Data Portability

This page provides 404 Emails Customers with the information needed to assess how easily they can switch to another data processing service provider, move to their own infrastructure, or request deletion of their data instead of switching, in line with the Data Act's transparency requirements. This page does not limit or expand the Provider's contractual obligations set out in Section 12 of the Terms - in the event of a conflict between this page and the Terms, the Terms prevail.

Routine workspace data export is self-service: a workspace owner (OWNER) or administrator (ADMIN) can trigger it from the Privacy & Data settings within the application. The export is processed in the background, and the Customer downloads the result from the application once it is complete.

A formal Data Act switching request, or a request requiring the timeframes described in Section 8 below, should be sent by the Customer to 404branding@gmail.com.

A workspace export is provided as a single ZIP file containing a combination of CSV and JSON files. An individual contact export (upon a data subject's request) is provided as structured JSON data, not as a downloadable file.

No automated interface for direct data transfer into another platform currently exists - export is file-based, and any further processing (such as import into a destination platform) is handled by the Customer or its new provider.

A workspace export currently includes in particular:

• contacts and their profile data;
• subscriptions and their status;
• consent history, including the IP address and user agent recorded at the time consent was given;
• the list of suppressed addresses (suppressions);
• groups and their memberships, tags and their assignments;
• segments;
• campaigns, including their revisions and content;
• aggregate campaign delivery statistics (aggregate counts only, not per-recipient or per-event data);
• templates;
• forms and their submissions;
• automation definitions and aggregate enrollment counts (not individual enrollment detail); and
• integration configuration, excluding secret values (see Section 6).

The Customer should take the following current limitations into account:

• the delivery-statistics export contains aggregate summaries only, not a detailed record of each sent message or each individual delivery event;
• the automation-enrollment export contains aggregate counts only, not individual enrollment detail;
• bulk CSV contact import is available in the Service, but supports only a limited set of contact fields (email, first name, last name, tags) - the workspace export is therefore not intended as a direct source for bulk re-import of the same data;
• workspace export is processed as a background batch job, not instantly.

Export under the Data Act does not include:

• secret values of integration API keys and webhook secrets - these values are not even retrieved from the database for export purposes;
• the Provider's internal security, fraud-prevention and compliance records;
• internal billing records held with the payment processor (Stripe) that are not Customer Data; and
• the Provider's own software, source code, documentation and other protected intellectual property.

This exclusion applies only to the extent permitted by applicable law and is not used to improperly obstruct switching.

404 Emails voluntarily charges no switching charges from the first day of providing the Service - an amount of EUR 0.

• The Customer may submit a switching or portability request at any time.
• The Provider will initiate and support switching without undue delay.
• The normal mandatory transitional period will not exceed 30 calendar days.
• Where completing the switch within that period is not technically feasible, the Provider will notify the Customer within 14 working days of the request, explain the reasons, and specify an alternative transitional period not exceeding seven months.
• The Customer has the right to request an extension of the transitional period once, where relevant.
• Following termination of the applicable transitional period, the Provider will provide a retrieval period of at least 30 calendar days.
• After successful switching and expiry of the applicable retrieval period, exportable data and digital assets will be erased in accordance with applicable law.

The 404 Emails production application and database infrastructure is currently hosted in OVHcloud's Gravelines (GRA) data centre in France. Database backups are stored using OVHcloud object storage within the European Union.

This page does not claim that the production server's data disk is encrypted in full (full-disk encryption), nor that every subprocessor and other service provider processes data exclusively within the European Union. The full and controlling account of subprocessors, processing locations, and international personal-data transfer mechanisms is provided by the DPA and the Subprocessor List, which remain the controlling source of information on personal-data processing.

The Service's production infrastructure is located in the European Union (see Section 9). Access to Customer Data is limited to persons who reasonably need it to provide, operate, secure or support the Service, consistent with the confidentiality provisions described in the DPA. If the Provider receives a request from a public authority of a third country to access or transfer data, it will assess that request under applicable European Union and Czech law before responding to it, to the extent applicable law permits.

Questions regarding data portability or switching providers may be sent to:

Company ID No.: 23561076

Email: 404branding@gmail.com

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