Data export and switching
Your business's data is yours. You can download it at any time and move it to another service – free of charge. We apply these rules, under the EU Data Act (Regulation (EU) 2023/2854), to all customers.
Export
The owner: Settings → Data export. One JSON file with all of the business's data; photos, videos, voice notes and files as links to the originals, valid for 7 days. Also works for a closed business, until it is deleted.
Moving to another service
- Ask at any time at office@kfbase.com and choose when the move starts: at once or within 2 months. Or simply download the export and close the business (Settings → Close the business).
- Transitional period of normally 30 days (longer if you ask): the Service keeps working as before, and we help you and the new provider with the move.
- Until the move is complete you keep your plan with all its features and phones, even if you cancel it. You pay the normal plan fee; the move itself costs nothing.
- Retrieval period of at least 30 days: a closed business can be restored and its data downloaded for 30 days.
- Then we delete all the data (from backups within a further 30 days) and confirm it in writing on request.
No charges
We do not charge for switching to another service, for exporting or for transferring data – now or later. The normal plan fee continues until the move is complete.
Where the data is
In the European Union: the application server and database at Hetzner in Germany, files and backups in Cloudflare R2 with EU jurisdiction. Providers outside the EU only receive what their service needs (for example a notification to a phone) – the list of sub-processors is public. Sub-processors
Access by authorities of non-EU countries
KFBASE LTD is established in the United Kingdom. If an authority of a country outside the EU asks for data, we disclose it only under a legally binding request we have assessed; we challenge requests that conflict with EU or Member State law, disclose the minimum and tell the customer first unless the law forbids it. Data is protected by encrypted connections, and our staff's access is limited and logged.
Export format
The full description of the data structures, formats and standards, matching what the file contains:
The file
- Name:
firma-export-YYYY-MM-DD.json(the day of the export, UTC). - Format: one JSON document (RFC 8259), UTF-8.
- Interface:
GET https://firma.kfbase.com/v1/orgs/{orgId}/export, signed in as the owner; answered withContent-Disposition: attachment. The same file at any time, free of charge. Automated access for a destination provider (for example with a token) may be added later; until then the owner downloads the file and hands it over, and we answer the destination provider’s technical questions about the format. - Files (photos, videos, voice notes, documents) are listed in
fileswith aurlto the original file, valid for 7 days (filesValidUntil). Download a new export for new links.
Conventions
| What | How it is written |
|---|---|
| Ids | UUID strings (RFC 9562, mostly version 7). Fields ending in Id/By refer to the id of another record. |
| People | userId, createdBy, approvedBy and similar refer to people[].userId. |
| Moments in time | ISO 8601 in UTC with Z, e.g. 2026-11-01T07:05:00.000Z (fields ending in At, and those marked time) |
| Calendar days and months | YYYY-MM-DD / YYYY-MM, in the business’s time zone (organization.timezone, an IANA zone name) |
| Money | Integers in the smallest unit of organization.currency (ISO 4217): grosz for PLN, pence for GBP |
| Quantities | quantityMilli: the quantity × 1000 (1.5 h = 1500) |
| Durations | workedMs: milliseconds |
| Positions | lat/lng: WGS 84 degrees; accuracyM: metres |
| Empty | null. Records removed in the app stay in the file with deletedAt set (history is kept). |
Versioning
format is always "firma-kfbase-export". formatVersion is 2. New sections or fields may be
added without changing the version; a field is removed or changes meaning only with a new
formatVersion, announced on this page.
- 2 (2026-11-01): no private conversations;
conversationMembersand thetitle,directKeyandcreatedByfields ofconversationsremoved. - 1 (2026-11-01): first version.
