Data Portability

You Own Your Data

FlexotiumPOS is built on the principle that your business data belongs entirely to you. At any time — including if you decide to stop using the platform — you can export a complete, machine-readable copy of every record we hold on your behalf.

Running a Full Export

1. Navigate to Settings → Data → Export
2. Click Full Export
3. Choose your format:
   • JSON — machine-readable, complete, includes all relationships between records
   • CSV (split by module) — a ZIP containing separate CSV files for Products, Sales, Invoices, Customers, Staff, Audit Logs, and Automations
4. Click Generate Export
5. You receive an email with a secure download link when the export is ready (usually within 5 minutes for stores under 100,000 transactions)

The download link is valid for 24 hours and requires you to be logged in to access it.

What's Included in a Full Export

| Data category | Included in JSON | Included in CSV | |---------------|-----------------|-----------------| | Products & catalog | Yes | Yes | | All transactions (sales + returns) | Yes | Yes | | Customer records | Yes | Yes | | Purchase orders & invoices | Yes | Yes | | Supplier records | Yes | Yes | | Staff & role history | Yes | Yes | | Audit logs | Yes | Yes | | Automation definitions & run history | Yes | No | | AI action history | Yes | No | | Integration configurations (keys redacted) | Yes | No |

Configuring Automated Backups

Schedule automatic exports so you always have a recent copy of your data without manual effort.

1. Go to Settings → Data → Automated Backups
2. Click Enable Automated Backups
3. Choose frequency: Daily, Weekly, or Monthly
4. Choose format: JSON or CSV
5. Enter a destination email — backup links are sent here
6. Optionally configure Cloud Storage: connect an S3 bucket or Google Drive folder for automatic upload
7. Save

Importing Data Into Accounting Software

The CSV export is designed to map directly to major accounting platforms:

• Xero — import the Sales.csv file as Bank Transactions. Use the Xero import template for column mapping.
• QuickBooks — import Invoices.csv via the Accountant module. Map supplier_name → Vendor, net_amount → Amount, invoice_date → Transaction Date.
• Sage — use the Sales.csv with Sage's CSV import wizard; the required column order matches Sage's standard format.

Understanding Your Data Rights

Under GDPR and equivalent data protection laws:

• Right to access — any customer can request a copy of their personal data. Use Customers → [Name] → Export Personal Data to generate a compliant response.
• Right to erasure — to delete a customer's personal data while retaining anonymised transaction records, use Customers → [Name] → Anonymise. This replaces their name, email, and phone with anonymised tokens.
• Data retention — FlexotiumPOS retains your business data for 7 years by default (HMRC requirement). You can reduce the retention period for marketing data under Settings → Data → Retention Policy.

Download and Verify Your Backup

After downloading a backup, verify its integrity by checking the SHA-256 checksum shown in the export email against the downloaded file. On Mac/Linux: sha256sum backup.json. On Windows: Get-FileHash backup.json -Algorithm SHA256. They must match.

Congratulations — Owner Path Complete!

You've completed the POS Owner Mastery path. You now have the knowledge to configure your platform, manage your team, use AI intelligence, build automations, connect integrations, maintain security, and own your data.

Return to the Academy to explore other role paths, or share specific lessons with your team members.