Data retention
Malyon helps organise retention, but the company remains responsible for preserving complete and readable records for the period applicable to each transaction.
Recommended retention matrix
VAT invoices and supporting records: at least 5 years. Corporate Tax records: at least 7 years after the end of the relevant tax period. Real-estate and specially extended tax records can require longer retention. Employment, immigration, banking and licence records may follow separate rules. Use the longer period when several rules apply.
Operational copies
Automated server database backups are encrypted or access-restricted operational recovery copies and are rotated after 30 days. They do not replace the owner’s dated export. Generated document PDFs are normally created on demand, returned to the user and removed from temporary storage; logos, signatures, seals and intentionally uploaded source files remain until replaced or deleted.
Deletion and reset
Workspace reset removes transactional working data while preserving the company profile and access configuration. Company deletion removes the workspace. Both actions require re-authentication and confirmation. Deletion from rotating backups occurs as those backups expire; legal holds, security evidence and mandatory records may be retained where required.
Practical control
Export a dated backup before period close, major imports, reset or deletion. Test restoration periodically, keep one offline encrypted copy, restrict the encryption key to the owner, and document who approved deletion.