> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ferrufino-tech-solutions.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Data export
> Download your organisation as a single JSON file. What the export contains, who may run it, and what happens to your data after cancellation.
You can download a machine-readable copy of your organisation at any time. The
export is what we rely on to perform your right to data portability under
Article 20 GDPR. For all but the largest organisations one request delivers
everything; above a certain number of cases the export is delivered in parts
and tells you how to fetch the rest — see *Very large organisations* below.
## Manual export
**To export your organisation:**
1. Open **Settings** in the sidebar
2. Scroll to the **Data Export** section
3. Click **Export JSON** next to the organisation you want to export
The file is generated while it downloads, so the browser starts saving
immediately and keeps writing until the export is complete. There is no
background job, no e-mail, and nothing is stored on our side afterwards — you
receive the file directly and it exists only on your computer.
Only **organisation admins** can run the export. Operators and reviewers do not
see the button. This is a deliberate restriction: the file contains every case,
every piece of evidence metadata and the member list of the whole organisation.
Large organisations take longer, and the download will simply keep running —
don't cancel it because nothing appears to be happening. Leave the tab open
until the browser reports the download as finished.
## Export format (JSON)
The export is a **single JSON file**, UTF-8 encoded, named after the
organisation and the date. It contains:
* **Organisation, sites and workspaces** — including each workspace's type,
description and environment fingerprint
* **Cases** — title, observation, root cause, resolution, severity, category,
status, language, tags, and case links between cases
* **Case templates** — the reusable starting points defined in Settings
* **Evidence records** — filename, type, caption, size, and the extracted text
where OCR ran. The evidence **files themselves are not part of the JSON**;
download the ones you need from the case view
* **Members** — name, e-mail and role per organisation
* **Audit log** — only on plans that include audit-log export
The export contains personal data of your members. Store it the way you would
store an HR file.
### Very large organisations: the export can be continued
One export request runs against a fixed time budget and therefore carries a cap
on how many cases it may carry. When the cap is reached the file is **not
complete**, and it says so itself: `_meta` then holds `truncated: true`, your
real case count in `totalCases`, and the position to resume from in
`nextCursor`. `continuation` gives you the address to call. Repeat until
`nextCursor` is `null` — at that point you hold every case and the total
matches `totalCases`.
The cap itself is deliberately not printed here: it is **derived** from the time
budget and the measured per-case cost and can change. Rely on `_meta`, not on a
number in this guide.
## Import exported data
**FTS cannot read an export back in.** There is no CSV import, no JSON import
and no restore function, on any plan — [Import legacy
data](/en/guides/import-legacy-data) describes a planned import, not a current
one, and says so at the top of the page.
To bring data into FTS today:
1. Create the cases by hand, using the export as your source
2. Or write to [support@ferrufino-tech-solutions.com](/en/contact) and we will
discuss a one-off migration with you
## Scheduled exports
**Scheduled exports do not exist yet.** They are not part of any plan today, and
nothing below can be clicked. The section is kept only so that the description
does not have to be written twice if we build it. Use the manual export above.
**Planned behaviour, not current behaviour.** No control names are given here on
purpose: the screens do not exist, so any button or menu name would be invented.
What is planned is a schedule with a frequency (weekly, monthly or quarterly), a
format (ZIP or JSON), and an email address that receives the download links.
This paragraph carried a tip (removed on 06.08.2026) that read like current
advice:
"Schedule exports at off-peak hours (midnight UTC) to minimize load. Exports are
deleted after 30 days, so set a reminder to download before they expire." Both
halves were wrong. There is no schedule to set, and nothing expires: the manual
export is written straight into your browser download — as the top of this page
says, there is no background job, no e-mail and **nothing kept on our side
afterwards**, so there is no thirty-day window and no copy of it here.
## What happens to your data after cancellation
Cancelling a subscription does **not** delete anything. This section used to say
that the workspace is deleted permanently on day 31 — that contradicted our own
terms of service and was corrected on 05.08.2026.
**When you cancel** (**Billing** in the sidebar, effective at the end of the paid
period), access continues unchanged until that period ends. After it ends the
organisation continues at the **Starter** feature set: existing cases, evidence,
members and workspaces remain complete and readable, and **the export stays
available at all times**. Only the plan-exclusive features stop, and you cannot
create new items beyond the Starter limits. This is sections 5 and 9 of the
[AGB](https://ferrufino-tech-solutions.com/agb) — our German contract, which
the Terms themselves name as prevailing in case of conflict.
**Deletion happens only when you ask for it.** If you delete your account or
your organisation, personal data is erased or irreversibly anonymised within 30
days, except where a statutory retention period applies (invoicing data, ten
years).
Deleting an organisation is immediate and irreversible, and it removes every
case and every piece of evidence in it. Run an export first — that is the only
copy you will have.
## GDPR data rights
Under GDPR Article 20, you have the right to data portability. We support this through:
* **Subject Access Request (SAR)**: Request all personal data we hold about you → [privacy@ferrufino-tech-solutions.com](mailto:privacy@ferrufino-tech-solutions.com)
* **Data deletion**: Request erasure of your account or organisation → deletion
happens **only when you ask for it**, and then within 30 days. It is **not**
automatic after cancellation. This line said "automatic after cancellation
(30-day grace)" until 06.08.2026 — the same claim the *What happens to your
data after cancellation* section above says was corrected on 05.08.2026, and
it contradicts our terms of service. **The correction stopped one section short
of this one**
* **Data correction**: Fix incorrect personal data in your profile
We process SARs within 30 days, as required by GDPR. Data is provided in structured, machine-readable format (JSON).
## Backup best practices
* **Export monthly**: run the manual export above on a fixed day, so you always
have a recent copy. This line said "set up scheduled exports" until it was
corrected (06.08.2026), and the same page declares those non-existent two
sections earlier — the advice could be followed by nobody
* **Store securely**: Save exports to an encrypted drive or password-protected cloud storage
* **Test restoration**: Periodically verify you can extract and read exported files
* **Retain long-term**: Keep archives of exported data for compliance and historical reference
## Related pages