Online Register for Switching Providers
Last updated: 1 October 2026 · v1.8
This register provides the information required by Art. 26 of the EU Data Act on data structures, data formats, relevant standards and procedures for switching to another provider or to on-premises infrastructure. SonicR1 does not provide an automated switching tool; the switching and exit plan agreed with the customer governs the process.
1. Provider & service
| Provider | Ömer Dertlioglu · SonicR1, Kurfürstendamm 96, 10709 Berlin, Germany |
|---|---|
| Service | SaaS — AI-supported analysis and guidance of sales conversations |
| Scope of this register | All service plans; the customer records SonicR1 hosts — calls, transcripts, AI outputs and knowledge base — are stored in EU regions and all AI inference runs on EU endpoints. Limited further data (background-job step state, transactional e-mail, hosting logs) is held outside the EU — named in section 11.5 and Annex 2 of the DPA |
| Contact | legal@sonicr1.com (switching/exit) · info@sonicr1.com (support, Mon–Fri 9:00–18:00, Europe/Berlin time) |
| Change history | 01.10.2026 – v1.8 – Private Deal Health proposals and source anchors explicitly excluded from the workspace archive · 01.10.2026 – v1.7 – Prospects export files and field lists specified; workspace archive distinguished from the Prospects CSV export · 24.09.2026 – v1.6 – Prospects companies with archive state and their contacts identified in the export structure · 22.09.2026 – v1.5 – Outreach campaigns, delivery history, suppression records, reply previews and mailbox metadata added to exports; access tokens and technical capabilities remain excluded · 20.08.2026 – v1.4 – export templates and scheduled exports struck from section 3: the underlying tables were dropped on 19.08.2026, so the configuration overview can no longer contain them · 12.08.2026 – v1.3 – scope clarified: EU exclusivity covers customer content; the further data held outside the EU under the DPA is now disclosed here · 10.08.2026 – v1.2 – AI suggestions and briefings added to sections 2/2b, seller portrait and practice evaluations explicitly excluded, residual categories named, statements on authorisation, logging and transport clarified · 08.08.2026 – v1.1 – data structures and standards added, periods under Art. 25 clarified, person-level AI evaluations explicitly excluded · 07.08.2026 – v1.0 – initial publication |
2. Exportable data
| Calls & transcripts | Call metadata, transcript segments with speaker attribution and timestamps — JSON (UTF-8) |
|---|---|
| AI analyses (team-level) | Including summaries, next actions, deal assessments, e-mail and agenda drafts, CRM preview per call — JSON. Person-level evaluations are excluded (section 3). |
| Call briefings | Cold-call briefings with inputs, the evidence drawn on and the generated sections — JSON |
| Audio recordings | Original audio files where stored in the selected processing mode — original container in a ZIP archive |
| Knowledge base | Objections/responses/proofs, battlecards, company profile, products, competitors, personas, playbooks, document metadata, and AI suggestions for maintaining these entries (with rationale and source references) — JSON, CSV |
| Account & workspace data | User profiles (name, e-mail, role), team and workspace settings — JSON, CSV |
| Prospects | Companies including archive timestamp (archived_at), contacts with names, email address, title and notes, plus lists, list memberships, ideal customer profiles, sourced assessments and research run history — JSON in the workspace archive. Archived companies are included. The Prospects CSV export for the current page or selected companies is a separate export without the archive timestamp. |
| Consent records | Processing mode, time and method of attestation per call — JSON |
| Imported data | CRM snapshots (deals, persons, activities, notes), calendar events — JSON |
| Billing data | Invoices and payment history via the Stripe customer portal (PDF) |
Person-level AI evaluations of individual users (scorecards, coaching moments, rephrasing alternatives, live-vs-post comparison, training plan) are visible in the product only to the individual concerned and are therefore not part of the workspace export (see section 3). Individuals may request their own evaluations separately via legal@sonicr1.com.
2b. Data structures per export file
The export is a directory tree of JSON and CSV files plus audio files. Each file contains an array of records of the same kind. Every export additionally includes a machine-readable field description (schema.json) and a manifest with record counts; the schema.json restates the same field list as this register in machine-readable form and adds the actual number of rows per file. A file with zero rows is still included with its complete field list. Rows with a set deleted_at field are entries deleted in the source system.