Sections
format
The text "firma-kfbase-export".
formatVersion
The format version (a number, now 2).
exportedAt
When the file was made (time).
filesValidUntil
Until when the links in files work (time).
organization
The business (one object).
| Field | Type | Meaning |
|---|---|---|
id |
text | Id of the business |
name |
text | Name |
timezone |
text | IANA time zone, e.g. Europe/Warsaw |
currency |
text | PLN or GBP |
billingCountry |
text | Billing country (ISO code) for the VAT wording on our invoices; null until chosen |
contactEmail |
text | How clients reach the business (on quotes) |
contactPhone |
text | Phone shown on quotes |
street |
text | Registered address of the business |
postalCode |
text | |
city |
text | |
taxId |
text | Tax number (NIP, VAT number or company number) |
demoExpiresAt |
time | Set only for demo companies |
closedAt |
time | When the owner closed the business |
closedBy |
id | Who closed it |
deleteAfter |
time | When a closed business is deleted |
locationEnabledAt |
time | Location at work on since then; null = off |
locationEnabledBy |
id | Who turned it on |
locationReviewDueAt |
time | From then on the office is asked about positions past the retention period |
referralCode |
text | The business’s own code for recommending Firma@KFBase |
firstPaidAt |
time | When it first had a paid plan |
createdAt |
time | When the business was created |
people
Everyone who is or was in the business.
| Field | Type | Meaning |
|---|---|---|
userId |
id | Id of the person |
name |
text | Name in this business |
email |
text | Sign-in e-mail (null for a worker added without one, or once anonymised) |
role |
text | owner, admin or worker |
phone |
text | Phone |
address |
text | Address |
createdAt |
time | Added to the business |
removedAt |
time | Removed from the business |
anonymisedAt |
time | Personal details erased (the name is then a label) |
clients
| Field | Type | Meaning |
|---|---|---|
id |
id | |
type |
text | company or person |
name |
text | Name |
nip |
text | Tax number (Polish NIP or other VAT id) |
street |
text | Address |
postalCode |
text | |
city |
text | |
email |
text | |
phone |
text | |
notes |
text | Office notes |
anonymisedAt |
time | Personal details erased |
status |
text | active or archived |
createdAt |
time | |
updatedAt |
time |
clientContacts
Contact persons of a client.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
clientId |
id | The client |
name |
text | |
position |
text | Job title |
phone |
text | |
email |
text | |
isPrimary |
boolean | The main contact |
sortOrder |
integer | Order in the list |
createdAt |
time | |
updatedAt |
time |
projects
| Field | Type | Meaning |
|---|---|---|
id |
id | |
name |
text | |
clientId |
id | The client, or null |
address |
text | Site address |
lat |
number | Site position |
lng |
number | |
notes |
text | |
status |
text | planned, active, done or archived |
createdAt |
time | |
updatedAt |
time | |
deletedAt |
time |
projectTeams
Who is on a project’s team.
| Field | Type | Meaning |
|---|---|---|
projectId |
id | |
userId |
id | |
createdAt |
time | Added |
deletedAt |
time | Removed (not exported) |
projectBilling
How a project is billed.
| Field | Type | Meaning |
|---|---|---|
projectId |
id | |
billingType |
text | fixed or hourly |
priceGrosz |
integer | Fixed price (money) |
clientHourlyRateGrosz |
integer | Hourly rate for the client (money) |
updatedAt |
time |
projectCosts
| Field | Type | Meaning |
|---|---|---|
id |
id | |
projectId |
id | |
date |
day | |
category |
text | materials, equipment, subcontractor or other |
description |
text | |
amountGrosz |
integer | Amount (money) |
createdBy |
id | |
createdAt |
time | |
updatedAt |
time | |
deletedAt |
time |
tasks
| Field | Type | Meaning |
|---|---|---|
id |
id | |
projectId |
id | |
title |
text | |
description |
text | |
status |
text | planned, in_progress, done or cancelled |
scheduledStart |
time | Planned start |
scheduledEnd |
time | Planned end |
createdBy |
id | |
createdAt |
time | |
updatedAt |
time | |
deletedAt |
time |
taskAssignments
Who is assigned to a task.
