Finance and records policy
Last updated: 8 July 2026 · Build v6.5
If the Association later receives fees, donations, reimbursements, event income or other money, it must keep clean records and avoid mixing personal, company, Civic, Academy, Digital or Republic finances.
Boundary: This page is an operating standard for the Association. It is not legal, financial, tax, medical or safeguarding advice. Use qualified professional support where needed.
Finance rules
- No personal bank account should be treated as Association money without clear records and reimbursement notes.
- No D’Key Digital company income should be mixed with Association funds.
- No Civic funds or event funds should be mixed with Association membership funds.
- Fees or donations should have a stated purpose and receipt trail.
- Expenses should have evidence, approval and category.
- Tax/accounting obligations should be checked before trading or receiving regular income.
Before paid membership
Before introducing fees, decide: fee purpose, bank route, receipt method, refund rule, renewal period, records owner, tax check, privacy impact and cancellation process.