Your data and leaving
Your data is yours. You can take all of it out at any time, in standard formats, and leave without paying anything. This page says how, in which formats, and what the download leaves out.
Export formats
- Any list, as a spreadsheet.
- Every list downloads as an Excel (XLSX) or CSV file, with the filters you set and only the fields you may see.
- All of the base's data.
- An admin of the base downloads all of the base’s data at once from Settings, General, Export your data: one zip file with every record and every attached file, and a list of the base’s users so that the names behind the people in the records can be read. The records are in JSON files, one per list, a standard format that other software, or any developer, can read. Ask the assistant and it gives you the link.
- The shared files and messages.
- The same zip file from Settings, General, Export your data also holds the base’s shared files, its public channels, and the private channels, direct messages and group chats that the person who exports is a user of, with their messages. The messages are in JSON files too, with every file sent in them.
- What it does not hold.
- How the base is set up (its lists and their fields, rules, views, automations, workflows and agents), its history of changes, which includes the workflow record (who moved an item to which step and when, and a customer’s approval through a link), and the code Base Captain wrote for it, which the users who build the base can read. Nor does it hold the conversations with the assistant and with agents, the mail that came in to the base’s addresses (Mail) with the answers written there, or Online payments. Base Captain keeps no copy of the mails that the base sends by itself, for example from an automation or a custom action, so no export holds them. A comment that a user mails from a record stays in the zip file with the record’s comments. An admin of the base downloads the history of changes, with the workflow record, from Activity, History, as a CSV or Excel file.
Leaving, step by step
- 1Download your data. In Settings, General, Export data: the zip file holds every record, every attached file, the shared files and the messages. Download any list as a spreadsheet too, if you want one.
- 2Delete the base. The base's owner signs in (Sign in, at the top of this page), opens the base's Settings, General, clicks Delete this base at its foot, and types the base's name to confirm. Its data, its files and its versions are deleted, for every user. The base stays with its owners, its billing details and its invoices. This cannot be undone.
The notice and the thirty days to take your data out are in the terms, Switching and leaving.
Switching charges
- None.
- Downloading your data is free, as often as you like, and so is leaving.
If Base Captain shuts down
- Ninety days' notice.
- If we ever shut Base Captain down, we tell you at least ninety days ahead, and the export keeps working until the last day.
While you stay
- Deleted records.
- A deleted record can be restored for 30 days, then it is erased with its history. An admin of the base can set that from 7 to 9999 days in Settings, General, under Erase deleted items after. Its files are kept 90 days.
- Erasing a record.
- A builder can erase a deleted record sooner: its values are removed from its history, which keeps who changed what and when.
Bringing data in
- Imports.
- Excel and CSV files come in, each column matched to a field, and any row that does not come in is listed with the reason.
- A spreadsheet becomes a base.
- Give the assistant a spreadsheet and it proposes the lists and fields, then brings the rows in.