How long data is kept

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.

#The access record

A Brazilian law (the Marco Civil da Internet, art. 15) requires keeping an access record of who uses the platform. Memberfy keeps only the minimum:

• the IP you accessed from;
• the day;
• the first and last time you accessed that day, from that IP;
• how many times you signed in with email and password that day.

It does not keep the browser, the device, the pages you opened or your location.

When it is recorded. When you sign in to the community, when you use the app (the last time is updated at most every 15 minutes) and when you use the community through the AI assistant (Claude, ChatGPT and others), with the IP the assistant was called from. Calls with an API key, shared devices (kiosk, room and event panels) and visitors who do not sign in are not recorded.

For how long. 6 months, the legal period. After that, the line is deleted automatically, every day. Deleting your account does not delete this record before the 6 months, because the law requires keeping it.

Who sees it. No one in the community: not the owner, not the admin, not the team. The record does not appear on any screen or in any API route; Memberfy only hands it over under a court order. You see yours in the Download your data file, in acessos.csv.

#The platform's legal periods

Some records must be kept longer by law. They stay for the period below and, at the end, lose the personal data (or are deleted); what is accounting stays, without anyone's name. These periods are the platform's and do not change per community.

"Following year + 5" means: 5 years counted from January 1 of the year after the operation. A purchase from March 2026 counts from January 1, 2027 and expires on January 1, 2032.

Since the platform's oldest records are from 2026, no 5-year period expires before 2031.

#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: see The platform's legal periods.
• 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. The access record and the platform's legal periods have no setting: they are the same for every community.

#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.

Can the community see where I accessed from? No. The access record is not shown to anyone in the community, not even the owner. Only you see yours, in the Download your data file, and Memberfy only hands it over under a court order.

If I delete my account, does the access record go too? Not right away: it stays until the 6 months the law requires are up, and then it is deleted.

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. The access record has no route: no API call, with a sign-in or with a key, returns it.

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