TERMS & CONDITIONS FOR FAST TRACK DATA MIGRATION SERVICES
Vincere Fast Track Data Migration Customer's Responsibility
Last update 28 April 2021
These terms and conditions for fast track data migration services set out the obligations of the Customer throughout the process of the fast track data migration project. These terms are incorporated into and form part of the Agreement with the Customer for the provision of all fast track data migration services included in any proposal or order form, upon signature of an order form or proposal by the Customer.
These terms apply to fast track data migration services only.
Please read these terms carefully to ensure successful delivery of the fast track data migration project and to avoid additional costs being incurred where Vincere needs to perform additional services to fix specific issues/requests.
If you do not understand your obligations set out below, please send your queries to: datamigration@vincere.io.
YOUR RESPONSIBILITIES
1. Responsibilities in general:
a. To provide Vincere with the correct version of the SQL / CSV Database backup.
b. To transfer the correct database backup file (version of backup) to Vincere via a cloud storage service or SFTP. You acknowledge that Vincere is not responsible for making a database backup at the System of record, this is your sole responsibility.
c. Take adequate time to review and validate the Fields Mapping requirements included in your fast track data migration contract.
d. Understand the limitations of the fast track migration process and scope, and that any changes from that process / scope will be charged.
e. Understand that compromises will need to be made because the system you are moving to, is not the same system as the system you had before.
f. Be open to changing your own processes when necessary to follow Vincere’s processes to ensure that you can take full advantage of all features.
2. PRE-DATA MIGRATION responsibilities:
a. To obtain or extract the SQL Backup / CSV data from your system (or from your vendor’s system). Vincere will not provide any services to extract or perform any database backup of your data from your system of origin.
b. To ensure that the SQL backup provided by your system of origin vendor is current (correct version).
c. Fix any pre-migration issues at the system at origin, which include but are not limited to:
i. Deduplication: identifying and removing duplicate records.
ii. Data cleansing: removing old, unused, inactive and archived records.
iii. Data transformation: correcting date fields, rate values, salary values, fixing currency formatting, fixing location addresses, changing .eml files to .msg files, changing .rtf files to .doc files etc. to ensure that your data is in Vincere’s permitted field formats.
iv. File Conversion: converting email files from .eml to .msg, converting files from .odt to .doc, etc.
d. Keep your own copy of the database backup from your system of origin. Vincere does not keep a copy of the database backup that it receives from you. 30 days after the completion of the data migration to the production live site, Vincere will delete your system of origin’s database backup.
e. Provide the SQL Backup / CSV Files / Document ZIP files from your system of origin within a maximum of 1 week following signature of the proposal by both parties (unless otherwise specified in the proposal or separately agreed in writing.)
f. Send your SQL Backup / CSV Files / Document ZIP files at least 14 days before your access to your system of origin expires.
g. Ensure that the data that you send to us to be migrated does not exceed the storage limits specified in Vincere’s Terms of Service under the Data Size Policy.
h. Provide access to the transfer medium, be this SFTP, Dropbox, Google Drive or any other file sharing service.
i. Understand that any data stored outside of the system origin’s SQL / CSV backup will not be included in the data migration scope.
j. Understand that the total number of files cannot exceed more than 1 million files. Additional charge of 5000 USD with one time fee will be applied to migrate the whole files if the total number of files exceeds 1 million of files. You are responsible to remove the unnecessary files before the migration process is initiated.
3. MAPPING VALIDATION responsibilities:
a. Validate the assumed Fields Mapping Requirements. Any changes to the mapping after the contract has been signed off will incur additional costs after delivery and completion of the data migration project.
b. Understand that the Fast Track Data Migration Process covers NO CUSTOM SCRIPTS. Any migration into Custom Fields can only be accommodated if charged for after delivery and completion of the data migration project.
c. Understand that the definition of CUSTOM SCRIPT work includes any fields, mapping or custom logic / rules that are not defined in the signed Fields Mapping Requirements.
d. Understand that the Fast Track Data Migration Scope does not cover the migration of system logs. System logs from the system of origin will not be migrated.
h. Understand that the Fast Track Data Migration Scope does not cover Email Contents migration unless the email contents are:
i. Stored in .MSG, .DOC or .PDF files and the filename + file extension references are presented in the database on the respected records.
ii. Stored in the database (CSV or SQL) as a readable format that can be comprehend by human language. If the email contents are not listed in one of the above options, they will not be migrated.
i. Understand that when email contents are migratable, Vincere won’t be extracting the attachments of the email and won’t be migrating these attachments separately. If the attachments are stored in the email in .MSG format, they will be included. If not, they will not be included.
