal security logs, platform-derived analytics, and payment-card information held by the payment processor. The six categories below define exactly where each type of data falls.
Definitions
Six categories, one clear answer.
Everything you or your clients enter directly: client names and contact info, appointment history, intake responses, packages, memberships, and gift card records. Fully exportable. (Clinical documentation is covered separately below.)
SOAP notes and treatment documentation you or your staff write during sessions. Exportable, subject to any state licensing or retention rules that apply to clinical records for your license type. We'll flag anything that needs special handling before export.
Records BuboSoma generates as a byproduct of your practice's activity, like confirmation and reminder history. The test is what the record is about, not who created it: this reflects something a client or appointment did, so it's exportable. System logs, by contrast, reflect the platform's own operation, not your practice, so they aren't.
Login history, access logs, and internal error/audit logs that exist to run and secure the platform itself. Not exportable, and not part of your practice's records.
Aggregated or computed metrics BuboSoma builds from usage patterns across the platform. This is BuboSoma's own derived work product, not exportable as practice data.
Card tokens and processor-side records held by Stripe, our PCI-compliant processor. Governed by processor rules; transaction history and metadata remain exportable from BuboSoma.
See our Pricing Terms for the full data, cancellation, and export policy.
What BuboSoma commits to
Access, scope, and limits.
Practice data
Everything in your account is there to run your practice, not to be leveraged against you if you decide to leave.
Export scope
Exports are delivered as CSV files, organized by record type. Download them yourself anytime from your account, or ask support and we’ll prepare them for you.
Known limits
Some records depend on source-system access, payment-processor rules, privacy requirements, or retention obligations. Those limits are explained before work begins.
Migration
Three steps before go-live.
We review your current system, source data, and the records your practice needs first.
We document the agreed migration scope, including records that need review or cannot move.
We complete the agreed transfer and verify the planned records before go-live.
Timing depends on source-system access, data quality, record volume, and selected services.
Questions
Data access and exports.
Can I export my data from BuboSoma?
BuboSoma will provide a clear export process and identify the record types and formats available for export. Export availability may vary by record type and account configuration.
Does BuboSoma charge an export fee?
No. Never. When we asked Mindbody for our own client data, they wanted $500 to hand it over. We refused to pay, and they deleted it, we couldn't get it back. That's the last time anyone using BuboSoma will have to make that choice. Charging you to leave isn't something we'll ever do, regardless of your plan or how long you've been a customer. Besides, we're planning on becoming the kind of company no one could pay you to leave.
What data can I export?
Your full client list, appointment and booking history, clinical documentation, active packages, memberships, gift card balances, and payment/transaction history. For security, we never store raw card numbers, payments are tokenized end-to-end through Stripe, our PCI-compliant processor, so that data stays protected there regardless of your BuboSoma plan.
How long can I access data after cancellation?
Your account moves to a 90-day read-only window after cancellation. During that time, all your data stays visible and exportable. Your client-facing booking page comes down immediately at cancellation, so clients can't book new appointments or make payments, but you retain full read access to your records to complete exports. Nothing is deleted during this window. After the 90-day read-only period ends, account data may be deleted according to the retention terms. Customers should complete any needed exports before that period expires.
One exception: client text and email messages. SMS and email messages between a clinic and its clients are part of the client record. They are kept for 7 years from the date each message was created, including after a clinic cancels, and are then deleted automatically. They can be exported during the 90-day window like the rest of your data. See the Privacy Policy for details.
Can BuboSoma migrate my data from another system?
Yes, after a review of your source system, available data, and agreed migration scope. The records that can move depend on those inputs.
What about payment history and SOAP notes?
SOAP notes are exportable as clinical documentation, subject to any state recordkeeping rules for your license type. Payment-card data itself is held by Stripe and governed by their rules; your transaction history and metadata export from BuboSoma directly.
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Your clients. Your data. Your choice.
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