GDPR Data processing modelGeneral Ledger and Statutory Accounting Records
Purposes (1)
A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable
Data categories (1)
Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)
Accounting items
Data details
Definition
person's date of birth
Data conservation rules
Active base:
6 years from the end of the last company financial year they relate to
Companies Act 2006, s.388 (minimum 3 years for private companies and 6 years for public companies from the date the records are made); HMRC requires company and accounting records to be kept for 6 years from the end of the last financial year they relate to.
Intermediate archiving:
Up to 10 years where records may be needed for litigation, audits, or anti-money laundering
Limitation Act 1980, s.5 (6 years for contract claims). For firms in the regulated sector, Money Laundering Regulations 2017, reg. 40 (5 years after the end of the business relationship; transaction records within a relationship kept no longer than 10 years).
Destruction
Data subject (3)
A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process
- Employees
- Customers and suppliers
- Legal representatives or company officers
Attribution / Pas d'utilisation commerciale
CC-BY-NC
