Customer Data Export and Portability Description

1. Purpose and Scope

This document (Customer Data Export and Portability Description) describes how customers may obtain data stored in the EMMi service.

The purpose of this document is to ensure transparency and support data portability in accordance with the EU Data Act, particularly upon termination of the service agreement.

2. Data Delivery Method

Customer data is delivered upon customer request:

  • via a secure email, OR
  • through another secure data transfer method agreed separately.

Delivery format

  • ZIP-compressed file
  • Contains structured data in JSON format
  • Contains references to media files as REST download links

3. Contents of the Export File

The export file contains customer data stored in the service in the following categories:

3.1 Users and Access Rights

  • users/users.json – user information
  • users/user-groups.json – user groups

3.2 Folders

Directory structure:

folders/

Contents:

  • folder-ids.json – folder identifiers
  • Folder-specific directories:
    • folder-data.json – folder metadata

Additionally:

  • folders/folders.json – folder hierarchy
  • folders/folder-permissions.json – access rights

3.3 Metadata

Directory:

metadata/

Contents:

  • property-fields.json – metadata field definitions
  • asset-statuses.json – asset statuses

3.4 Assets (Files and Related Information)

Directory:

assets/

Contents:

  • Asset-specific folders (unique identifier)
  • Each folder contains:
    • asset-data.json – asset metadata
    • download-links.json – file download links

3.5 Project Management (if enabled)

Directory structure:

project-management/

Contents:

  • proof-statuses.json – proof/approval statuses
  • project-statuses.json – project statuses
  • project-roles.json – project roles
  • projects/project-ids.json – project identifiers

Project-specific directories (e.g. /99/):

  • project-data.json – project metadata
  • proofs.json – proofs
  • assets.json – project assets
  • download-links-proofs.json – proof download links
  • download-links-assets.json – asset download links

4. Data Format

  • All structured data is provided in JSON format
  • Character encoding: UTF-8
  • The data structure is hierarchical and based on logical entities (assets, folders, etc.)

The format is:

  • widely used
  • machine-readable
  • easily transferable to other systems

5. Availability of Media Files

Media files are not embedded directly in the JSON files. Instead, they are provided as:

  • REST download links
  • referenced within JSON files (e.g. download-links.json)

Download links:

  • may be time-limited
  • may require authentication
  • are protected against unauthorized access

6. Ordering an Export File

The export file may be requested:

  • at the customer’s request
  • particularly:
    • upon termination of the agreement
    • when switching to another service provider

For downloading media files, the Supplier will create a read-only integration account in the EMMi service and provide an API key required for authentication to the REST interface.

Requests can be submitted through:

  • customer support or the designated customer contact person

7. Delivery Schedule

The data will be delivered:

  • without undue delay
  • typically within 14 days

The Supplier is obligated to retain and, upon the Customer’s request, provide the customer’s data stored in the service during a 30-day transition period following the end of the notice period.

If the maximum 30-day transition period is not technically feasible, the data processing service provider shall notify the Customer within 14 business days of receiving the switching request, provide a justified explanation as to why the transition period is not technically possible, and specify an alternative transition period. The alternative transition period may not exceed seven months. Service continuity shall be maintained throughout the alternative transition period where necessary.

8. Customer Data Upon Termination of the Agreement

  • The customer has the right to obtain its own data.
  • The data will remain available for 30 days after termination of the agreement.
  • After this period, the data will be deleted from the service in accordance with the applicable data retention and deletion policy.

9. Interoperability

The export file is designed to support:

  • data migration to other Digital Asset Management (DAM) or similar systems
  • reduction of vendor lock-in situations

This is supported by:

  • JSON format
  • a clear directory structure
  • separate metadata definitions

10. Limitations

The Supplier offers to transfer data that can reasonably be migrated from the service to a new supplier with reasonable effort.

The export file does not include:

  • internal service provider system information
  • operational data not specific to the customer
  • technical log data

Examples of data not considered reasonably transferable include asset links, cart links, folder links, image conversion information, asset version history, EMMi Public Upload Form or EMMi Assignment Form functionalities (Media Bank), proof annotations, proof version histories, project discussions (Project Management), editable browser-based layout templates (Create), layout automation workflows (Datacloud), and integrations with third-party services operating through APIs.

11. Information Security

Data is always delivered securely through:

  • encrypted transmission
  • restricted access
  • delivery only to authorized persons

12. Contact Information

For further information:

EMMi Support Services or your designated contact person

13. Document Version

  • Version: 1.0
  • Updated: 12 August 2026

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