Question 1

What format is my data migrated in?

Accepted Answer

We use whatever export format the old tool supports: CSV, JSON, API export, and transform it into the new system's data model. Your records look the same in the new system as they did in the old one, plus any structural improvements you have asked for.

Question 2

What if the old SaaS doesn't let me export all my data?

Accepted Answer

Most tools have a data-export mechanism, but some restrict history, attachments, or archived records. We map your export options during discovery and tell you upfront if there are any gaps. In most cases we can retrieve data via API or bulk export even where the UI restricts it.

Question 3

Can we run both systems at the same time during migration?

Accepted Answer

Yes. Running in parallel is standard practice. Your team keeps using the old tool; we build and test the new system against your real data. You set the cutover date. After cutover, you can keep the old SaaS read-only for a short handover period if useful.

Question 4

Is the data migration included in the build cost?

Accepted Answer

Yes. Data migration is part of the founding build scope, not a separate project. The flat annual running fee after go-live covers your data on your own instance, backups, and ongoing data security.

	Staying on the SaaS	Replacing it: your own system
Where your data lives	Vendor servers: accessed on their terms, exported in their format	Your own isolated instance: your database, your format, exportable anytime
During the build	No change: your data stays on the SaaS as normal	We build the new data model and migrate your data before go-live
Migration risk	Not applicable	Low: we run old and new in parallel and verify before cutover
What is migrated	Not applicable	All records, history, attachments, user accounts, templates, and configurations
If you stop paying the SaaS	Access gone immediately; export window often time-limited	Irrelevant, your data is already on your own system
GDPR / EU data residency	Depends on the vendor: US hosting is common	EU data residency by default: encryption in transit and at rest, daily backups
Perpetual access	Gone if you stop paying	Perpetual, escrow-backed licence: your access is contractually protected even if we ever stop trading

What happens to my data when I replace a SaaS tool with a custom system?

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