| Field | Type | Meaning |
|---|---|---|
taskId |
id | |
userId |
id | |
createdAt |
time | Assigned |
deletedAt |
time | Unassigned |
taskLog
The permanent log of every task: work entries from the phones, notes, files and the office’s changes.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
taskId |
id | |
userId |
id | Who |
type |
text | Work: started, paused, resumed, finished; note, attachment; office: created, rescheduled, assigned, cancelled, status, edited, hours_corrected |
occurredAt |
time | When it happened (on the phone) |
receivedAt |
time | When the server received it |
lat |
number | Position at the work entry (only if location was on; null after the office deleted positions past the retention period) |
lng |
number | |
accuracyM |
number | Accuracy of the position |
text |
text | Text of a note |
attachmentId |
id | The file (files[].id) |
flags |
JSON | List of checks, e.g. late_sync, clock_skew_future, task_cancelled |
data |
JSON | Details of office changes (kind and before/after values; for hours_corrected the corrected session’s start and end) |
conversations
The company channel, the projects’ conversations and each worker’s conversation with the office (there are no private conversations; the office can read all of them).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
kind |
text | company, project or person (a worker and the office) |
projectId |
id | For project conversations |
userId |
id | For a worker’s conversation: the worker |
createdAt |
time |
messages
| Field | Type | Meaning |
|---|---|---|
id |
id | |
conversationId |
id | |
userId |
id | Who wrote it |
text |
text | |
attachmentId |
id | The file (files[].id) |
createdAt |
time |
files
Photos, videos, voice notes and documents in tasks and conversations.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
taskId |
id | The task (null for files in conversations) |
userId |
id | Who added it |
kind |
text | photo, video, audio or file |
fileName |
text | Original name (documents) |
contentType |
text | Media type (RFC 6838), e.g. image/jpeg |
sizeBytes |
integer | |
caption |
text | |
status |
text | uploaded, or pending (never arrived from the phone) |
createdAt |
time | |
url |
text | Download link to the original file until filesValidUntil; null if pending |
quotes
| Field | Type | Meaning |
|---|---|---|
id |
id | |
number |
text | e.g. 2026/007 (year and number within the year) |
year |
integer | |
seq |
integer | Number within the year |
status |
text | draft, sent, accepted or rejected |
title |
text | |
clientId |
id | |
address |
text | Site address |
validUntil |
day | |
notes |
text | |
projectId |
id | The project made from it |
sentAt |
time | |
decidedAt |
time | Accepted or rejected by the client |
decidedName |
text | Name the client gave when deciding |
decidedBy |
id | Office person who recorded a decision given by phone; null when the client decided on the quote’s page |
rejectReason |
text | |
createdBy |
id | |
createdAt |
time | |
updatedAt |
time | |
deletedAt |
time |
quoteLines
| Field | Type | Meaning |
|---|---|---|
id |
id | |
quoteId |
id | |
position |
integer | Order |
kind |
text | labour, material or other |
description |
text | |
quantityMilli |
integer | Quantity × 1000 |
unit |
text | e.g. h, m2, szt. |
unitPriceGrosz |
integer | Net unit price (money) |
vatRate |
integer | VAT rate in per cent |
createdAt |
time | |
updatedAt |
time |
invoices
Invoices issued through the business’s invoicing account (Fakturownia or Xero; the invoice documents themselves stay in that service).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
projectId |
id | |
provider |
text | fakturownia or xero |
kind |
text | vat, advance or final |
externalId |
text | Id of the invoice in that service |
account |
text | The account in that service |
number |
text | Invoice number |
issueDate |
day | |
paymentTo |
day | Due date |
netGrosz |
integer | Net total (money) |
grossGrosz |
integer | Gross total (money) |
paid |
boolean | |
ksefStatus |
text | Status in KSeF (Poland’s e-invoicing system) |
ksefNumber |
text | KSeF number |
ksefErrors |
JSON | Errors reported by KSeF |
createdBy |
id | |
createdAt |
time | |
refreshedAt |
time | Last status check in that service |
invoicingOrders
Orders sent to the invoicing service (before an invoice is issued).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
projectId |
id | |
account |
text | |
externalId |
text | Id in that service |
netGrosz |
integer | Money |
grossGrosz |
integer | Money |
createdBy |
id | |
createdAt |
time |
invoicingAccount
The connected invoicing account (one object, or null), without its access token.
