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| 1 | +======= |
| 2 | +Denmark |
| 3 | +======= |
| 4 | + |
| 5 | +Compliance with Danish bookkeeping requirements: data retention and integrity |
| 6 | +============================================================================= |
| 7 | + |
| 8 | +This page outlines how Odoo complies with the Danish Bookkeeping Act, |
| 9 | +specifically regarding the storage and integrity of financial transactions and receipts. |
| 10 | +Odoo recognizes the importance of adhering to Danish regulations and has implemented robust |
| 11 | +measures to ensure clients' data is secure and compliant. |
| 12 | + |
| 13 | +Key requirements of the Danish Bookkeeping Act |
| 14 | +---------------------------------------------- |
| 15 | + |
| 16 | +The Danish Bookkeeping Act (DBA) outlines the `requirements for digital bookkeping systems |
| 17 | +<https://danishbusinessauthority.dk/requirements-digital-bookkeeping-systems>`_: |
| 18 | + |
| 19 | +- **Retain transactional data and receipts:** Store all recorded transactions and receipts |
| 20 | + covered by § 3 for a minimum of five years from the end of the financial year to which they pertain. |
| 21 | + |
| 22 | +- **Ensure data integrity:** Prevent the company from changing, backdating, or deleting recorded transactions. |
| 23 | + |
| 24 | +- **Maintain data accessibility:** Store all recorded transactions in a structured and machine-readable format |
| 25 | + for the required five-year period, regardless of customer relationship status, bankruptcy, or dissolution. |
| 26 | + |
| 27 | +- **Provide decryption capabilities:** Ensure that encrypted bookkeeping data and receipts can be decrypted |
| 28 | + into a structured and readable format. |
| 29 | + |
| 30 | +Odoo compliance measures |
| 31 | +------------------------ |
| 32 | + |
| 33 | +For companies using Odoo on Odoo Cloud hosting specifically, these requirements are met |
| 34 | +through the following features and processes: |
| 35 | + |
| 36 | +Immutable transaction records |
| 37 | +----------------------------- |
| 38 | + |
| 39 | +- Once transactions are recorded, they cannot be deleted through the user interface. |
| 40 | +- All modifications are logged, providing a complete audit trail. |
| 41 | +- While historically dated entries can be made, Odoo records the creation date and time of the entry. |
| 42 | + |
| 43 | +Secure document storage |
| 44 | +----------------------- |
| 45 | + |
| 46 | +- Receipts and digital vouchers are stored as attachments and integrated into the database, ensuring they |
| 47 | + are included in backups. |
| 48 | +- Posted documents cannot be deleted. |
| 49 | +- We fully support the storage of mandatory digital vouchers as defined by Danish regulations. |
| 50 | + |
| 51 | +Continuous data availability |
| 52 | +---------------------------- |
| 53 | + |
| 54 | +- Clients with active subscriptions can access all transactions and digital vouchers through Odoo. |
| 55 | +- Regardless of customer relations, bankruptcy, or dissolution, Odoo can provide access to transaction |
| 56 | + and digital voucher details to former clients for six years (see :ref:`localizations/denmark/data-lifecycle`). |
| 57 | + |
| 58 | +Automated data export and secure storage |
| 59 | +---------------------------------------- |
| 60 | + |
| 61 | +- Odoo Accounting implements no automatic deletion or archival of recorded transactions, so if a company has |
| 62 | + been recording transactions for six years, the six years of history are preserved in the Odoo Accounting database. |
| 63 | +- As described in the `Odoo SLA <https://www.odoo.com/cloud-sla>`_ and |
| 64 | + `Odoo Privacy Policy <https://www.odoo.com/privacy>`_, the Odoo Cloud relies on immutable daily snapshot |
| 65 | + backups, which cannot be individually altered or deleted, even at the customer's request, ensuring their integrity. |
| 66 | +- All documents and receipts stored in a database backup are available as a standard ZIP archive accompanying |
| 67 | + the SQL dump. |
| 68 | + |
| 69 | +.. _localizations/denmark/data-lifecycle: |
| 70 | + |
| 71 | +Data lifecycle management |
| 72 | +------------------------- |
| 73 | + |
| 74 | +- Odoo database backups are available in standard SQL dump formats at all times and include all recorded |
| 75 | + transactions. |
| 76 | +- The default Odoo Cloud SLA guarantees three months of backup history to all active customers. As a special guarantee for |
| 77 | + Danish companies subject to the :abbr:`DBA (Danish Bookkeeping Act)` and who opt for an Odoo Cloud solution, the backup retention gets increased |
| 78 | + to six years as soon as they decide to terminate their Odoo Cloud subscription, in order to comply with the |
| 79 | + requirements of Annex 1, 4 of Executive Order 97. |
| 80 | +- Companies who are using Odoo products outside of the Odoo Cloud are responsible for implementing their |
| 81 | + own compliance with the :abbr:`DBA (Danish Bookkeeping Act)`. |
| 82 | + |
| 83 | +Decryption |
| 84 | +---------- |
| 85 | + |
| 86 | +Odoo Accounting customer data on the Odoo Cloud is always stored in encrypted form (encryption at rest at |
| 87 | +storage level). When backups are retrieved, they are automatically decrypted and provided in decrypted form in |
| 88 | +standard formats for the user: SQL dumps + ZIP archive of all attached documents (file store). |
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