Data formats and switching

This page is the register of data structures and data formats under Article 26(b) of the Data Regulation (EU) 2023/2854 ("Data Act"). For each service NexAI operates for customers it states:

• which data you can export,
• in which format and under which standard,
• where each file and its fields are described,
• how to start the export,
• which open interface you or a new provider can use to retrieve the data (Article 30(2)),
• what is not included, and why.

The contract terms are in Annex W (Switching and exit) to the framework agreement. This page does not apply to applications you run yourself under a purchased licence; their data is with you.

1. Switching at a glance

• Export at any time. You can export your data at any time, also without switching. It is free of charge.
• Switching request. Tell us in text form that you want to switch or have your data deleted, for example by email to mbt@nex-a-i.com. By the end of the notice period you name your goal: new provider, your own systems, or deletion.
• Periods.
  • Notice period: 1 month from receipt of the switching request.
  • Transition period: 30 calendar days. Your services keep running; NexAI transfers the data.
  • Retrieval period: another 30 calendar days in which you can still retrieve the data.
  • NexAI then deletes the data within 7 days and confirms the deletion in text form.
• What is transferred. All exportable data. Where a service has no export button, NexAI provides an export package for secure retrieval, on request directly to the new provider.
• Interfaces. The interfaces for retrieving data are free of charge and the same for every customer. Their description is public.
• Questions. NexAI also explains fields and formats to the new provider: mbt@nex-a-i.com.

2. Charges

• Switching: NexAI charges no switching fee. This covers export, interface, support, retrieval and deletion. From 12 January 2027 this applies without exception. Until then a switching fee is possible only if agreed in Annex W section 11; it then covers at most the costs NexAI incurs directly from the switch.
• Ongoing charges: Fees, unit prices and overage under the order form remain payable until the contract ends. On the monthly plan you pay the last month pro rata by calendar day.
• Annual plan: If the contract ends through a switch before the end of the contract year, the annual discount for that year lapses. You then pay the monthly fee for the same service on the monthly plan (comparison fee) up to the end of the contract, at most the annual fee. NexAI refunds the rest within 30 days. Exceptions are in Annex W section 8(4).

3. Known limitations

• Agents: NexAI's prompts and dialogue logic are not transferred. The new provider sets up the agent again with your content and settings.
• Voice Agent: The call log at the platform provider can only be transferred while it is stored there (around 14 days).
• Phone numbers: Porting depends on the old and the new telephony provider and can take a few days.
• NexAI Mail Agent: The messages are copies from your mailboxes; the originals stay there. The approval log comes with checksums and chain. Whether the new provider can continue the chain depends on its system. You remove consents you granted at your mailbox provider yourself.
• NexAI Calendar and NexAI App: Booking links, embedded booking pages, calendar subscriptions and push notifications only work while the service runs at NexAI.
• NexAI CRM: Connections to other services, calendar subscriptions, webhooks and API keys end with the service. The change log is transferred as a file. The CRM stores objections to direct marketing only as a keyed hash; what is transferred is type, scope, dates and a shortened display, not the full phone number, email address or domain. If your data has more than 200,000 rows in total, NexAI provides the full export as a package.
• Sign-in: NexAI does not transfer password hashes, two-factor secrets or recovery codes, because that would endanger the security of the sign-in (Article 30(6) Data Act). Your users set up their sign-in again with the new provider.

4. Overview

5. The services in detail

5.1 NexAI Calendar

Start the export: Settings → Data → "Everything at once" (German UI: „Alles auf einmal“). Only management can do this. You receive a ZIP file.

What is included (per area, as JSON in the folder daten/):

Also in the ZIP: daten/paket.json (this description, machine-readable), daten/logo.*, kalender.ics with all appointments, every receipt as PDF in belege/, photos in fotos/, and CSV tables for spreadsheets (termine.csv, leistungen.csv, standorte.csv, abwesenheiten.csv, kunden.csv, einwilligungen.csv, belege.csv).

Format and standards:

• JSON under RFC 8259, UTF-8, one list of objects per file. Field names are the database column names.
• Timestamps under ISO 8601 in UTC, days as YYYY-MM-DD, amounts in cents.
• iCalendar under RFC 5545.
• CSV for spreadsheets: semicolon as separator, UTF-8 with byte order mark, German date and amount notation. For machine import use the JSON files.
• Receipts as PDF, as issued (not PDF/A). Images in their original format.
• ZIP under PKWARE's APPNOTE.

Description: every file and field at nexaikalender.de/datenformate, machine-readable at nexaikalender.de/api/v1/datenpaket.json.

