1. Can I request a test export before my licence ends?
The provision of bespoke test exports, customised reports, data transformations or migration support falls outside the standard software licence and support services provided under your agreement.
Throughout the term of your licence, you will continue to have access to the data and reporting functionality available within Socrates. This allows you to view, review and retrieve information directly from the application.
If you require services beyond the standard functionality of the application, please let us know and we can discuss whether any additional services may be made available.
If additional assistance, extended access, or further transition services are required, we would be happy to discuss your requirements. As these activities require the allocation of specialist resources and may need to be undertaken outside normal business hours, they would be provided on a time and cost basis and subject to our commercial terms.
As discussed below, the return of data to the data Controller at the end of the use of Socrates (the processing period) is provided free of charge and in accordance with Article 28 of the GDPR.
2. Will Lanas work directly with my replacement provider?
Your relationship with any replacement provider is managed directly by you. Our software license is with you, the data Controller. We will provide your data directly to you on the media device provided by you for that purpose.
While we will provide your data to you in accordance with our contractual and data protection obligations, Socrates does not provide migration services to third-party suppliers or take instructions from other vendors. Any import or migration of the data into a new application will be managed between you and your chosen provider.
All software vendors should have their own data import mechanisms which is normally part of the installation process or onboarding to any new system.
Our obligation and objective as your current data Processor is to ensure your data, processed by Socrates, is exported to a common standard readable “CSV” format and securely returned to you, the data Controller.
3. How will my data be returned?
Following termination of your licence in accordance with the DPA, subject to your practice facilitating access for our personnel to your practice for the purpose of returning your data, we will return your data to you, as Data Controller, in a structured, commonly used and machine-readable format, namely CSV format.
For the avoidance of doubt, the exported data will include the relevant field headers to assist in identifying the information contained within the exported files. However, the provision of field headers should not be taken as the provision of database schema, data dictionaries, table structures or other proprietary technical documentation relating to the Socrates software application.
4. Can you provide database schema information or technical documentation?
Your exported data will be provided in CSV format.
The underlying structure, schema and design of the Socrates software form part of our proprietary intellectual property. For that reason, database schema information, table structures and other proprietary technical documentation are not included as part of the data return process.
5. How will my replacement provider import the data?
Most software providers have their own processes, tools and methodologies for importing data from other systems, in the same manner we may have imported your then practice data from a previous vendor.
Your replacement provider should be able to advise you on their import requirements and the steps needed to migrate the information provided to them.
6. Will there be a charge for the final data export?
No.
As a gesture of goodwill, Socrates will provide the final data return service at no additional charge. To facilitate this process, your practice will need to provide any reasonable access required for our team to complete the data extraction during working hours Monday – Friday, 9am -5pm.
7. What happens if there is an issue with the exported data?
It is your responsibility to maintain appropriate backups of the data and to review, verify and satisfy yourself as to the accuracy, completeness and suitability of the data before relying upon or using it for any purpose.
We strongly recommend that you retain a current backup of your data immediately before the extraction takes place and that you review the exported files promptly upon receipt.
Although your licence and support services will have ended on your specified termination date, our team will remain available for a period of five business days following the extraction to assist with any questions relating to the files provided should they arise.
8. Will I continue to have access to Socrates?
Access to Socrates will remain available until the system is no longer available when your license terminates as per your request. Use of and access to Socrates will cease as there will no longer be an active licence, data processing agreement or support arrangement in place.
Should you require additional time to complete your migration or access your data following termination, we would be happy to discuss the possibility of an extension to your licence on our normal commercial terms.
9. Will Lanas retain a copy of my data?
No.
The data remains hosted on your own servers and Lanas does not retain a copy of that data.
10. What do I need to do?
Before any data extraction services are performed, you will be required to provide your written consent to the extraction process and agree to our standard post-termination data extraction and transition services terms and conditions.
These terms will be provided following receipt of your termination notice.
