How long data is kept

Coming soon Coming to communities: automatic anonymization is not running yet: the periods below apply once it is turned on.

Some data about people who are not members, such as a guest's name or a parcel's sender, does not need to be kept forever. Each space sets how long it stays; after that, Memberfy anonymizes it: it erases the personal data and keeps the record, so counts and reports stay right.

#What it is for

So the community keeps only what it needs, for as long as it needs it, as the LGPD (and the GDPR) require: third-party personal data that is no longer used goes away on its own, without the team having to remember to delete it.

#How it works

#Each space's period

Attendance and Parcels spaces have a retention period, in months:

Each space has its own period. A space that never changed it uses the 12 months.

Where it is. In Configure space (the Manage attendance or Manage parcels bar), the Retention period (months) field. In Attendance: "After this period, the name, company and phone of guests and pre-registrations are erased. 6 to 60 months; the default is 12." In Parcels: "After this period, closed parcels lose their photos, sender, tracking code, notes and the name of whoever picked them up." The field is for the owner and the admin only and does not appear when creating the space: a new space starts at 12 months.

Shortening the period only applies after 7 days. If you lower a space's period, the new period starts counting 7 days after the change. Until then, the previous period applies, and you can go back without losing anything. Lengthening applies right away. Every period change goes to the activity log, with the before and after.

Before saving, you see the effect. When you save a different period, the Change the retention period? window shows "From 12 to 6 months." and "With the new period, the daily routine would anonymize today:", with the counts (Guest visits, Pre-registrations, Closed parcels, Photos, History entries). For a shorter period, it warns "The reduction only applies from … Until then, the 12-month period stays in force."; you confirm with Confirm and save. While the reduction is pending, the field shows "Reduction to 6 months applies from …". The AI assistant shows the same count when it asks for confirmation.

#Guests

In an Attendance space, a guest's visit (someone who is not a member) keeps their name, company and phone. Once the space's period has passed after the arrival, the visit is anonymized:

• the guest's name, company and phone go;
• the visit stays, with the dates and the host, for attendance counts and reports.

The same applies to a guest registered in advance through Visitors: once the period of the Attendance space where they arrive has passed, counted from the expected day, the name, company, e-mail and phone go.

#Closed parcels

In a Parcels space, a closed parcel (picked up, returned or discarded) is anonymized once the space's period has passed after it was received and closed:

• the sender, tracking code, notes, the name of whoever picked it up for someone else, the closing reason and the pickup code go;
• the photos are deleted;
• the parcel's history loses the same data;
• the parcel stays on the list, with the dates and the member who received it.

A parcel waiting for pickup is never anonymized, however old it is: the period only starts counting when it closes.

On screen. An anonymized visit, pre-registration or parcel stays in the list and the detail, with "Data removed by the retention period" in place of the erased data. On a parcel, the recipient's name stays, because it belongs to the member.

#The team's activity log

The activity log keeps, for each change, how the item was before and how it ended up. After 2 years, that before-and-after detail goes. The log keeps showing who did what, on which item and when. This period is the platform's and does not change per community.

#What this rule does not cover

• A member's visit and the member who receives a parcel are the member's own data. They are not anonymized by period: they follow account deletion, when the member requests it.
• Orders, payments and invoices are kept for the period the law requires for financial records.
• The other periods Memberfy already applies, such as the 90 days of the abandoned cart, stay as they are. See Terms of use › Personal data.

#Who can

The owner and the admin change a space's period. Anonymization does not depend on anyone: it runs on its own.

#Examples

• Coworking with a front desk. Attendance with 12 months: the visit of a guest from March 2026 loses the name and phone in March 2027; the month's visit count stays the same.
• Office building. Parcels with 6 months: a package picked up on January 10 loses the sender and the photos on July 10. A package that arrived in January and is still at the front desk loses nothing.
• Shortening from 24 to 6 months. The change made on December 1 applies on December 8.

#Frequently asked questions

Can anonymization be undone? No. Erased data does not come back. If you need to keep it longer, lengthen the period beforehand.

Why does shortening the period take 7 days? So a mistake does not erase months of records at once. During the 7 days, you can go back to the previous period.

Does anonymization delete the visit? No. The visit stays, without the guest's data. Counts and reports stay the same.

Where do I change the period on screen? In Configure space, in the Retention period (months) field, as the owner or an admin. See Each space's period.

#In the API

The period lives in moduleConfig.attendance.retentionMonths (Attendance) and moduleConfig.parcels.retentionMonths (Parcels), a whole number of months, when creating or editing the space. Out of range: 400 with param moduleConfig.<module>.retentionMonths. See putSpacesById. Anonymized visits, guests and parcels come with anonymized: true.

Before saving, GET /api/spaces/{id}/retention-preview?months=N (owner and admin) returns the period in force, how many records would go (counts) and, for a shorter period, effectiveAt (7 days later); while a reduction is pending, the configuration carries retentionMonthsPrevious and retentionMonthsEffectiveAt. See getSpacesByIdRetentionPreview. Through the assistant, create_space and update_space accept retention_months in Attendance and Parcels spaces; when the period changes, update_space asks for confirmation with the before and after, the count of what would be anonymized today and, for a shorter period, the date it starts to apply.

#Related

• Attendance
• Parcels
• Visitors
• Logs
• Delete your account
• Download your data
• Terms of use