Data Export and Exit Policy
What a customer can take out of LeraLink, how and when, and how we end a service and delete its data.
Last updated: 12 November 2026
1. About this policy
This policy is provided by SSStudio, The Hague, the Netherlands, trading as LeraLink, registered with the Dutch Chamber of Commerce (KvK) under number 98779885, VAT identification number (BTW-ID) NL005352396B67. Postal address on request: legal@lera.link. It applies to every customer that runs an installation on LeraLink and describes how we carry out clause 18 (exit and switching) of the Customer Agreement. Where they differ, the Customer Agreement prevails. It explains:
- what a customer can export at any time, and at the end of the service;
- how the switching and exit process works, in line with Chapter VI of the EU Data Act (Regulation (EU) 2023/2854);
- what individual people can download about themselves; and
- what is deleted, when, and what remains.
Our principle is that the knowledge in an installation belongs to the customer and its authors, and must be usable without LeraLink.
2. What a customer can export
2.1 At any time
An installation's owners, and administrators who hold the export permission, can export the installation's data at any time during the service, as often as they need, at no charge. The same export is available during the exit process.
| What | Included |
|---|---|
| Pieces | Every Piece of the installation, in every language and every saved version, with its title, body, blocks, footnotes, media links, search-engine fields and metadata. |
| Files | Images, audio, documents and other files stored on LeraLink, in the original format in which they were uploaded. |
| Structures | Projects and their structures, and the places where each Piece appears in them. |
| Credits and rights | Who is credited on each work and in what role, rights and licence information, and provenance records (including which content was proposed by an AI service and who accepted it). |
| References | Sources, citations, bibliographic records and references between Pieces. |
| Orbit | Comments, annotations, reviews and quality records attached to Pieces, and the working comments and events of collaboration on a Piece. |
| Members and roles | Memberships with email addresses, roles and grants of the installation's people, their public profiles and credits, and who works on which Piece. |
| Editorial records | Venues, policies, calls, submissions, rounds, review assignments, reviews, decisions, acknowledgements and publication records, and the record of work the installation's authors submitted to other installations' venues, as seen by the author. |
| Publication records | Publication packages, releases and their references. |
| Editorial settings | Editorial policies, terminology, and metadata definitions. |
The installation export is available in three scopes: content only, people only, or complete. Where the installation holds restricted Pieces, only an owner of the installation can export its content, because the package would otherwise show restricted work to someone it is closed to.
Two lists can also be downloaded separately in Tenant Admin, as CSV files: the installation's newsletter contacts (address, date of subscription, language, page and status) and the margin notes shown on the margin desk.
2.2 Limits of the standard package today
We state these limits so that a customer can plan an exit:
- File size. A single package includes up to 2 GB of files. Files beyond this limit are listed in the package's manifest as not included. We provide them through an assisted export (section 4.3).
- Media hosted elsewhere. Media embedded from other services (for example a video on an external platform) is referenced by its address, not copied, and is listed in the manifest.
- Not yet in the standard package. The installation's pages and homepage design, theme, events and event registrations, newsletters and their issues, the history of newsletter and email preferences, the knowledge layer (the installation's concepts and identities and the descriptions written for them), AI and editorial instructions, conversation rooms, and URL continuity records are not yet part of the standard package. The margin-note list in Tenant Admin holds at most 200 notes. On request, we provide this data in JSON through an assisted export, and we plan to add it to the standard package.
2.3 What is not in an installation export
- Credentials and secrets. Sign-in codes, session tokens, passkey material, one-time invitation and review links, and provider keys are never exported. Members sign in again on the new service.
- Other people's personal data packages. What a person can download about themselves across installations (section 5) is theirs and is not part of the installation's export.
- Data of other installations. An installation never receives another installation's data. Blocks from other installations shown on its pages are live references to those installations and are not copied into the export.
- LeraLink's own assets. The software, the interface texts and design of LeraLink, the instructions the platform gives to its AI services, and the platform's own record of public concepts and entities drawn from public sources such as Wikidata and Wikipedia are not the customer's data.
- Derived technical data. The search index (numerical representations of text) and caches are rebuilt from the content and are not exported.
- Security records. The audit record and internal security and delivery records are kept by us (section 7). A customer may ask for an extract of the audit record about its installation.
3. Formats
Exports use open, documented formats that can be read without LeraLink:
| Format | Used for |
|---|---|
| JSON | The structured data, one file per table: Pieces, versions, languages, structures, credits, references, editorial records, members and editorial settings. |
| Markdown and HTML | A readable copy of each Piece in each language, with working links to the media files in the same package. |
| CSV | The list of members and their email addresses, for use in other systems. |
| Original files | Images, audio, documents and other files, unchanged. |
Each package is a ZIP archive with a manifest that lists what it contains and anything left out, a SHA-256 checksum of the manifest, a README that explains the structure, and package metadata following the RO-Crate open specification.
4. How to export
4.1 Installation export package
- An owner or an administrator with the export permission starts an export in Tenant Admin and chooses the scope.
- The package is built in the background.
- When it is ready, the administrator downloads it from Tenant Admin.
- A package can be downloaded for 7 days. After that the file is deleted. A new package can be requested at any time.
Each completed export is recorded in the audit record. Starting an export is a sensitive action: where the installation requires passkeys for administrators, the administrator is asked to confirm with a passkey.
4.2 Export of a single Piece
A person with permission to export a Piece can export that Piece as a self-contained package in the same open formats.
4.3 Assisted export
On request to support@lera.link, we help a customer with an export: for example data not yet in the standard package, a very large package, or questions about the structure. Assistance is free of charge.