4. ONLY APPLICABLE IF YOUR DATA IS IN CSV FORMAT:
a. Records stored inside CSV files have unique identifiers for each record. Failure to provide CSV files where records have unique identifiers will result in these records being migrated without any inherent relationships.
b. CSV files have UTF-8 format encoding where text is readable, not compressed, not encoded and not encrypted.
c. Your data is not sent to us in more than the maximum number of CSV files: which is 20 files. If you have more than 20 files, you must clean and merge your data first before sending it to us. Failure to comply with these obligations will result in a longer project delivery timeline and additional costs.
d. CSV files must have valid comma delimited values. If the files cannot be imported to Excel with comma delimited values, you will have to fix the original file so that it can be imported to Excel with comma delimited values before you send it to us. Vincere is not responsible for cleaning the broken CSV files where the comma delimited values are not consistent and not readable. Vincere cannot fix the broken CSV. You are solely responsible for ensuring the CSV is formatted properly.
e. CSV files must be able to be opened in Microsoft Excel. If the CSV files can’t be opened in Excel (due to the large file size or for any other reason), you must split them into separate files so that each CSV file can be opened and processed in Excel. Vincere is not responsible for splitting the CSV files. You are solely responsible for splitting the CSV files according to the limitations of Microsoft Excel.
f. Each CSV file may not exceed a maximum of 80 columns. If the CSV file contains more than 80 columns, you will need to remove the unnecessary columns before you send it to us. Failure to comply with this obligation will result in a longer delivery timeline and additional costs.
5. ONLY APPLICABLE IF YOUR DATA IS IN SQL FORMAT:
a. Make sure that the SQL Backup file can be restored by any of the following database technologies: MySQL, PostGreSQL, or Microsoft SQL Server. If your SQL Backup file cannot be restored according to the best practice methods of restoration in the aforementioned databases, you will need to ask your system of origin to provide a restorable SQL Backup file.
b. Make sure the SQL Backup provided by the system of origin is the SQL Backup file, not the SQL Script file.
c. Obtain technical support as needed from your system of origin to understand how to retrieve certain values from the SQL Backup when it is not apparent by standard SQL code. Failure to obtain this support will mean that we are unable to properly migrate your data.
d. Manage the communication between your system of origin and Vincere if such interaction is needed.
e. Make sure that there is only 1 SQL Database Backup file. If you provide us with more than 1 SQL Database Backup file, each Backup file will be treated as a separate data migration project.
f. Provide us with the password to extract or restore the SQL database if the file is password protected.
6. FAST TRACK MIGRATION TO PRODUCTION SITE responsibilities:
a. Understand that when the data is made available in the Production site, it is the final data that cannot be UNDONE. It cannot be modified unless you agree to pay for such further work that will be charged by Vincere in addition.
b. Understand that once the data migration to the Production Site is completed, the Fast Track Data Migration Project is officially completed. Any further data migration work or requirement changes that are needed to be applied after this date, will be treated by Vincere as additional work requests and will be charged for in addition.
c. To activate the users from the Settings > User Management > Inactive User List. If the user to be activated is not found in the inactive user, you can create a new user account.
d. Must not create a new user account with the email address that is already used by active / inactive users. Creating a new user with the same email address will cause an issue with account synchronization in various Vincere services.
e. If the number of available licenses are not correct / require some adjustments, please send this request to finance@vincere.io (Vincere Finance).
f. Any Delta data (overlap period data) entered into the System of Origin during the final migration won’t be migrated unless otherwise included in the scope of work. You are responsible for entering the Delta Data manually to the Vincere Production live site once the site is available and the data migration is completed.
7. LIST OF OUT OF SCOPE ITEMS
a. The following records or files are considered as out of scope from the fast track data migration services and plan and will not be migrated.
Timesheets
i. Payroll records
ii. Invoices
iii. Emails not in .MSG format
iv. Encrypted records
v. Compressed records
vi. Encoded records
vii. Dashboards or Reports
ix. KPI settings
x. Website configuration
xi. 3rd party integration services
b. Vincere will not perform any Vincere Configuration on the Live site. You are responsible for setting the configuration yourself. Vincere can provide training on how to configure the Live site via a purchased training session.
c. Any data migration of additional database that is not included with the proposal is out of scope
If you have any queries about the above, please send them to: datamigration@vincere.io. Alternatively please send your support inquiries to: support@vincere.io.