Open interface:

• GET https://nexaikalender.de/api/v1/daten (overview) and GET https://nexaikalender.de/api/v1/daten/<file>?ab=0&anzahl=500 (one file, page by page).
• Sign in with a read key in the header Authorization: Bearer …. Management creates it under Settings → Interface and chooses the areas.
• A read key cannot change anything. Every retrieval is recorded in the change log.
• Description as OpenAPI 3.0: nexaikalender.de/api/v1/openapi.json.

Not included, and why:

• Passwords, two-factor secrets, recovery and one-time codes, the keys themselves and the secret parts of links and calendar addresses. Anyone who knows them gets into the system; they do not belong in a file that is passed on.
• Sessions and device registrations for push notifications: technical security data without content for the business.
• Internal counters and run logs of background jobs: operating technology without business data.
• Copies of appointments from connected external calendars: they are complete in the connected calendar itself.

5.2 NexAI CRM

Start the export: Privacy centre → Full export.

• "Download export": a ZIP file with one CSV file per table (currently 64) and LIESMICH.txt.
• "Download files (ZIP)": the file package with all files byte for byte and their mapping to the record (zuordnung.csv), in several parts for large data sets.
• Both require the rights to export and to manage the privacy centre (role customer admin). Every download is recorded in the change log.

What is included:

The full description in English is at nexaisoftware.de/en/data-formats/crm.

There is no separate document type "credit note"; an invoice is cancelled. The CRM does not store audio recordings.

Format and standards:

• CSV under RFC 4180: comma, CRLF line ends, header row with column names, UTF-8 (RFC 3629) with byte order mark.
• Timestamps under RFC 3339 in UTC; amounts as integers in cents; identifiers as UUID (RFC 9562); structured columns as JSON text (RFC 8259).
• Documents as PDF/A-3b (ISO 19005-3). E-invoices as XML under EN 16931 in UN/CEFACT CII syntax, as ZUGFeRD/Factur-X or XRechnung 3.0, if e-invoicing is switched on.
• DATEV format EXTF 700 (Windows-1252, semicolon), if enabled. This is a documented vendor format, not an open standard.
• Appointments per person also as a calendar subscription (iCalendar, RFC 5545).

Description: nexaisoftware.de/en/data-formats/crm, machine-readable as crm-datenformate.json.

Open interface:

• Base URL https://nexaicrm.de/api.
• Full export GET /api/tenant-export, file package GET /api/tenant-export/dateien, read endpoints for contacts, companies, leads, deals, tasks, appointments, calls, files and documents, plus document PDF, e-invoice and DATEV.
• Sign in with an API key you issue yourself under Settings → API keys: Authorization: Bearer … or x-api-key. You choose rights and expiry per key.
• Description as OpenAPI 3.1: crm-openapi.json.

Not included, and why:

• API keys, sessions, recovery codes, password reset tokens, webhook signing secrets, credentials of connected services and external accounts, calendar subscription addresses: they are keys to the system, not data. You create them again in the new system.
• The hash of objections to direct marketing and its key: the hash only means something in this installation; the key is a security secret.
• Webhook delivery log, calendar sync technology, internal retention and dispatch details: operating technology or copies of data already in the package.

5.3 NexAI Mail Agent

Start the export: signed in, under "Datenschutz" → "Export herunterladen" (privacy → download export). Only the administration role can do this. You receive a ZIP file.

What is included:

The Mail Agent does not store monthly reports; it calculates them from this data each time.

Format and standards:

• JSON Lines: one record per line, each line a JSON object under RFC 8259, UTF-8, LF line ends (jsonlines.org; there is no RFC for it).
• einstellungen.json and abfragen.json as JSON under RFC 8259.
• Timestamps in UTC, depending on the field under ISO 8601 or as YYYY-MM-DD HH:MM:SS. Amounts in cents.
• Attachments in their original format with the media type from the email (RFC 2045, RFC 2046).
• Maintained files as Markdown or text in UTF-8.
• Checksums and chain of the approval log with SHA-256 (FIPS 180-4). How they are built is in the description, with a checking program.

Description: every file and field at nexai.nexaimail.de/datenformate (German). Each instance shows the description of its version under /datenformate.

Open interface:

• At the address of your instance, https://<id>.nexaimail.de, read only:
  • GET /api/v1/export: the full export as ZIP, the same as in the interface
  • GET /api/v1/tabellen and GET /api/v1/tabellen/{name}: the tables, each as JSON Lines
  • GET /api/v1/einstellungen, GET /api/v1/anhaenge/{id}, GET /api/v1/dateien, GET /api/v1/datei
• Sign in with a key in the header Authorization: Bearer …, never in the URL. The administration role creates and revokes it under "Datenschutz" (privacy).
• Every retrieval is recorded in the interface log, with IP address. The IP address is cleared after 90 days; the other details are deleted after the period for the administration log (default 3 years).
• Description as OpenAPI 3.1: nexai.nexaimail.de/api/v1/openapi.json.

