Data Portability and Switching

This online register describes, for INGOS MAIL, the procedures and methods for switching and porting, the data structures and data formats, the standards and open specifications in use, and known technical limits. It meets the information obligations under Art. 26 of Regulation (EU) 2023/2854 (Data Act) and is kept up to date.

The basis is the General Terms and Conditions of Business and Use for INGOS MAIL, in particular § 11 and § 15.4.

INGOS MAIL uses only open standards for email, calendars, and contacts. INGOS operates the platform itself. You can therefore retrieve your data with common programs for the entire contract term, without any action by INGOS.

The server address is mail.ingos.net. You can find further guidance on setup in Configuration. No fees apply for using these interfaces to switch providers.

No relevant common specification exists for the following data. On request, INGOS provides it in a structured, commonly used, and machine-readable format:

• Notes, as CSV
• Public and shared folders with their shares
• User, mailbox, and domain configurations: email addresses, display names, aliases, forwarding rules, distribution lists and mailing lists, signatures, out-of-office notices, filter rules, personal allow lists and block lists, and permissions
• Files from file storage with folder structure and shares
• Permanently stored chat messages and meeting metadata
• Branding data such as logos

The full list of exportable data categories is in § 11.3 of the terms.

Data specific to the internal operation of the platform is not transferred:

• Platform-wide spam, malware, reputation, and filter models
• Internal server, network, security, and operations configurations, including internal keys and credentials
• Platform-wide infrastructure, security, and operations logs

For security reasons, passwords, password hashes, private keys, and multi-factor authentication secrets are also not transferred to a destination system. Users create their credentials again with the new provider.

1. Notify INGOS of the planned switch in text form at support@ingos.com. Name the destination, that is, another provider or your own infrastructure, and the affected domains.
2. The notice period is at most two months from receipt of your notice.
3. A transition period of at most 30 calendar days then begins. INGOS continues the service unchanged during this time and supports the switch. If the switch is not technically possible within this period, INGOS states the reasons and a period of at most seven months within 14 business days.
4. After that, we keep your data available for retrieval for at least 30 calendar days.
5. INGOS then deletes the data in full, insofar as no legal obligations stand in the way.

If you choose deletion of your data instead of a switch, the same periods apply. The details are set out in § 11 of the terms.

• Switching fees: INGOS charges no switching fees.
• Standard service fees: They follow from your quotation and the Feature Matrix.
• Early termination: If a contract with a minimum term or a fixed term ends early through a switch or a deletion, proportionate compensation under § 11.4 of the terms may be incurred. It is at most the fees until the next possible ordinary end of the contract, minus expenses saved.
• Additional services: Consulting, data cleanup, individual conversions, or setup of the destination system are not part of the statutory switch and are provided only on a separate order according to the price list.

• Notes are available only as CSV. Formatting and attachments of notes can be lost in the process.
• Filter rules, forwarding rules, out-of-office notices, and signatures have no common standard format. They are usually set up again by hand in the destination system. INGOS provides these details on request.
• Categories and colors on messages are not standardized and can be lost during a switch.
• How completely a destination system carries over metadata such as flags or shares depends on the destination system.
• Deleted content that is contained only in INGOS backups is not part of the export.

Send questions about switching and data transfer to support@ingos.com.