Switching, export and jurisdiction

Under the EU Data Act (Regulation (EU) 2023/2854), you can move from Maridex to another provider or to your own systems at any time, without switching charges. This page describes how it works, what you get, and which law applies to the systems that hold your data. The binding rules are in section 11 of our terms of service.

Switching

1. Notice. You can end the contract at the end of any month. The notice must reach us before the end of that month, by email to info@maridex.app.
2. Transitional period. If you ask for it with your notice, Maridex stays fully available for up to 30 days after the contract ends, so that you can move without an interruption. It is free of charge.
3. Assistance. We help you and your new provider with the move, and tell you about any known risks to the continuity of your work.
4. Export. We give you all your data in the formats described below, free of charge, within 10 business days of your request.
5. Retrieval and deletion. You can retrieve your data for at least 30 days after the transitional period, or after the end of the contract if there is none. We then delete your whole system, including the database, the files and the backups, within a further 30 days, and confirm the deletion in writing.

Your onboard workstations keep their documents until you uninstall Maridex Onboard. After your system is deleted, they can no longer connect.

What you get: data formats

The export is one ZIP archive with the following content.

Part	Content	Format
documents/	every revision of every document, as originally uploaded, in folders by library and folder	the original files (for example PDF, DOCX, XLSX)
manifest.json	the structure and metadata: libraries, folders, documents (code, title, status), revisions (number, effective date, change note, file name, file type, size, SHA-256 hash, date and author of the upload)	JSON, UTF-8
audit-log.csv	the complete audit log, with the hash of each entry so that the chain can still be verified	CSV, UTF-8
vessels.csv, users.csv	the vessels with their libraries; the users with their roles	CSV, UTF-8

No special software is needed to read the export. The manifest links each file to its document and revision by its path and hash.

Not part of the export:

• data that Maridex derives from your documents and rebuilds automatically: search index, extracted text, vector embeddings, summaries;
• technical logs and monitoring data;
• security credentials and keys;
• the chats in the dashboard.

Jurisdiction and access by authorities

System	Operated by	Location	Law that applies to the operator
Your Maridex system (server, database)	Hetzner Online GmbH	Germany	German and EU law
Your files	Backblaze, Inc.	EU (Netherlands)	US law, as a US company
AI service	OpenAI Ireland Limited	OpenAI group, including the USA	Irish and EU law, and US law for processing in the USA
Dashboard delivery, licence check, email import	Cloudflare, Inc.	worldwide network	US law, as a US company

The operators that are US companies, or process data in the USA, can be required under US law to disclose data, even if it is stored in the EU. This is how we protect your data against unlawful access by governments outside the EU:

• Your own system. Your data is stored in a separate system for your company. It is never mixed with other customers’ data.
• Encryption in transit for every connection, and encrypted backups.
• Contractual commitments. Each of these companies has committed in its data processing agreement to process data only on our instructions, to examine requests from authorities, and to inform us of them where the law allows.
• Our own practice. We disclose your data to an authority only where EU or German law obliges us to. We examine every request. We refuse requests from authorities outside the EU that are not based on an international agreement (Article 48 GDPR). We inform you before we disclose anything, unless the law forbids it.
• EU AI service. We are switching the AI service to a provider in the EU (see sub-processors).