Handling members' data requests
How owners answer a member who asks for a copy of their data or for deletion, what deleting removes and keeps, and the 30-day deadline.
Members have a right to a copy of their data and to have it deleted. In Milvao they ask from WhatsApp, and you, the owner, complete the request from the dashboard. Milvao gives you 30 days for each one.
Where requests come from
| How the member asks | What happens |
|---|---|
| Sends MY DATA to your number | A Copy of data request opens. The member is told you'll be in touch within 30 days |
| Sends DELETE MY DATA and taps Yes, delete my data | A Deletion request opens. Offers to them stop straight away, before you delete anything |
| Asks you or your team directly | Open their page in Members and use Log a request in the Privacy card |
| Writes to Milvao | Milvao staff log it, and may contact you to complete it |
All requests are in a table in Settings → Data requests. The Open tab (the default) puts the oldest due date at the top and marks overdue ones in red; Closed shows the latest closed first with the note left on each; All shows both. Click Request, Received or Due to sort, and use the page numbers under the table for more. Each member's own requests also show in the Privacy card on their page.
Send a member their data
- Open the request in Settings → Data requests, or the member's page in Members.
- Click Export data. Your browser saves a file named
member-data-….json. The request moves to In progress. - Send the file to the member the way you normally reach them, for example by email.
- Back in Data requests, click Close, choose Done and add a short note such as "Sent by email on 12 Nov".
The file holds their profile (headline, photo status, directory and public profile settings), their answers to your profile questions, the choices they made (turning offers or messages on and off), their groups, their requests with their own words, the offers and partner offers they received, the events they signed up for and what they said there, their join request from your site, what you imported about them from a member list, their paid membership with payments, invoices and refunds, their kudos and thank-yous, the members they blocked and their portal sign-ins (dates only), messages still kept (newest first, text is kept for 90 days) and their earlier data requests. It never includes another member's name or number, and never sign-in codes, links or payment references. Their own number is shown masked, as everywhere in Milvao.
Delete a member's data
- Open the deletion request, or the member's page, and click Delete member's data.
- Pick a Reason.
- Type DELETE to confirm, then click Delete data.
The request is marked Done automatically. The member's entry then shows as Deleted in Members, hidden unless you filter for it.
| Deleting removes | Deleting keeps |
|---|---|
| Name, description, city, skills and cities served | That a member existed, joined a group, and when |
| Answers to your profile questions | Counts of requests, offers and introductions |
| Their phone number (only an unreadable marker stays) | The record of choices they made, without any content, as proof of consent |
| The text of their messages and requests, and of offers sent about their requests | Request and offer states and dates, for your metrics |
| Profile links | Your team's audit log of the deletion, without personal details |
Deleting also withdraws any offers waiting for them (their requests move on to the next person), closes their open requests and stops any contact sharing that hasn't gone out yet. Contacts already shared with another member can't be taken back.
If the same person sends a JOIN code again later, they start over with a new, empty profile.
Deadlines
Each request is due 30 days after it arrives. Data requests shows how many days are left, and Overdue in red once the date has passed. Milvao staff also watch overdue requests across all communities and may contact you.
If you can't complete a request, for example because the person isn't a member, click Close, choose Rejected and write why. The note stays with the request.
Who can do what
| Owner | Operator | |
|---|---|---|
| See data requests | Yes | Yes |
| Export a member's data | Yes | No |
| Delete a member's data | Yes | No |
| Log or close a request | Yes | No |
Every export, deletion and closed request is recorded in Milvao's audit log with who did it and when.
Frequently asked questions
Can we undo a deletion?
No. Once deleted, the personal data is gone. Only anonymous counts remain.
The member asked for a correction. What do we do?
Most details are in the member's own profile, so send them a profile link (they can reply PROFILE). Log the request with Log a request, then close it as Done once it's fixed.
Does Milvao delete members on its own?
No. Your community decides. Milvao staff only act when a member writes to Milvao directly, and they record it in the same register.
Something unclear or missing? Tell us