Data Portability & Switching

Reporting & Record Management Solutions Group B.V.  ·  KVK 42058445  ·  Last updated: 11 October 2026  ·  Published under Regulation (EU) 2023/2854 (Data Act)

1. About This Page

Reporting & Record Management Solutions Group B.V. (“RRMS”) provides the RRMS cloud service for airport cargo handling and freight forwarding at portal.rrmsgroup.com. This page sets out, as required by the EU Data Act, which data and digital assets a customer can take with it when it switches to another provider or to its own infrastructure, how the switching and exit process works, what is excluded, and where the service’s ICT infrastructure is located. It is kept up to date as the service’s export functions change.

2. Switching and Exit Procedure

• Exports at any time — the customer’s users download their reports, documents and own personal data in the service at any time; RRMS produces the full-tenant export and the items in section 4 on the customer’s written request (e-mail is sufficient) within five working days, at any moment during the contract.
• On termination, non-renewal or a switching request — the customer retrieves its data during the remaining term (the export window). RRMS provides reasonable assistance on request.
• Offboarding — at the effective end date, access is revoked and deletion is scheduled. During a 90-day retention period RRMS can still produce the full-tenant export on written request.
• Deletion — 90 days after offboarding the customer tenant is permanently deleted by an automated process, and RRMS issues a written deletion confirmation. Carve-outs: the immutable (WORM) audit archive retained as part of the service description, the audit records in the service’s database (kept for 60 months for security and legal defence), records under statutory retention duties, and encrypted backups that age out of a 30-day rotation.
• The full standard process is described in the RRMS Standard Exit Plan, which applies to every agreement and is available from RRMS and referenced in the contract documents. RRMS’s exit obligations are not suspended by a payment dispute.

3. Exportable Data (transferred on switching)

All operational records the customer holds in the service are exportable in open machine-readable formats:

Export	Contents	Format
Full-tenant data export	A ZIP archive of structured workbooks covering the customer’s records in the service — storage records (all room families), cargo-acceptance records, ULD records (holding, exchange, damage), import-breakdown, check-weighing, truck and transport records, CAPA records, cleaning checks, pre-alerts, dangerous-goods declarations, proof-of-delivery history, invoicing records, the user register (excluding password hashes) and audit records. Produced by RRMS on request within five working days; records of a module the archive does not yet cover are exported separately in the same period.	XLSX (CSV-compatible) in ZIP
Per-user portability export	Each user downloads their own personal data from their profile (GDPR Articles 15 and 20); for any other person RRMS produces it on the customer’s instruction.	JSON
Reports and audit packs	The per-module exports in the service’s reports pages, and date-ranged audit packs where the audit export module is part of the subscription (otherwise RRMS produces the audit records on request).	XLSX, PDF
Operational documents	Documents generated in the ordinary course: acceptance sheets, proof-of-delivery documents, dangerous-goods declarations, checklists, reports — downloadable from their records; a complete set is produced by RRMS on request.	PDF

Formats, data structures and standards: exports use open, widely implemented format standards — XLSX (ISO/IEC 29500 Office Open XML, CSV-compatible per RFC 4180), PDF (ISO 32000) and NDJSON/JSON (RFC 8259) — with one workbook per record type and self-describing column headers. Records carry industry-standard identifiers (air waybill numbers, IATA ULD codes, special-handling codes), which are portable across cargo-handling systems. No sector-specific harmonised interoperability standard for switching between cargo-handling record systems currently exists; this page will reference such standards as they become applicable.

4. Digital Assets (created by or for the customer)

Content and configuration created by or for the customer in the service is likewise retrievable, including:

• customer-supplied checklist and dangerous-goods declaration templates (per-company template uploads);
• email templates and recipient configurations;
• branding assets (logos) uploaded by the customer;
• module settings and operational configuration (storage rooms and segregation set-up, door and planning rules, saved fleets and driver records, airline registries and tolerances);
• files, photos and documents uploaded by the customer’s users.

5. Data Not Transferred

The following are excluded from transfer, in line with the Data Act, to the extent this does not materially impede switching:

• RRMS’s own software, source code, infrastructure configuration and other trade secrets;
• data generated exclusively internally by RRMS to operate the service (e.g. security-monitoring internals, rate-limit counters, session and token records, licence-enforcement state, aggregated or anonymised service telemetry);
• secrets that cannot safely leave the service (password hashes, encrypted credentials);
• data of other customers — the service is strictly tenant-isolated.

6. Charges, Restrictions and Technical Limitations

• The standard exports in sections 3 and 4 are provided free of charge.
• Early termination of a fixed-term subscription: where a subscription ends before the end of its contract term because the customer switches to another provider, the early-termination fee in Article 33.2 of the RRMS General Terms and Conditions applies — the unpaid fees for the remainder of the contract term or, where mandatory law does not permit recovery at that level, the highest amount it does permit. The same fee is stated in the Order Form and the Pricing Sheet before signature. Standard switching assistance is free of charge.
• Assisted migration beyond the standard exports (custom formats, mapping to a successor system, data transformation, bespoke exit planning) is available as professional services at the hourly rate stated in the applicable price list or Order Form.
• Exports reflect the data as at the moment of generation; formats are open (XLSX/CSV, PDF, JSON) and no proprietary format is used.
• Backups and the WORM audit archive cannot be selectively edited; deleted data leaves the backups as they age out of the 30-day rotation.
• Exports are point-in-time snapshots generated on request; the service does not provide a continuous live-synchronisation interface to a successor system.

7. ICT Infrastructure: Location, Jurisdiction and Security

The service’s production infrastructure is located in the European Economic Area: the application and managed database run in Frankfurt, Germany (Render), and object storage for uploaded files, encrypted database backups and the immutable audit archive is in Stockholm, Sweden (Amazon S3). Some providers are US-headquartered; where support access constitutes a transfer outside the EEA, it is protected by Chapter V GDPR safeguards (EU-US Data Privacy Framework and/or Standard Contractual Clauses) — see our Privacy Policy for the sub-processor list. The agreement is governed by Dutch law.

Security measures protecting the infrastructure and customer data include: TLS encryption in transit and encryption at rest, strong password hashing, email one-time-code multi-factor authentication, strict per-tenant data isolation enforced at database level, role-based access control, rate limiting, per-tenant IP allow-listing of sign-in (set up by RRMS on request), comprehensive audit logging with an immutable write-once archive, and daily encrypted backups with a 30-day rotation.

Protection against unlawful third-country access: RRMS protects customer data and digital assets against transfer to, or access by, third-country authorities in violation of EU or Member State law through contractual measures (a data-processing agreement with every sub-processor; EU Standard Contractual Clauses and/or the EU-US Data Privacy Framework where a provider has a US parent), organisational measures (EEA-region deployment for storage and processing, strict access restriction, tenant isolation) and technical measures (encryption in transit and at rest, field-level encryption of sensitive personal data, audit logging). Any request from a third-country authority is assessed for a valid legal basis under EU or Member State law; RRMS will challenge unlawful requests and inform the affected customer where legally permitted.

8. Contact

Questions about switching, exports or this page: admin@rrmsgroup.com — Reporting & Record Management Solutions Group B.V., Achterwerf 147, 1357 BS Almere, Netherlands.

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