ADR-0019: Rental Fees, Deposits & Fiscal Retention (Deferred)

• Status: Proposed — deferred until a club needs it
• Date: 2026-09-24
• Related: ADR-0005, ADR-0006

Context

Some clubs charge members a yearly instrument rental fee (huurvergoeding) or a deposit (borg). Once money is tracked against a person, Dutch fiscal retention rules (7 years for financial records, fiscale bewaarplicht) can conflict with the right to erasure. Most clubs handle this in their bookkeeping software, not in an asset tool.

Decision (proposed)

• v1 does not record payments. An assignment may have an informational rental_fee_cents_per_year and deposit_cents (club policy, not bookkeeping). These are asset/assignment attributes without payment status.
• If payment tracking is added later, it goes in a separate financial_records table with its own retention class. On anonymization the member reference is replaced by the pseudonym, and the amounts, dates, and a bookkeeping reference are kept for 7 years as permitted by GDPR Art. 17(3)(b). The privacy notice template must mention this.
• Export of fee overviews to CSV for the club's bookkeeping software is the preferred integration.

Consequences

• v1 has no collision between erasure and fiscal retention.
• Clubs keep using their existing bookkeeping for actual money.