Falaah Falaah AI

Privacy, Retention and Legal Documents

Control how long Muin keeps each kind of record, what consent your people have given, who owns employee facts, and which version of your legal documents is in force.

Four separate things live under privacy and retention: how long records are kept, what each person consented to, which system owns employee facts, and which version of your terms is in force.

When you’d use this

  • An auditor asked how long you keep donor and employment records.
  • Someone asked you to delete their data, or to send them a copy of it.
  • You published a new privacy policy and need everyone to see that version.
  • Employment data is being edited in two places and disagreeing.

Retention policies

  1. Go to Settings → Platform → Retention Policies. Owners and admins only.
  2. Select Create Policy, or Create your first policy on an empty list.
  3. Give it a Name (for example, Invoice 7-Year Retention), a Description, the Retention Days, a Notify Before (days) warning period, the Action to take when the period expires, and optionally a Document Type. Leave the type empty to cover all types.
  4. Mark it Active. Enforcement runs daily while a policy is active; an Inactive policy does nothing.
  5. Edit or Delete a policy from its row.

Align retention periods with your actual obligations. Tax records, donor data and employment records usually carry different legal minimums.

Background failure records are a special case: they are kept for at most 90 days, and that ceiling is a platform limit you cannot raise. Export anything an audit needs before then.

Privacy and Data: each person’s own controls

Every user has this screen for their own data, at Settings → Security → Privacy and Data.

  1. Consent Preferences covers Data Processing, Marketing Communications, and Analytics and Improvement. The marketing answer applies to this workspace only; email from an organization someone gives to is controlled on that organization’s own preference page.
  2. Export Your Data downloads a JSON copy of their profile, workspace memberships, invitations, activity history, consent and communication preferences, and the documents they have signed. Muin cites the basis: GDPR Article 20, the right to data portability.
  3. Danger Zone holds Request Account Deletion, under GDPR Article 17, the right to erasure.

Deletion is honest about its exceptions. There is a 30-day grace period during which the request can be cancelled with Cancel Deletion Request. After it, all personal data is erased apart from a few records the law requires Muin to keep: signed eligibility certifications carry a legally required retention period, and opt-outs are kept so that closing an account never re-subscribes someone to messages they stopped. In both cases the personal details captured alongside them, including the IP address and device recorded at signing, are removed.

Where employee facts come from

Settings → Organization → People Data decides whether Muin or a connected HR system is the authority for employee facts, and shows you every record where the two disagree. It is covered in Custom Fields and the People Registry.

Compliance settings

Settings → Organization → Compliance Settings is the intended home for risk, frameworks and data-subject requests. It currently reads Not configurable yet. Frameworks, controls and evidence are managed in the Compliance module itself in the meantime.

  1. Go to Settings → Communication and AI → Legal Documents. Owners and admins only.
  2. Each document row shows its current Version, its Effective date and when it was Last updated, with View document to read it.
  3. A document waiting for its date is listed as Scheduled; the one in force is Active.
  4. The page is read-only. These are Muin’s own documents and apply to every organization, so only Muin publishes a new version.

What it affects

  • An active retention policy deletes or archives real records on a daily schedule. Test it with a narrow document type before applying one to everything.
  • A consent withdrawal stops the matching messages immediately for that person in that workspace.
  • A data export contains personal data. Treat the downloaded file accordingly.
  • When Muin publishes a new legal document version, every user is asked to accept it where acceptance is required.
  • Switching people-data authority to an external system makes the synced facts read-only in Muin for everyone.

When it goes wrong

What you see What to do
“Failed to load retention policies. Please try again.” Reload. No policy was created, changed or enforced.
“No retention policies configured.” Nothing is being deleted on a schedule. Create a policy if your obligations require one.
A policy exists but nothing is happening Check it is Active. Enforcement runs daily only while active.
“Failed to update consent preferences.” Reload and set it again. The previous preference remains in force meanwhile.
“Deletion Scheduled” and the person changed their mind Select Cancel Deletion Request inside the 30-day grace period.
“Failed to load legal document versions.” Reload. The version currently in force is unaffected.
“Not configurable yet” on Compliance Settings Expected. Use the Compliance module for frameworks and evidence.

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