Your data and how long we keep it
What Milvao stores about your community and members, how long it keeps each kind of data, where it's hosted, and how members ask for a copy or deletion.
Milvao keeps only what it needs to run your community's introductions, for as long as it needs it. Your community decides why members' data is used, and Milvao processes it on your behalf.
What Milvao stores
| Data | What it includes | How it's protected |
|---|---|---|
| Member records | Phone number, the last 4 digits for display, and the groups joined | Number encrypted at rest. Only the last 4 digits are ever shown |
| Profiles | Name, city, skills, cities served, short description | Visible only to your team |
| Choices | Each time a member turned requests or messages on or off, with the notice version | Append-only record that can't be edited |
| Messages | Messages members send to your number and Milvao's replies | Text cleared after 90 days |
| Links and invites | Join codes, profile links, team invites | Stored only as one-way hashes, so a database copy can't be used to open them |
| Your team | Names, emails, roles, sign-in details | Passwords hashed. Optional two-factor sign-in |
| Audit and security logs | Who did what and when, failed sign-ins and blocked attempts | Separate database. No message text, passwords, tokens or full phone numbers |
| Join requests | Name, WhatsApp number, optional email and note from Request to join (only when your community accepts them) | Number encrypted at rest. Your team sees the last 4 digits until it approves |
| AI call logs | The request text sent to the AI model with numbers, emails and links removed, and its answer. | Separate database, for quality checks |
Milvao doesn't read your WhatsApp groups, so nothing from them is stored.
How long we keep it
| Data | Kept for |
|---|---|
| Raw WhatsApp delivery data (webhooks) | 7 days, then cleared |
| Message text | 90 days, then cleared, including copies kept for sending. A record that a message was sent stays, for counts |
| Unused profile links | Deleted once expired (they expire after 60 minutes) |
| Profiles, groups, requests and introductions | While your community uses Milvao |
| Join requests | 90 days after your team approves or declines, or 180 days if nobody decides, then deleted |
| Audit and security logs | 1 year, then deleted |
| AI call logs | 90 days, then deleted |
A daily job clears data once it passes these limits.
Where it's hosted
Data is hosted in Singapore, on a managed database provider, with encrypted connections. Messages travel through Meta's WhatsApp Business Platform, under Meta's terms. Emails to your team, such as invites and password resets, are sent through an email provider.
Copies and deletion
Members can send MY DATA for a copy of their data or DELETE MY DATA to ask for deletion. The request appears in Settings → Data requests, and the owner completes it within 30 days, with Export data or Delete member's data. See Handling members' data requests for the steps.
Deleting a member:
- Withdraws any introduction offers they haven't answered and closes their open requests.
- Removes their profile, answers, phone number and the text of their messages and requests.
- Keeps only anonymous counts, so your reports still add up.
Their entry then shows as Deleted in Members, hidden unless you filter for it. Contacts already shared with another member can't be taken back. If that person later sends a JOIN code again, they start over with a new, empty profile.
Members can also write to Milvao. Milvao staff then log the request and complete it with you.
Who is responsible
Your community (the owner) is responsible for why members' data is collected and how it's used. Milvao processes it on your behalf to run the service. Our privacy policy at milvao.com has the full details.
Frequently asked questions
Can we choose different retention periods?
These are the pilot defaults. Talk to Milvao during your pilot review if your community needs something different.
Does Milvao sell or share member data?
No. Member data is used only to run your community's introductions.
Where can members read about their data?
Point them to Who sees what and to the privacy policy on milvao.com.
Something unclear or missing? Tell us