crm/*.json | Sonic CRM — Native customer records, associations, external record links, approved operations and delivery receipts. Credentials are excluded. |
|---|---|
outreach/*.json | Outreach — Campaigns, reviewed drafts, delivery history, suppression records, reply previews and mailbox connection metadata. OAuth tokens, unsubscribe capabilities and worker leases are excluded. |
prospects/prospect_accounts.json | Prospects — Companies — id, project_id, name, domain, status, notes, icp, assessment, sources, fit, discovery, archived_at, created_at |
prospects/prospect_contacts.json | Prospects — Contacts — id, project_id, account_id, first_name, last_name, email, title, notes, created_at, updated_at |
prospects/prospect_lists.json | Prospects — Lists — id, project_id, name, archived, created_at |
prospects/prospect_list_members.json | Prospects — List memberships — id, project_id, list_id, account_id |
prospects/prospect_icps.json | Prospects — Ideal customer profiles (ICPs) — id, project_id, input, created_at |
prospects/prospect_assessments.json | Prospects — Sourced assessments — id, project_id, run_id, account_id, candidate_index, input, assessment, sources, fit, created_at |
prospects/prospect_runs.json | Prospects — Research run history — id, project_id, created_by, input, status, cursor, searched, discovery_state, discovery_searches, created_at |
workspace/project.json | Workspace — id, name, slug, description, settings, created_by, is_personal, created_at, updated_at, deleted_at |
workspace/members.json / .csv | Members — user_id, role, joined_at, display_name, email, timezone |
workspace/workspace_settings.json | Settings — id, project_id, settings, retention_months, redaction_profile, redaction_map_ttl_days, output_ttl_days, created_at, updated_at |
workspace/workspace_reflexes.json | Reflexes (detection rules) — id, project_id, key, label, description, domain, is_built_in, is_active, language_dependent, keywords_by_lang, workspace_extra_keywords, sensitivity_override, parent_key, created_at, updated_at |
workspace/workspace_workflows.json | Workflows (automations) — id, project_id, name, description, nodes, edges, is_active, scope, priority, cooldown_seconds, reflex_key, created_at, updated_at |
workspace/meeting_preparation_flow.json | Meeting preparation flow — project_id, enabled, daily_limit, internal_domains, reminder_enabled, reminder_user_id, updated_by, updated_at |
workspace/coaching_rules.json | Coaching rules (drafts and publications) — id, project_id, revision, draft, published, previous, enabled, updated_at, published_at |
calls/calls.json | Call — id, project_id, created_by, title, filename, status, source_type, call_mode, processing_mode, duration_sec, created_at, updated_at, reviewed_at, content_purged_at, transcript, words, raw_text, speaker_overrides, insights (without judgement keys), insights_updated_at, sentiment, topics, followup_draft, followup_lang, talk_ratio_pct, briefing_id, calendar_event_id, hubspot_deal_id, storage_bucket, storage_key, origin_meta |
calls/analyses_debrief.json | Analysis run — call_id, latest_run_id, processing_status, review_status, reviewed_at, reviewed_by, created_at, updated_at |
calls/analyses_debrief_modules.json | Analysis module — id, call_id, run_id, module_key, status, payload, user_edits, error, skipped_reason, attempt_count, model, cost_usd, latency_ms, created_at, updated_at |
calls/consent_records.json | Consent record — id, call_id, workspace_id, user_id, processing_mode, gate_for_mode, disclosure_version, disclosure_text_snapshot, attestation_method, stores_audio, stores_transcript, stores_ai_notes, ephemeral_only, attested_at, external_tool, copy_version, copy_snapshot |
knowledge-base/playbook_sections.json | Playbook section — id, playbook_id, title, sort_order, created_at, updated_at |
knowledge-base/playbook_blocks.json | Playbook block — id, playbook_id, section_id, block_type, title, content, bullets, stage_tags, persona_tags, topic_tags, keywords, language, is_pinned, priority, created_at, updated_at |
knowledge-base/company_profile.json / .csv | Company profile — id, project_id, name, industry, company_size, value_proposition, differentiators, target_markets, founding_year, headquarters, website, sales_methodology, average_deal_cycle, typical_deal_size, tone_of_voice, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/products.json / .csv | Products — id, project_id, name, description, short_pitch, features, pricing_info, pricing_tiers, common_objections, roi_metrics, use_cases, ideal_customer, is_primary, display_order, proof_points, competitive_advantages, target_personas, persona_ids, deal_stage, industry, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/competitors.json / .csv | Competitors — id, project_id, name, website, description, strengths, weaknesses, pricing_comparison, key_differences, common_situations, win_strategies, loss_reasons, talk_tracks, questions_to_ask, trigger_keywords, counter_objections, market_position, overlap_products, persona_ids, product_ids, industry, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/personas.json / .csv | Personas — id, project_id, title, seniority, department, description, pain_points, goals, decision_criteria, common_questions, objections, communication_style, preferred_proof_points, budget_authority, typical_concerns, influence_level, success_metrics, reporting_to, industry, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/objections.json / .csv | Objections — id, project_id, objection_text, category, trigger_phrases, recommended_response, follow_up_question, proof_point_ids, persona_ids, product_ids, competitor_ids, deal_stage, industry, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/proof_points.json / .csv | Proof points — id, project_id, claim_supported, proof_type, metric_value, before_after, attribution_source, persona_ids, product_ids, competitor_ids, deal_stage, industry, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/battlecards.json / .csv | Battlecards — id, project_id, competitor_id, title, one_liner, why_we_win, watch_outs, pricing_comparison, objection_handlers, proof_point_ids, trigger_keywords, persona_ids, product_ids, industry, deal_stage, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/plays.json / .csv | Plays — id, project_id, name, objective, steps, deal_stage, trigger_keywords, persona_ids, product_ids, industry, display_order, created_by, updated_by, last_reviewed_at, last_reviewed_by, created_at, updated_at |
knowledge-base/documents.json | Documents — id, project_id, name, description, doc_type, original_content, content_hash, linked_product_id, linked_competitor_id, linked_persona_id, file_size, page_count, source_url, processing_status, processed_at, storage_path, chunk_count, created_at, updated_at |
knowledge-base/playbooks.json | Playbooks — id, project_id, name, description, type, methodology, language, status, default_stages, is_team_featured, created_by, created_at, updated_at |
knowledge-base/ai_suggestions.json | AI suggestion for the knowledge base — id, project_id, kind, operation, target_entity_id, target_field, proposed_value, rationale, confidence, frequency, source_call_ids, source_quotes, status, reviewed_by, reviewed_at, applied_entity_id, run_id, created_at, updated_at |
briefings/briefings.json | Briefing — id, project_id, created_by, briefing_type, crm_provider, crm_company_external_id, crm_contact_external_id, crm_deal_external_id, manual_input, input_hash, evidence_snapshot, generated_sections, status, generation_id, error, last_used_at, not_relevant_at, created_at, refreshed_at |
briefings/briefing_versions.json | Briefing version (history) — id, project_id, briefing_id, version_number, generated_sections, evidence_snapshot, generated_at, superseded_at |
imports/crm_*.json | CRM snapshot — id, project_id, provider, external_id, data, update_time, received_at, created_at, updated_at, deleted_at |
imports/calendar_events.json | Calendar event — id, workspace_id, provider, external_id, start_time, end_time, payload, deleted_at, synced_at, created_at, updated_at |
audio/<call_id>.<ext> | Audio recording — binary file in the original container; mapped via the file name (calls.id) |
2c. Formats, standards & interoperability
- JSON per RFC 8259, character encoding UTF-8
- CSV per RFC 4180 (comma-separated, CRLF); cells starting with =, +, @, a tab, a carriage return or a non-numeric - are prefixed with an apostrophe to prevent formula execution in spreadsheet applications. The JSON files contain the unmodified values.
- Timestamps per ISO 8601 (UTC), identifiers as UUID (RFC 4122)
- Audio in the original recording container (e.g. WebM, MP3, WAV) without re-encoding
- Checksums as SHA-256 (checksums.sha256 inside the archive, plus a separate file alongside the archive)
No harmonised standard and no common specification for interoperability has currently been published in the central Union repository for this service category. The export therefore uses the open, widely adopted formats listed above. Once relevant standards or specifications are published, we will update this register and the export accordingly (Art. 30(4) Data Act).
3. Categories excluded from export
- Private Deal Health proposals and source anchors (deal_health_reviews) are accessible only to the person who saved them and are excluded from the workspace archive. Shared CRM records remain included.
- Person-level AI evaluations of individual users — the scorecard, coaching moments, rephrasing alternatives, live-vs-post comparison and training plan analyses, the seller portrait in the coaching area, the call fields call score (call_score), coaching report (coach_report, coach_report_updated_at, coach_report_version) and live coaching trace (live_coach_snapshot), as well as the judgement keys inside the call analysis (insights), including the evaluative metrics in insights.metrics (call score, next-step quality, objection handling). Measured metrics such as talk ratio, number of questions or response times remain included. Reason: these analyses evaluate the work performance of identifiable employees. Releasing them to the employer would turn the service into a system for the evaluation and monitoring of workers within the meaning of Annex III No. 4 of the AI Act (EU) 2024/1689; SonicR1 is deliberately not designed as such and therefore shows person-level evaluations only to the person evaluated. There is also no separate legal basis under the GDPR for disclosing them to the employer. The evaluations are provided to the individual concerned on their request (section 3b).
