In this chapter, we will walk through an example of how to proceed when issuing an invoice to our customers.
Personal data in the case of invoices
Since tax documents (invoices) naturally contain clients' personal data, we as the data controller are obligated to process this data.
For an invoice, if you are a VAT payer, it is possible to retain invoices for a period of 10 years.
For an invoice, if you are not a VAT payer, it is possible to retain invoices for a period of 5 years.
For both options, Flexi already has predefined purpose definitions.
We will now look at our example of creating a purpose definition required for issuing an invoice for a VAT payer.
Creating a purpose definition
Purpose definitions are already predefined in Flexi — for both VAT payers and non-payers.
Basic information (Data occurrence, ...) is already preconfigured in this definition.
The validity is set to "Automatically from the start of the record's validity," meaning the purpose will be created every time an invoice is issued.
As mentioned above, VAT payers are required to retain personal data for a period of 10 years (already preconfigured).
The legal basis in the case of an invoice is "Fulfillment of a legal obligation" (already preconfigured).
Additional information, such as Data access, Post-expiry procedure, etc., must of course be filled in manually.
Purposes can subsequently be found in the GDPR -> Purposes register. Here, as in most registers in Flexi, filtering options are available (by company, by purpose definition, etc.).
