Data export and switching providers
This page explains how to get your data out of Tiveo, in which format, and how switching to another provider works. It is the register under Art. 26 of Regulation (EU) 2023/2854 (Data Act) referred to in § 13(2) of our terms. Rights and deadlines are set out in the terms, of which only the German version is legally binding; this page explains how it works in practice.
Last updated: 3 November 2026
Export routes
There are two routes. You download the exports in the application yourself, meaning the individual CSV exports and the full export of all data. We also provide the full export on request. Exports in the application. While the contract runs, you can download CSV files on every plan, using the “Export (CSV)” button: • Team calendar: one row per person with their department, one column per day of the year, each cell holding the code of the absence type. • Year overview per person: one row per day of absence with date, weekday, type, code, value and status. • Report with people and leave balances: one row per person with staff number, department, status, start and leaving date, entitlement, additional and special leave, corrections, carry-over, days taken, requested and paid out, remaining days, expiring days with their date and the date of the last expiry reminder. The team calendar and the year overview can also be printed from the print view or saved as PDF, the team calendar by quarter. Which exports someone sees depends on their role; the report, for example, is reserved for HR and managers. Full export for download. The owner downloads all exportable data of the company on every plan and free of charge, at any time and as often as they like: in the application under “Settings › Company”, using the “Download full export” button. The export reflects the state at the moment it is downloaded. Because it contains health data, such as sick leave and medical certificates, it is reserved for the owner, and every download is recorded in the audit log. Automatic data backup (beta, in the paid plans). Under “Settings › Data backup” the owner has Tiveo write the same full export to their own storage at night: daily, on Mondays or on the first of the month, to a WebDAV folder or an S3 bucket. Without storage, an email reminder prompts the owner to download it. Every backup is encrypted with the company’s key in the open age format (age-encryption.org). The owner’s browser creates the key; Tiveo only knows the public part and cannot open the backups. They open in the application or, without Tiveo, with the free tool age: age -d -i key.txt backup.zip.age > backup.zip. Inside is the full export in the structure described on this page. Every backup is listed in the history with time, size and SHA-256 checksum, including downloads by hand. Full export on request. During a switch, a suspension and the 30 days after the contract ends, we also provide the full export on request, for example by email to info@tiveo.de, without undue delay and at the latest 30 days after your request, and during a switch within the transition period. The contract then ends no earlier than 14 days after we have provided it, so you can check it first. If you wish, the full export goes to a recipient you name, such as your new provider; your contract continues unchanged. At other times, you download it yourself (§ 13(1) of the terms).
Formats and standards
The full export comes as a ZIP archive containing: • the data in JSON format (RFC 8259), character encoding UTF-8, with all links between records; • the same data as one CSV file per data category, also in UTF-8, fields separated by semicolons, with the field names in the first row; • the uploaded files, such as supporting documents and logos, in their original format, each linked to its record; • a description file that explains every file and field and states the format version. Dates and times follow ISO 8601: a day as 2026-09-25, a point in time with time of day and time zone. Every record carries a stable identifier (UUID under RFC 9562). Links between records, for example from an absence to the person and the absence type, use these identifiers, so the data can be put back together in another system. If a text starts with =, +, - or @, the CSV file puts an apostrophe in front of it so that Excel does not run it as a formula. In the file daten.json it stays unchanged. The CSV exports in the application are meant for reading and further calculation rather than for switching. They also use UTF-8 and semicolons, though with names instead of identifiers and numbers with a decimal comma, so that Excel with German settings opens them directly.
Interface
The data in the full export can also be retrieved without the application, for example by your new provider on your behalf, on every plan and free of charge (Art. 30(2) Data Act). To do so, call the function unternehmen_gesamtexport over HTTPS: POST https://supabase.tiveo.de/rest/v1/rpc/unternehmen_gesamtexport with the body {"p_unternehmen": "<company identifier>"}, signed in with the owner’s account. The response is the daten.json file of the full export; uploaded files are listed there with their storage path and can be loaded with the same account through the storage interface. We will give you or your new provider the technical details for signing in on request to info@tiveo.de.