- AI models, model configurations, prompts and derived internal representations (e.g. vector embeddings) — internal functioning of the service
- Internal system, security and billing logs as well as aggregated operational metrics
- Software, source code and content protected by third-party rights
- Account operating and connection data without content value of its own — connection and field mappings to connected third-party systems (including credentials stored there), ignore and exception lists, invitations, and system e-mails that have been sent. This data describes the configuration of the service rather than the customer's work product; it is provided as a configuration overview on request.
Apart from the categories listed above, all content contributed by the customer or jointly generated through use of the service is covered by section 2. The person-level AI evaluations (first bullet) are not lost: they are provided to the individual concerned on their request (section 3b). These exclusions are not used to impede, delay or complicate switching.
3b. Individual evaluations and practice data
The person-level evaluations excluded under section 3, as well as practice and simulation calls, are bound to the individual rather than to the workspace. They are therefore not part of the company export but follow a separate path:
- The individual requests their evaluations and practice data from legal@sonicr1.com, stating their account e-mail address. This covers the analyses named in section 3, the seller portrait from the coaching area, and the individual's practice and simulation calls.
- We respond without undue delay and at the latest within one month of receipt of the request (Art. 12(3) GDPR); for complex requests the period may be extended by up to two further months, of which we inform the individual within the first month.
- Delivery is made in a structured, commonly used and machine-readable format (JSON) via an access-protected, time-limited download.
Practice and simulation calls arise from an individual's own training and contain their evaluations; for the same reasons as in section 3 they are not part of the workspace export.
4. Procedure
- Switching/exit notice by the customer to legal@sonicr1.com (contents per the switching and exit plan)
- Written response by SonicR1 within 14 calendar days confirming the data categories and schedule
- Optional test export of a representative data sample
- Delivery of the export as an encrypted archive with a SHA-256 checksum (time-limited, access-protected download; password via a separate channel)
- Import and validation by the customer or destination provider; re-delivery in case of justified complaints
- Data retrieval period; afterwards deletion in accordance with the contract and final confirmation
5. Periods & retrieval
| Maximum notice period | no more than 2 months (Art. 25(2)(d) Data Act) |
|---|---|
| Transitional period | 30 calendar days from the end of the notice period (Art. 25(2)(a) Data Act) |
| Extension by the customer | The customer may extend the transitional period once for a period it considers more appropriate for its own purposes (Art. 25(5) Data Act). |
| Technical unfeasibility | Where the transitional period is technically unfeasible, we notify the customer within 14 working days of the switching request, justify the unfeasibility and indicate an alternative transitional period of no more than 7 months (Art. 25(4) Data Act). |
| Delivery of the export | within 14 calendar days of the agreed plan (our own commitment, independent of the period under Art. 25(4)) |
| Data retrieval period | at least 30 calendar days after the end of the transitional period (Art. 25(2)(g) Data Act) |
6. Security & validation
- Authorisation: we verify the identity of the requesting person against the e-mail address held in their account before the export. Their role (owner or admin of the workspace concerned) is verified by the export tool itself, which aborts otherwise; the result of that check is recorded in the export manifest.
- Traceability: the export tool automatically writes a log entry for every operation, recording time, workspace, requesting person, scope and the archive checksum — once before the archive is created and once after it is complete. We add the delivery channel used to the same log entry at handover.
- Transport: handover is performed manually via an access-protected, time-limited download link (TLS); the decryption password is transmitted through a separate channel. The export tool produces the archive, not the link.
- Encryption: the archive is encrypted with AES-256 (PBKDF2).
- Integrity: SHA-256 checksums of all files inside the archive; the archive's own checksum is transmitted separately so the download can be verified before decryption.
7. Costs
SonicR1 does not charge switching fees (cf. Art. 29 Data Act).
8. Risks & limitations
- AI analyses are product-specific evaluations; functionally equivalent adoption in third-party systems cannot be guaranteed — the data is provided in a structured and machine-readable form
- In the default ephemeral mode no audio recordings exist by design; the manifest states the number affected
- Content already deleted under the plan's retention periods cannot be exported; the manifest states this number as well
9. References
- Terms including the annex “Regulations for Switching Providers”: sonicr1.com/terms
- Data Processing Agreement: sonicr1.com/dpa
- Switching and exit plan: on request via legal@sonicr1.com
This register serves to fulfil Art. 26 Data Act. Contractual terms including periods, erasure and the retrieval phase follow from the service contract pursuant to Art. 25 Data Act.