Data Act Switching & Exit Policy

Version 2.2 — 2026-06-13

Provider: Oleksandr Chornous (Boncard), Drewerstraße 5, 59602 Rüthen, Germany.

Legal basis: EU Regulation 2023/2854 (Data Act), in force since 2025-09-12; fully applicable to switching provisions from 2027-01-12.

1. Purpose

This policy describes how customers (tenants) of the Boncard platform may export their data and switch to a different provider. It implements the requirements of the EU Data Act, which applies to cloud and SaaS services regardless of provider size (no micro-enterprise exemption).

2. Scope (data subjects)

This policy applies to:

• Business owners (OWNER) — counterparty to the Boncard SaaS contract
• End customers (loyalty-card holders) — owner-mediated rights independent of this policy (see Privacy Notice Art. 15/17/20 GDPR)

3. Export scope & formats

Complete export of all tenant data in structured, commonly used, machine-readable format (JSON per RFC 8259, available free of charge) per Art. 30(2) Data Act:

The export does not contain internal technical fields (unsubscribeToken, passwordHash, mongoUri).

4. Switching conditions (termination & transition) — Art. 23+ Data Act

4.1 Free-of-charge export

• Data export is free of charge.
• Format: open JSON standard (RFC 8259). CSV on request.

4.2 Notice period

• Maximum notice period: 2 months from receipt of written termination (by email to sahajaret@gmail.com or via Account Settings → "Delete account").
• All functionality remains active during the notice period.

4.3 No switching fees (from 2027-01-12)

• From 2027-01-12, per Art. 25 Data Act, no termination, switching, or data-extraction fees.
• Before this date: no such fees foreseen already today.

4.4 Functional equivalence (primary switching path)

Boncard offers as primary switching path the free, full, structured JSON export (schema boncard.tenant.v1 via /api/admin/export): the OWNER may at any time retrieve a complete, machine-readable data bundle in the open JSON standard (RFC 8259). This export is a valid portability mechanism under Art. 20 GDPR and Art. 23/29/30 Data Act.

• Export follows the Boncard data types documented in src/lib/db/types.ts (schema truth).
• Direct import into a competing SaaS is not guaranteed (no established loyalty-industry standards exist).
• Boncard supports the customer with migration by email (best-effort).

4.4a Public data-structure register

Pursuant to Art. 26(b) Data Act and Art. 30(2) a publicly accessible, up-to-date register is published at /data-act-register containing:

• JSON schema dictionary of all end-customer data fields (Customer, Card, Transaction, Reward, etc.)
• Data formats (UTF-8 JSON, RFC 8259)
• Interoperability specifications (e.g. points-calculation logic)
• Versioning with change history

Link: /data-act-register (live since 2026-06-12). Internal schema truth: src/lib/db/types.ts.

4.4b Pre-contractual information duty

Prior to contract conclusion the customer receives, per Art. 26 Data Act:

• The full text of this Switching Policy (linked on the /register page)
• List of all data categories that are migratable
• List of any non-portable data categories (with rationale)
• Switching-fee information (currently none; mandatorily free from 2027-01-12)
• Identity of the competent authority (Bundesnetzagentur)

Acceptance is recorded analogously to the DPA: policyAcceptances[] field on Barbershop with kind: 'data-act-switching', IP+UA stored.

4.5 Cooperation obligations

• Written switching requests are answered within 5 business days.
• Technical export details (field definitions, schema) provided on request; see also /data-portability.

4.6 Transition phase after termination

After expiry of the 2-month notice period Boncard grants a 30-calendar-day transition phase (Art. 25(2)(a)(ii) Data Act) during which the customer:

• Can retrieve a full export in machine-readable JSON form (/api/admin/export)
• May request repeated exports if needed (up to 3× free of charge)
• Retains live read access to facilitate migration to the target platform

If technically infeasible within 30 days: justification within 14 business days, maximum extension to 7 months (Art. 25(2)(d) Data Act).

4.7 Right to erasure instead of export — two switching options

Per Art. 25(2)(a)(i) Data Act the customer may choose one of two switching options:

• (a) Portability to a new provider with full export (default, see §3 and §4.4)
• (b) Immediate deletion instead of export: all exportable data is directly and irreversibly deleted; the contract terminates automatically upon completion of deletion.

Option (b) is offered if the customer explicitly states they do not want an export. Boncard confirms deletion via a deletion-log entry.

5. Pre-deletion grace (data deletion after switching)

• After termination: 30-day grace window per Deletion Concept §5.1.
• During grace: data can be re-exported or termination cancelled.
• After expiry: full hard-delete; deletion log archived for 3 years (Art. 28(3)(g) GDPR).
• No backup window on the current tier: on the beta/M0 tier no Atlas backups are configured (atlasBackupConfigured() === false) — the hard-delete is immediate and irreversible, with no restore available. A backup window (~35 days) exists only if Atlas backups are configured (higher tiers, M10+), and is then restored in exceptional cases only.