Structure: what the full export contains
All data that you and your users enter, upload or generate by using Tiveo can be exported, including the related metadata such as timestamps. In the full export it is organised into these categories (§ 13(3) of the terms): (a) the company with its details, settings, logo, legend, locations and verified domains (b) organisational units, heads, roles, invitations, join codes and join requests (c) the people with the data listed in Annex 1 of the data processing agreement, in particular working-time models, entitlements, leave accounts, carry-overs and corrections (d) absence types, absences and requests with approval history, comments and deputies, and special leave (e) rules such as approval paths, minimum staffing, blackout periods, company holidays, days off and planning releases (f) supporting documents and other uploaded files (g) occupational reintegration management cases (BEM) (h) the audit trail, support access grants and imports (i) notifications with time and result of sending, notification settings and calendar feeds without their keys (j) acceptances of the terms and of the data processing agreement, plan and payments (k) all other data that you or your users enter, upload or generate by using Tiveo The full export also includes the vehicle logbook: vehicles, places and business partners, trips with all versions, routes not yet deleted, vehicle costs with receipts and mileage allowance. The data of the integrations is included too: the copies and mappings from Personio, the settings, mappings and generated files from DATEV, and the names and rights of API keys, all without access credentials. Personal views and profile pictures are also in the export. The description file in the export explains which fields each category has and how the categories refer to each other. This structure has format version 1. If we change it, we state the new version and what has changed here.
What is not exported
Only the following are not exported (§ 13(4) of the terms): • passwords and their hashes, session, access, invitation, decision and calendar keys and other security credentials • logs and data we keep to operate and protect the platform, such as our platform log, the delivery log of account emails for sign-in and password, and data used to fend off automated access • messages to us, including via the feedback function, such as support requests and feedback • program code, internal database structures and configurations of Tiveo, unless this page describes them • data that does not come from you, such as general public and school holiday data None of these exceptions stands in the way of a switch.
How a switch works
This is what happens if you want to switch to another provider or transfer your data to your own systems (§ 13(5) to (9) and § 14 of the terms): 1. You tell us in text form, for example by email to info@tiveo.de. There is no notice period. For a switch, you name the new provider where this is needed for the transfer. Merely requesting a full export is not such a request; if it is unclear what you want, we ask. 2. We confirm receipt by email to you and to the owner and explain the consequences. If there is doubt whether the request comes from your company, we may first ask for confirmation from the owner’s email address stored in Tiveo or for proof of authority to represent it; the request then only counts from that confirmation. 3. On receipt, a transition period of 30 calendar days begins. Your contract continues on your current plan during this time. We provide the full export, support you and third parties you appoint by email to a reasonable extent, and inform you of risks we know of to an uninterrupted transition. 4. If you need more time, you can extend the transition period once by naming a later date to us in text form before it ends. If data is missing from the full export or incorrect and you tell us before the period ends, it is extended until 14 calendar days after we have supplied or corrected the data. 5. The contract ends as soon as you confirm that the switch is complete, otherwise when the transition period ends, but no earlier than 14 calendar days after we have provided the full export. We confirm the end of the contract by email. 6. A retrieval period of 30 days then begins. Your access remains, possibly limited to reading and exporting, and you can still request the full export. If we shut Tiveo down altogether, we may instead provide the owner with the full export for download. We tell the owner and administrators by email from which date data will be deleted. 7. After the retrieval period we delete your company with all exportable data, and user accounts that then no longer belong to any company, at the latest 30 days after the period ends; if you requested a full export, no earlier than 14 calendar days after we provided it. Only what § 14(4) of the terms lists is kept, such as invoices we are required to retain. Backups that still contain your data are deleted at the latest 90 days after they were made (§ 11(5) of the terms). On request we confirm the deletion in text form. If you want your data deleted without a switch, the contract ends when we receive your request; the owner can also do this in the application by closing the company. Steps 6 and 7 then apply, and on request we delete sooner. If you only cancel the paid plan, the contract does not end: your company carries on in the free plan with all its data. If we terminate the contract, we point out these rights, and you can request a switch until our termination takes effect (§ 13(9) of the terms).
Known limitations
• Only the owner can download the full export, not administrators. It reflects the state at the moment it is downloaded; anything entered afterwards is not included. • The route of a trip in progress is not in the full export; it is in the next export after the trip has ended. • Tiveo does not import data into other systems or convert it into their formats. The new system or its provider does the import. During the transition period we support you and your new provider by email, for example with questions about the structure and meaning of the data (§ 13(6) of the terms). • Settings that only exist in Tiveo, such as approval rules, minimum staffing or who sees the reason for an absence, are included in the export. The new system has to model them itself, though; whether and how that works depends on it. • Public and school holidays are not part of the export. They come from general sources rather than from your own entries. • The CSV exports in the application each show one view, such as one year, not all data. The full export is there for a complete switch. • The calendar feed (ICS) shows absences in other calendar programs but is not an export; its keys are not exported.
How long a switch takes
We estimate that a switch takes a few days to a few weeks. Most of that depends on the new system: how it takes on data and how much has to be set up there by hand. On our side, there is hardly any delay: you download the full export straight away. The contractual periods are set out in §§ 13 and 14 of the terms: 30 days of transition, extendable once, and 30 days of retrieval after the contract ends.
Charges
What the full export, the switch and our support cost, and what happens to fees already paid if the contract ends during a paid billing period, is governed by § 13(8) of the terms.