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Data Registry & Interoperability

In accordance with Regulation (EU) 2023/2854 (Data Act)

Last updated: January 2025

This Data Registry serves as a central publicly accessible online source of information in accordance with the requirements of Regulation (EU) 2023/2854 (Data Act). It provides customers with access to all essential information about data export, portability, infrastructure location, and applicable fees.

1. Exportable Data, Formats, and Transfer Methods

TOPOL PRO

For TOPOL PRO users, the following data can be exported:

Email Templates

  • HTML format: Complete email template as rendered HTML, ready for use in any email sending platform.
  • JSON format: Full template structure including all design elements, blocks, styles, and configuration. This format allows re-importing into compatible email editors.

Images

  • All images uploaded to your TOPOL PRO account can be exported.
  • Images are provided in their original format (PNG, JPG, GIF, etc.).

Metadata Included

  • Template name and creation date
  • Last modification date
  • Folder/organization structure

TOPOL Plugin

For TOPOL Plugin users, data storage is minimal:

Images (if applicable)

  • If you use TOPOL's image hosting feature, your uploaded images can be exported.
  • Images are provided in their original format (PNG, JPG, GIF, etc.).

Important Note

TOPOL Plugin does not store any other user data. Template data and other content are stored by the integrating platform (your application), not by TOPOL. Please contact your platform provider for export of that data.

Export Formats Summary

Format Description Includes Metadata
HTML Rendered email template ready for sending No
JSON Full template structure with all design data Yes (name, dates, structure)
Images Original uploaded image files (PNG, JPG, GIF, etc.) File names preserved

2. Guide for Switching to Another Provider

This section provides step-by-step instructions for customers who wish to:

  • Switch to another email editor provider
  • Transfer exportable data to their own infrastructure
  • Request deletion of their data

Important:

Only the account owner can initiate data export, provider switching, or data deletion requests. Identity verification is required for all requests.

Step 1: Generate Verification Code (OTP)

Before submitting your request, you must generate a one-time password (OTP) to verify your identity:

  • Log in to your TOPOL account
  • Go to your account settings
  • Generate a one-time password (OTP)
  • Keep this OTP ready to include in your request email

Step 2: Submit Your Request

Send an email to support@topol.io with the following information:

  • Your account email address
  • Your OTP verification code (generated in Step 1)
  • Type of request (data export / provider switch / data deletion)
  • Preferred export format (HTML, JSON, or both)
  • Any specific requirements or timeline preferences

Our support team will use the OTP to verify that you are the legitimate account owner before proceeding with your request.

Step 3: Data Export Process

Once your identity has been verified, our team will:

  • Prepare your data export in the requested format(s)
  • Provide you with a secure download link for your exported data

The export typically includes all your templates (HTML and/or JSON) and all uploaded images as a compressed archive.

Step 4: Transfer Support

Our support team is available to assist you during the transition:

  • We can answer questions about the exported data formats and structure
  • We can provide technical documentation to help with importing to other platforms
  • Contact us at support@topol.io for any assistance needed during the transfer

Step 5: Process Completion

After your data has been exported and transferred:

  • You will receive confirmation that the export is complete
  • If you requested data deletion, we will confirm when your data has been removed from our systems
  • Your account will remain active until you explicitly request its closure

3. Transparency on International Data Access

Data Infrastructure Location

TOPOL's data infrastructure is located in the European Union. Specifically:

  • Primary data centers are located in EU member states
  • All customer data is stored and processed within the EU

Technical and Legal Safeguards

We have implemented the following measures to prevent unauthorized access to customer data by foreign authorities:

  • Encryption: All data is encrypted both in transit (TLS) and at rest using industry-standard encryption protocols.
  • Access Controls: Strict access controls and authentication mechanisms are in place to limit data access to authorized personnel only.
  • Legal Compliance: We comply with EU data protection regulations (GDPR) and evaluate any data access requests according to applicable EU law.
  • Contractual Safeguards: Our data processing agreements include appropriate clauses to protect customer data.
  • Internal Review Process: Any requests for data access from governmental authorities are subject to internal legal review before any action is taken.

4. Fees for Contract Termination and Provider Switching

Current Fee Structure

TOPOL does not charge any fees for:

  • Exporting your data
  • Switching to another provider
  • Deleting your data upon request
  • Closing your account

Subscription Cancellation

You may cancel your TOPOL subscription at any time. Upon cancellation:

  • For monthly subscriptions, your subscription remains active for a minimum of 3 months from the cancellation date
  • For annual subscriptions, your subscription remains active until the end of your current billing period
  • After your subscription expires, you have an additional 30 days to export your data
  • No additional fees or penalties are applied for cancellation

Contact Information

For any questions regarding data export, portability, or this Data Registry, please contact us: