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EU GDPR rules for deletion of personal data
BitaBIZ data processing agreement version 3.1 from September 20, 2024 states that BitaBIZ customers have access to set when personal data should be automatically deleted.
Section 11.2 of the data processing agreement:
The data processor shall make available to the data controller, settings in the BitaBIZ
SaaS Service, where data controller can define how many months that registrations
of personal data shall be kept in the database and thereby registrations older than the period defined by Data controller will automatically be deleted with defined intervals.
Automatic deletion of historical records
Every year on January 1st, all records are automatically deleted when they have been stored longer than the selected number of months.
Indexing for automatic deletion must always be enabled for it to work. It is an ongoing indexing process designed to protect your balances
(vacation, other vacation, hour bank, day bank).
When the process is enabled, records that are indexed for deletion are permanently deleted on January 1st each year.
ℹ️ You cannot enable this process just a few days before January 1st and have data deleted. The process must run continuously to work.
Step 1: Select how many months data can be stored in BitaBIZ before deletion and activate the process:
Step 2: The process is active and automatically deletes data every January 1st:
Automatic deletion of inactive users and their data
Every year on January 1st, all inactive users and their data are automatically deleted when they have been inactive longer than the selected number of months.
Step 1: Select how many months inactive employees (terminated employees) can be stored in BitaBIZ before deletion and activate the process:
Step 2: The process is active and automatically deletes data every January 1st:
Choosing a setting for automatic deletion
Important rule from the bookkeeping law to consider when choosing the number of months:
The entity required to keep accounts must store bookkeeping and accounting material securely for 5 years from the end of the financial year to which the material relates.
Based on the above, you could choose to set the number of months as follows:
Customers with financial year Jan 1 - Dec 31 BitaBIZ deletes records on January 1st each year. | Customers with financial year Apr 1 - Mar 31 BitaBIZ deletes records on January 1st each year. | Customers with financial year Jul 1 - Jun 30 BitaBIZ deletes records on January 1st each year. | Customers with financial year Oct 1 - Sep 30 BitaBIZ deletes records on January 1st each year. |
Choose: 60 months (5 years x 12 months) |
Choose: 63 months (5 years x 12 months + 3 months) |
Choose: 66 months (5 years x 12 months + 6 months) |
Choose: 69 months (5 years x 12 months + 9 months) |
It is the customer's responsibility to verify their deletion rules with their own accountants/legal advisors.