Distinction: this 30-day grace (§5) is the pre-deletion grace. It chronologically follows the 30-day transition phase per §4.6 (Art. 25(2)(a)(ii) Data Act). Sequence: notice period (max. 2 months, §4.2) → transition phase (30 days, §4.6) → pre-deletion grace (30 days, §5) → hard-delete.

6. Sub-processor change notice

Tenants are informed at least 30 days before sub-processor changes per Art. 28(2) GDPR and EDPB Opinion 22/2024 (archive_subprocessor_log).

7. Procedure — step by step

1. Notify switching intent — email to sahajaret@gmail.com with subject "Data-Act-Switching: <tenant name>".
2. Confirmation within 5 business days — export link (signed URL valid for 7 days) and choice-of-option notice (options (a)/(b) per §4.7).
3. Download export — OWNER uses /api/admin/export (self-service) or receives a JSON bundle.
4. Submit termination — via Account Settings or by email.
5. 2-month notice period — system fully active (§4.2).
6. 30-day transition phase — live read access + up to 3× repeat export free of charge (§4.6).
7. 30-day grace — system active, export still available (§5).
8. Hard-delete — automatic after grace expiry; deletion confirmation by LEGAL_NOTICE email.

8. Competent authority & dispute resolution

• Written complaint to sahajaret@gmail.com.
• Boncard is not obliged to participate in out-of-court dispute resolution (B2B only per § 14 BGB).
• Expected competent authority per Art. 37(1)(a) Data Act (German implementing act not yet in force): Bundesnetzagentur (BNetzA) — bnetza.de.
• Venue: Soest.

9. Contract duration & update history

• 2026-05-15: Version 1.0 — initial release after EU Data Act 2025-09-12
• 2026-05-26: Version 2.0 — audit fixes ahead of the 2027-01-12 deadline:
  • §3 export wording aligned with Art. 30(2): "structured, commonly used, machine-readable format" (JSON per RFC 8259)
  • §4.4 "own MongoDB" elevated to primary switching path (Art. 23/29/30)
  • §4.4a public data-structure register added (Art. 26(b) + Art. 30(2))
  • §4.4b pre-contractual information duty added (Art. 26 + Art. 25(1)); acceptance via policyAcceptances[].kind = 'data-act-switching'
  • §4.6 30-day transition phase after termination added (Art. 25(2)(a)(ii)) with 7-month extension clause (Art. 25(2)(d))
  • §4.7 third switching option "immediate deletion instead of export" added (Art. 25(2)(a)(i))
  • §5 distinction note between transition phase and pre-deletion grace added
  • §7 procedure extended with the transition-phase step
  • §8 Bundesnetzagentur citation refined to Art. 37(1)(a) Regulation (EU) 2023/2854 (Data Act); German implementing act not yet in force
• 2026-06-12: Version 2.1 — maintenance update:
  • Placeholder reference "i.c.w. DigVO" in the update history resolved — replaced by the proper citation: Regulation (EU) 2023/2854 (Data Act)
  • §4.4a register page /data-act-register is live (previously: "planned Q3 2026")
  • Policy version realigned with src/lib/legal/versions.ts(2026-06-12)
• 2026-06-13: Version 2.2 — service update (removal of per-tenant own MongoDB):
  • §4.4 the per-tenant own MongoDB cluster (Barbershop.mongoUri) is no longer a switching path (feature removed). The primary switching path is now the free, full, structured JSON export (schema boncard.tenant.v1 via /api/admin/export) as a valid mechanism under Art. 20 GDPR / Art. 23/29/30 Data Act
  • §4.7 option "(b) on-prem migration (own MongoDB cluster)" removed — now two switching options: (a) portability with full export, (b) immediate deletion; references adjusted
  • §5 backup-window wording made honest: on the current beta/M0 tier there is no Atlas backup window (immediate, irreversible hard-delete); the ~35-day window applies only conditionally if Atlas backups are configured (M10+) — mirrors atlasBackupConfigured()

10. Review triggers

• Mandatory review before 2027-01-12 (no-fee switching deadline)
• Publication of harmonised standards (Art. 30(5) Data Act) — common-specs clock starts 12 months after EU publication; Boncard adapts schema register and export format within those 12 months.
• Change to src/lib/db/types.ts (schema truth) → automatic update notice on /data-act-register.

Cross-references: /avv (DPA per Art. 28 GDPR), /data-act-register (public data-structure register), /data-portability (portability workflow).