Using GDPR Article 20 to Retrieve Your Business Data

As a jewelry entrepreneur, your business is built on relationships, not just with your customers but with the data you collect about them, your sales, repairs, offers, and products. This information is vital for making informed decisions and growing your business. If you’ve worked with a service provider—whether it’s a point-of-sale (POS) system, website builder, or customer relationship management (CRM) tool—you have the right to access and retrieve your business data, thanks to GDPR Article 20.

GDPR Article 20 gives you the right to data portability, which means you can request a copy of the personal data your service provider holds. This includes your customer database, sales history, product catalog, and any other business-related information you’ve shared with them. More importantly, this data should be delivered in a format that’s easy to read and export to another system.

Here, we’ll walk you through the steps of how to use GDPR Article 20 to get your business data, ensuring you can seamlessly transfer it to another provider if needed or maintain your records for future use.

As you transition between different service providers or if you’re planning to switch to a new software like Gem Logic, it’s important to take your business data with you. Here are a few reasons why data portability under GDPR Article 20 is crucial:

• Maintain Business Continuity: Whether it’s your customer contact list, sales history, or product catalog, having access to your data ensures your operations run smoothly during any transitions.

• Flexibility to Switch Providers: You have the freedom to choose the best tools for your business without the fear of being “locked in” by a service provider that holds your data.

• Enhanced Customer Experience: Retaining historical data allows you to continue delivering personalized service, based on customer preferences and purchase history, even after switching providers.

To get your data from your current or previous service provider, you need to make a formal request under GDPR Article 20. The good news is that this is a straightforward process! Simply reach out to your provider with a polite, professional request for your data, specifying that it should be provided in an easy-to-read and exportable format.

Here’s a step-by-step guide to help you along:

1. Identify the Data You Need: Think about the types of data you’ll want to export—such as customer details, sales records, repair history, product catalog, and marketing information. Be as specific as possible.

2. Reach Out to Your Provider: Use the sample email template below to craft a professional request to your service provider.

3. Specify the Format: Make sure to request the data in a format that’s easy to import into another system, such as CSV or Excel. These formats allow you to open and manipulate the data easily, or import it into software like Gem Logic.

4. Follow Up if Necessary: If your provider doesn’t respond within the timeframe specified by GDPR (typically one month), you can follow up to ensure they’re working on your request.

Here’s a friendly, professional email template you can use to request your data from a service provider:

Subject: Request for Data Export in Compliance with GDPR Article 20

Dear [Service Provider’s Name],

I hope this message finds you well. I am writing to formally request a copy of all personal data and business-related information associated with my account, in accordance with GDPR Article 20 (Data Portability). This includes, but is not limited to, the following:

• Customer database and contact information

• Sales transactions and history

• Repair orders and history

• Product catalog and stock information

• Any marketing or promotional offers sent to customers

In compliance with GDPR, I kindly ask that this data be provided in an easy-to-read and exportable format, such as CSV, Excel, or any other commonly used format. This will allow me to review and, if necessary, transfer the data to another system.

Please confirm receipt of this request and provide an estimated timeline for when the data will be available. I understand that GDPR allows for up to one month to fulfill such requests, but I would appreciate it if the data could be shared as soon as possible.

Thank you for your attention to this matter. I look forward to your prompt response.

Best regards,
[Your Full Name]
[Your Business Name]
[Your Contact Information]

Using GDPR Article 20 to request your business data is a simple yet important step for ensuring the continuity of your jewelry business. Whether you’re switching service providers or just need a backup of your records, exercising your right to data portability allows you to stay in control of your information. At Gem Logic, we’re here to support jewelry entrepreneurs like you in staying GDPR-compliant, with easy data management solutions built into our software.

Take charge of your data, stay compliant, and keep your business running smoothly.