Eight-year retention

Accounting documents have to be kept for eight years. selfdesk therefore does not delete them by itself. A nightly sweep clears other data once its window has passed but leaves the tax-relevant records standing.

| Not deleted automatically | Swept after its window | |---|---| | invoices and kiosk receipts | the person link in the door log | | payments | the audit log | | contracts and contract documents | consent evidence | | reservations, room bookings, kiosk purchases | withdrawn import rows and closed deletion requests |

What follows from that:

• When a member deletes their account, their invoices do not disappear. The person link is anonymised, the documents stay. Anything else would tear your bookkeeping apart.
• You are responsible for retention, not selfdesk. Pull the documents out regularly instead of relying on access.
• The monthly export delivers a ZIP with all invoices and kiosk receipts of a month as PDFs plus a CSV list. Missing PDFs are produced along the way.
• The month is the document date, not the billed period. The membership invoice for the coming month is created in the current one and booked there.
• Every export is logged. It is a bulk access to the invoice data of all members.
• Incoming invoices do not run through selfdesk. Your rent, your electricity and your payment provider's statement come from elsewhere.

What is stored for how long is described in What is stored and for how long.