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A free scan shows the junk files, broken settings and background clutter dragging Windows down - then fixes them in one click.Free scan · Windows 10 & 11Before subscribing to software as a service (SaaS), find out whether you can export your information in a form another service can use—and how long, costly, and disruptive leaving would be. A download button alone does not prove you can take your files, settings, history, and working processes with you. For an important service, ask for a sample export and test whether you can restore or reuse it before you depend on the product.
What to check before you subscribe
Evaluate the exit route alongside the features and price. Ask the vendor for specific answers in writing, and distinguish what the service can export from what the contract allows you to retrieve and what a replacement can actually use.
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| Check | What to establish |
|---|---|
| Export coverage | Which records, attachments, metadata, user information, configuration, and audit history are included—and which are excluded? |
| Format and access | Which file formats are available? Is export self-service, API-based, scheduled, or mediated by support? Are there size, frequency, or service limits? |
| Migration compatibility | Can a likely replacement import the export? Which integrations, automations, permissions, workflows, or provider-specific features would need rebuilding? |
| Contract exit rights | What deadlines, charges, support obligations, and post-termination access rules apply to retrieving your data? |
| Retention and deletion | What data remains after termination, for how long, and can you obtain confirmation that it has been deleted? |
| Continuity and effort | How much staff time, transition time, backup planning, and parallel operation would a move require? |
This comparison is a practical synthesis of European Commission and Australian Government guidance, not a statutory checklist that applies to every buyer. The Australian Government Architecture checklist is non-mandatory guidance.
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What “export your data” should mean in practice
Request an inventory of what the export contains, a sample, and the exact procedure to produce it. Check whether the export preserves relationships between records and their attachments, as well as useful metadata such as timestamps, ownership, and identifiers. A folder of files may preserve content but not the structure or context needed to use it.
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Then test the files with a plausible destination. A commonly used, machine-readable format improves the chance that another tool can process the information, but it does not guarantee that the destination can recreate the original application or workflow. Configuration, permissions, integrations, and provider-specific functions may require separate migration work.
The European Commission says that, for Platform and Software as a Service providers within the Data Act’s scope, “providers of Platform and Software as a Service must make open interfaces available and, at a minimum, export data in a commonly used and machine-readable format.” The Commission’s Data Act explanation is not a universal guarantee for every SaaS product or customer.
Read the contract for the actual exit conditions
Look beyond the product’s export documentation. Read the subscription terms and relevant data-processing terms for the retrieval window, post-termination access, export fees, support during transition, retention period, deletion scope, and any deletion confirmation. A technically available export is of limited help if your access ends before you can retrieve it.
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Do not assume a provider’s instructions apply to a different product from the same company. For example, Google Cloud’s documented portability and switching procedures are provider-specific and explicitly do not apply to Google Workspace.
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Plan for the work beyond moving files
A realistic exit estimate includes operational work as well as any vendor charges. Account for staff time to map and validate data, recreate workflows, reconnect integrations, train users, and run both services during a transition if needed. Decide how the service will continue operating if migration takes longer than expected.
Australian Government Architecture guidance recommends an exit strategy and migration plan proportionate to a service’s criticality and dependence on its provider. Its checklist and guide also point buyers toward estimating transition costs, planning continuity, recording test results, assigning accountable owners, and setting review triggers. Read the guide and the checklist; these are planning resources, not binding requirements for all organizations.
Run a simple pre-purchase exit test
- Ask for the export inventory and a sample. Request the formats, included and excluded data, export method, API options, frequency, and any limits.
- Check the contract. Locate retrieval deadlines, charges, post-termination access, retention, deletion, and support obligations.
- Try a destination. Confirm whether a likely replacement can ingest the sample, and list the settings, integrations, or workflows that would need separate work.
- Estimate the transition. Identify the people, time, continuity arrangements, and any period of parallel operation needed.
- Test recovery for critical services. Assign an owner, document the steps, and perform an export-and-restore or export-and-reuse exercise while you still have access and negotiating leverage.
- Keep an independent copy where appropriate. Store important exports under your organization’s control. A separate copy can support recovery, but storage hardware cannot make an incomplete export complete or prove it can be restored.
Understand which portability rules apply
Legal protections depend on the service, jurisdiction, customer, and effective date. The European Commission’s Data Act explanation covers switching between data-processing services, including Platform and Software as a Service providers within the Act’s scope. It says switching charges, including data egress charges, are to be removed from 12 January 2027. The Commission also describes a transitional period in which charges tied to incurred switching and egress costs may be permitted. Check the Act’s scope and timing for your situation rather than treating this as a global rule or assuming charges are already prohibited.
The Digital Markets Act has a separate portability regime for designated gatekeepers. The Commission describes portability for user-provided or user-generated data, free tools, and continuous real-time access under Article 6(9). That regime is distinct from general SaaS portability and should not be assumed to cover an ordinary SaaS provider. See the Commission’s DMA portability information.
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