Not included, and why:

• Password hashes, two-factor secrets, recovery codes, setup links, sessions, sign-in attempts, hashes of interface keys, mailbox and system credentials with their key, server keys and configuration: secrets do not belong in an export.
• Fetch state, queues, loop protection, presence display, notification locks, one-time identifiers, the search index and the log of how NexAI systems used the credentials: operating technology without own content; what was sent or booked is in the logs that are included.
• Storage for the quotation agent: copies of messages and attachments already in the export.
• Documents NexAI generates for data processing and NexAI's instructions to the language model: part of NexAI's software (Article 30(6) Data Act). Your house rules are included.

5.4 Chat Agent

Start the export: in the customer portal nexaiapp.de under "Datenexport" (data export). There you see the date of the export and can request a new one. NexAI regenerates the export on every change to the Chat Agent and without undue delay on your request.

What is included:

• Knowledge base: your information on company, services, prices, location, opening hours, frequent questions, phone number, conversation goal and further facts, in the version last used.
• Settings: permissions (suggest appointments, book, store enquiries), booking hours per weekday with time zone, notification address, allowed website, and the embed code settings NexAI holds (name, greeting, language, colour, fallback number).
• Not with the Chat Agent: enquiries, call-back requests and appointments are stored in the systems you connected (spreadsheet, calendar, NexAI CRM); you export them there. NexAI does not store chat transcripts or a list of chats.

Format and standards: JSON under RFC 8259, UTF-8; timestamps under RFC 3339; weekdays under ISO 8601; time zones from the IANA time zone database.

Description: JSON Schema (draft 2020-12) at nexaisoftware.de/schemas/chat-agent-export.json.

Open interface:

• GET https://nexaiapp.de/api/v1/export/chat-agent (add ?download=1 to get a file).
• Sign in with your portal session or a customer key Authorization: Bearer nxp_… that you create and revoke in the portal under "Datenexport" (data export).
• Without a Chat Agent the interface answers 404 with the code kein_chat_agent. At most 120 requests per hour.
• Description as OpenAPI 3.1: nexaiapp.de/openapi/nexaiapp-v1.json.

Not included, and why: NexAI's prompts, dialogue logic and workflows are part of NexAI's service (Article 30(6) Data Act). Credentials for your connected services do not belong in an export.

5.5 Voice Agent

Start the export: on request in text form to mbt@nex-a-i.com. The Voice Agent has no export button and no interface yet. NexAI provides the data as an export package for secure retrieval, on request directly to the new provider.

What is included:

• Knowledge base: your content, such as frequent questions, prices and opening hours, in the version last used.
• Settings: greeting, transfer targets, availability and permissions.
• Call records at the platform provider and connection records of the phone system (time, duration, phone numbers, transfer target), as far as still stored.
• The call log at the platform provider while it is stored there (around 14 days). It contains technical events and the utterances logged there, that is the caller's recognised sentences and the Voice Agent's answers. A full verbatim transcript and audio recordings only if you ordered them.
• Usage records (itemised call record).
• Call notes, enquiries and appointments are in the target system you named, for example the NexAI CRM.

Format and standards: JSON under RFC 8259, UTF-8; lists also as CSV under RFC 4180; audio recordings in their original format.

Description: JSON Schema (draft 2020-12) at nexaisoftware.de/schemas/voice-agent-export.json.

Not included, and why: NexAI's prompts and dialogue logic (Article 30(6) Data Act); NexAI's accounts and access at the platform provider.

5.6 Automations

Start the export: on request in text form to mbt@nex-a-i.com. NexAI provides the data as an export package. There is no interface yet.

What is included:

• Your specifications and content in the workflows, such as texts, recipients and connected target systems.
• Execution logs as far as stored: NexAI does not store successful executions; failed ones for at most 24 hours.
• What an automation writes into your systems stays there.

Format and standards: JSON under RFC 8259, UTF-8.

Description: JSON Schema (draft 2020-12) at nexaisoftware.de/schemas/automatisierungen-export.json.

Not included, and why: the workflows themselves, their code and the instructions to language models are NexAI's work results (Article 30(6) Data Act); credentials for your services.

5.7 NexAI App (project application)

Which data a project application stores is set out in its project description. For every project application:

• Export of all records as CSV under RFC 4180 or JSON under RFC 8259, files in their original format.
• NexAI describes the files and fields per application in the customer portal (nexaiapp.de). You can see the description there, and the new provider receives it on your request. NexAI also provides an open interface. Until both are in place, NexAI provides the data on request as an export package and explains its structure.
• This also applies if the application is mainly tailored to you (Article 31(1) Data Act does not exempt the register, the export or the open interface).

6. Standards and specifications

7. Contact

Questions about export, formats and switching: mbt@nex-a-i.com. Where the infrastructure is located and how NexAI protects your data against government access from third countries: Data location and government access.