5. People's own data
Every person with a LeraLink account can download their own data with Download my data in their account, independently of the installation:
- one installation's data about them ("My data in this community"); or
- their shared account and the list of installations they belong to ("My account across LeraLink"); this list is never shown to any installation.
A package contains only what is the person's alone. A work with other people on it is not included, but the person's own credit on it is, as title and role. The person asks from their account, confirms with a typed word and a code sent to their inbox, and receives a link by email. The link requires the same person to be signed in and is valid for 7 days.
When an installation leaves LeraLink, its members' accounts are not deleted, because an account is platform-wide and may belong to other installations. Their memberships of that installation end. Each person can still download their data or delete their account. We recommend that a customer tells its members about the exit in good time. More information is in Your Data Rights.
6. Switching and exit process
6.1 Principles
We apply the switching rules of Chapter VI of the EU Data Act (articles 23 to 31) to every customer, whether or not each provision applies to a given service as a matter of law (for example during a pilot). In particular:
- the customer can switch to another provider, move to its own systems, or ask us to delete its data;
- we do not create obstacles to switching, whether commercial, technical, contractual or organisational;
- we charge no switching charges and no data egress charges, and no charges for export or for reasonable assistance; and
- we maintain the service, its security and the continuity of the export throughout the process.
Fees for the service itself continue as the Customer Agreement sets out (clause 17.5).
6.2 Periods
| Stage | Length | What happens |
|---|---|---|
| Notice period | At most two months | The customer sends a switching request and may choose the date on which the transition period starts, no later than two months after we receive it. If it chooses no date, the transition period starts 14 days after receipt. The service continues normally. |
| Transition period | 30 calendar days | We provide reasonable assistance, including at least one complete export package. The installation remains available and the customer can export, test the export with its new provider, and set up redirects. The customer may extend this period once, for a period it considers more appropriate. |
| Extended transition | Up to seven months in total | Only if completing the switch within 30 days is technically unfeasible. We tell the customer within 14 working days of its request, with reasons and the alternative period. |
| Data retrieval period | At least 30 calendar days after the transition period | The installation remains available to its administrators for export, possibly in read-only mode. In read-only mode a new export cannot be started in Tenant Admin, so we prepare packages on request; packages already made stay downloadable for their 7 days. |
| Deletion | Without undue delay, and no later than 30 days after the data retrieval period | All of the installation's exportable data is deleted from the live service (section 7). |
The customer can tell us at any time that it has completed the switch or that it does not need the remaining period. The Customer Agreement ends when the switching has been completed successfully or, if the customer asked only for erasure, at the end of the notice period.
6.3 Assistance
During the transition period we provide reasonable assistance, including:
- explaining the structure of the export package to the customer and to its new provider;
- providing additional or partial exports;
- setting up redirects from the installation's addresses (section 8); and
- answering questions about known risks to continuity of the service during the switch.
We will tell the customer of any known risk to the continuity of its service during the switch.
6.4 Exit for other reasons
The same export and retrieval rights apply when the Customer Agreement ends for another reason, including termination by us and the end of a pilot, except for content we have removed because it is illegal. If we stop offering LeraLink, we give at least the notice set out in the Customer Agreement and apply this policy.
7. Deletion and what remains
7.1 Deletion
After the data retrieval period, and no later than 30 days after it ends, we delete the installation's data from the live service: its Pieces, files, structures, settings, memberships, profiles, preferences, contact relationships, sessions, roles and grants, and its entries in the search index.
Our nightly database backups are kept for 30 days and are not altered. Copies of the deleted data in backups therefore expire no later than 30 days after deletion. Until then they remain protected and are not used, except to restore the service after a disaster, after which the customer's data are deleted again.
If the customer asks for deletion before the end of the data retrieval period, we delete earlier, after written confirmation from an owner of the installation.
7.2 Confirmation
We confirm the deletion in writing to the customer's owners after we have checked it. The confirmation states the date of deletion from the live service and the date by which the last backup copy expires. On request, we confirm in writing when that date has passed.
7.3 What remains
Some records remain after an installation is deleted, because the law requires it or because they are also other people's record:
| What remains | Why | How long |
|---|---|---|
| The audit record of changes to people, permissions and sensitive actions in the installation | Security and accountability; kept under legal hold | As set out in the Data Retention Schedule |
| The record of which documents a person accepted, and when | Evidence of the agreement | As set out in the Data Retention Schedule |
| Invoices and the accounting records behind them | Dutch tax law | 7 years |
| Published works that are also part of other people's or other installations' record, where this was agreed (for example a work submitted to and published by another installation's venue, or a credit held by an author who belongs to another installation) | They are not the leaving installation's alone | As long as the other party keeps them |
| Email delivery records held by our email provider | Operating the service | Details are available on request (legal@lera.link) |
| Anonymous reading statistics | No personal data; kept as totals only | Totals after 3 months |
| People's accounts | An account is platform-wide; each person decides about their own account | Until the person deletes it |
8. Domains and addresses
- Own domain. A customer that uses its own domain keeps it. At exit we remove the domain from LeraLink, and the customer points it to its new service.
- LeraLink address. On request, we keep the installation's LeraLink address redirecting to the customer's new address for a period agreed with the customer, so that links and citations keep working.
- Page addresses. On request, we help map the addresses of individual Pieces and pages to their new addresses, so that each old address can redirect to the right new page, and we provide the URL continuity records the installation already holds.
9. Requests and contact
| Request | Where |
|---|---|
| Start the switching or exit process | legal@lera.link, or as set out in the Customer Agreement |
| Assisted export or questions about the package | support@lera.link |
| Questions about personal data | privacy@lera.link |
10. Related documents
Customer Agreement · Data Processing Agreement · Data Retention Schedule · Your Data Rights · Backup and Recovery · Data Act, NIS2 and Other EU Rules · Change Notification Policy