| Field | Type | Meaning |
|---|---|---|
provider |
text | fakturownia or xero |
account |
text | Account name or id |
displayName |
text | Name shown in the app |
hourlyRates
Cost of a person’s hour, from a date.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | |
hourlyCostGrosz |
integer | Money |
validFrom |
day | |
createdBy |
id | |
createdAt |
time |
absences
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | |
kind |
text | vacation, sick, unpaid or other |
fromDate |
day | |
toDate |
day | Inclusive |
note |
text | |
createdBy |
id | |
createdAt |
time | |
updatedAt |
time | |
deletedAt |
time | (removed absences are not exported) |
deletedBy |
id |
hoursApprovals
Months of hours approved by the office.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | |
month |
month | |
approvedBy |
id | |
approvedAt |
time | |
workedMs |
integer | Hours worked, at approval |
absenceDays |
integer | Absence days, at approval |
reopenedBy |
id | |
reopenedAt |
time |
subscription
The plan (one object, or null on the free plan).
| Field | Type | Meaning |
|---|---|---|
stripeCustomerId |
text | Customer id at Stripe (payments) |
stripeSubscriptionId |
text | |
status |
text | Stripe subscription status, e.g. active, canceled |
licences |
integer | Paid phone licences |
interval |
text | month or year |
currency |
text | PLN or GBP |
periodEnd |
time | End of the paid period |
cancelAtPeriodEnd |
boolean | |
updatedAt |
time |
workerNotices
The business’s information notice for workers, every published version (shown on the phones).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
version |
integer | 1, 2, … (a new version is acknowledged again) |
text |
text | The notice (Markdown; Polish, Ukrainian, English parts) |
publishedBy |
id | Who published it |
publishedAt |
time |
noticeAcknowledgements
Who acknowledged which version on their phone (“I have read it”, not consent).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
noticeId |
id | The version (workerNotices.id) |
userId |
id | Who |
acknowledgedAt |
time |
assessments
The business’s own assessments completed in Ustawienia → Dokumenty dla firm, every approved version: the legitimate-interest assessment for location and the data protection impact assessment (DPIA).
| Field | Type | Meaning |
|---|---|---|
id |
id | |
kind |
text | legitimate-interest or dpia |
version |
integer | 1, 2, … (each approval is a new version) |
language |
text | The language version of the template: pl, en or uk |
answers |
JSON | The answers, in the template’s order: [{ "placeholder", "value" }] |
text |
text | The completed assessment as approved (Markdown) |
approvedBy |
id | Who approved it |
approvedAt |
time |
locationReviews
The office’s answers to the question about positions older than the retention period (36 months): delete their coordinates, or keep them longer.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | Who answered |
action |
text | delete (coordinates cleared) or keep |
keepMonths |
integer | For keep: for how many months more (12, 24 or 36) |
reason |
text | For keep: why the positions are still needed |
cutoff |
time | Positions recorded before this moment were concerned |
entries |
integer | Number of work entries with such positions |
createdAt |
time | When the office answered |
termsAcceptances
Acceptances of the Terms (with the DPA) and of the location statements.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | Who accepted |
version |
text | Version accepted, the Terms version, or location-… for the location statements |
acceptedAt |
time |
problemReports
Problem reports and ideas sent from the apps.
| Field | Type | Meaning |
|---|---|---|
id |
id | |
userId |
id | |
kind |
text | bug, idea or question |
message |
text | |
context |
JSON | Technical details sent with it (app version, device, page) |
issueUrl |
text | Our internal ticket (not accessible to customers) |
createdAt |
time |
Not included
The export is the complete list of the business’s exportable data. Not included, by design:
- Secrets and access: sign-in sessions, phone pairing codes, phones’ push notification tokens, the invoicing service’s access token (Fakturownia API token, Xero tokens) and the secret links of quote and invoice pages. They would let others into the account or the business’s other services; they are useless elsewhere.
- Internal functioning of the Service: sync counters (
version), storage keys, background jobs, the link between tasks and calendar events, which messages each person has read and when someone last opened a quote, our security logs and the audit log of support access. - Other businesses: which business recommended this one (another business’s identifier).
Changes to this page: 2026-11-01 (format versions 1 and 2, see “Versioning”).