Legal Information and Automatic Data Deletion

In accordance with the General Data Protection Regulation (GDPR/DPA) and the Danish Bookkeeping Act, customer data in Acubiz is by default stored for 5 years + the current financial year. After this period, Acubiz is authorized to automatically delete the relevant data in the solution.

ℹ️ Important: It is crucial that the information under company and accounting settings is always correct and up to date. These settings directly control when and how your data is deleted in the system.

Target Audience and Prerequisites

This guide is intended for Acubiz Pro users with administrator rights. Learn more here: End User and Pro User Roles in Acubiz

Table of Contents

• 1. Managing Multiple Companies
• 2. Setting Up Legal Information
• 3. Setting Up Accounting Information
• 4. Deletion Based on Financial Year
• 5. Which Data Is Deleted?
• 6. Example of the Deletion Process
• 7. Specifying ERP and Payroll Systems

1. Managing Multiple Companies

If your Acubiz solution includes multiple companies, the configuration must be done separately for each individual company. The deletion process runs independently per company. This is because different legal ownership structures, accounting periods, or regional legal requirements may apply from company to company. It is the customer's own responsibility to ensure that the setup complies with the applicable regulations for each company.

2. Setting Up Legal Information

Follow these steps to update the legal details:

1. Go to Administrator -> Company Information.
     
2. Select the Company Information section.
3. In the Legal Information section, fill in:
   • Company Name (the legal name)
   • CVR/VAT Number for the specific company
     
4. Click Save.

3. Setting Up Accounting Information

Select the employee who is the accounting responsible for the respective company, so the system has the correct contact person linked to the accounting setup.

4. Deletion Based on Financial Year

The standard model for data deletion is based on the company’s financial year.

• Changing the deletion interval: The parameters for data deletion cannot be changed directly by the customer. If a deletion interval other than the standard (5 years + current year) is desired, Acubiz Support must be contacted. Note that changes to the standard setup incur an additional fee. You will be contacted for further arrangements.

Key Fields in the Setup:

• Accounting Period: Specification of start and end dates (day + month) for the company’s financial year.
• Keep Data in Acubiz: Shows the number of accounting periods for which data is stored. (Note: If the accounting period is shorter than 12 months, the number of periods is automatically adjusted to correspond to 5 full years + the current period).
• Period Analysis: The system’s analysis box provides a precise overview of when historical data is retained and deleted.
  

5. Which Data Is Deleted?

When the expiration date is reached, the following data types are permanently deleted:

• Transactions: Expenses, credit card transactions, mileage, per diems, travel settlements, requisitions, unit vouchers, and advances.
• Supplier Invoices (IMS): Invoices and related attachments.
• Attachments and Documents: All attached files (PDF, PNG, JPG, etc.) linked to the transactions.
• Time Registration (TIME): Registered hours and export reports.
• Users: Inactive users (deletion is based on the recorded deactivation date).

See also: Correction of Reconciliation Balances After Deletion of Historical Data.

6. Example of the Deletion Process

Scenario: Company A has a financial year that follows the calendar year (January 1 – December 31). As of January 2, 2024, automatic deletion runs based on the rule set 5 years + current year:

1. First Deletion (2024): All data exported before January 1, 2019 is permanently deleted. Data from 2019 to 2023 is still retained.
   
2. Subsequent Deletion (2025): When the system enters the 2025 financial year, the next deletion process will include data from the period January 1, 2019 – December 31, 2019.
   

7. Specifying ERP and Payroll Systems

To ensure correct integration and data flow, you can specify exactly which external systems the company uses:

1. Navigate to the fields for ERP System and Payroll System.
   
2. Select the relevant systems from the list and save the changes.