1. WHAT THIS PAGE IS
This page is the register of data structures, data formats, standards and interoperability specifications referred to in clause 23.9 of the Streamtime Licence Agreement, and published in accordance with Article 26 of Regulation (EU) 2023/2854 (the EU Data Act).
It describes how you can get your data out of Streamtime, in what formats, and what the known limitations are. We would rather tell you the awkward parts here than have you discover them halfway through a migration, so section 8 is deliberately the longest.
This page describes the position as at the date shown above. The product changes, and the API reference is generated from the running code, so where this page and the API reference differ, the API reference is authoritative and this page is what needs correcting.
2. HOW TO EXPORT YOUR DATA
There are three self-service routes, and one assisted one.
CSV export from within the application. Seven views export to CSV: jobs, job groups, invoices, companies, contacts, users and logged time. Quotes, expenses, job phases and job items do not export to CSV and must be read through the API.
The Streamtime API. A REST API returning JSON, in two published versions, v1 and v2. The reference is generated from the code itself and published at api.streamtime.net/swagger. Section 5 describes what it covers.
The Streamtime MCP server. Allows an AI assistant of your choosing to read and write your Streamtime data using the Model Context Protocol. It reaches some data that the API does not, including priority boards and to-dos. Setup instructions are at help.streamtime.net.
An assisted export. If you are switching to another provider and want a complete extract, contact us at help@streamtime.net and we will assist you under clause 23 of the Licence Agreement. We do not charge for this, and we do not charge for erasure afterwards.
3. FORMATS
CSV — UTF-8 encoded, comma-separated, with a header row. Dates in ISO 8601 (YYYY-MM-DD). Monetary values as decimal numbers without currency symbols, in the currency of the record itself rather than converted to a single account currency. See section 8 on reading money correctly.
JSON — UTF-8 encoded, via the API and the MCP server. Timestamps in ISO 8601 with timezone offset.
PDF — for rendered documents such as quotes and invoices, where a visual record matters.
These are structured, commonly used and machine-readable formats within the meaning of Article 25 of the EU Data Act.
4. DATA STRUCTURES
The account's data model, in the product's own terms:
- An Organisation contains Branches, which contain Users, Clients and Jobs.
- A Client has Jobs.
- A Job has Phases, which have Items. A Job also has Expenses, which cover both expenses and purchase orders.
- An Item has Job Item Users — one for each person assigned to it.
- A User has Job Item Users, Time Entries and To Dos.
- An Invoice aggregates time entries and expenses from a job. A Quote prices one.
- A Rate Card sets both the pricing tier and the currency of whatever it is attached to.
- Priority Boards hold cards, which can be any of the above.
A full field-level schema is in the API reference at api.streamtime.net/swagger.
5. WHAT THE API COVERS
Jobs — including phases, items, item roles, item users, sub-items, milestones, labels and activity. Companies. Contacts. Invoices and their line items. Quotes and their line items. Logged time. Expenses. Users. Roles. Rate cards. Branches. Labels. The organisation itself. Search and reporting.
What it does not cover, stated plainly:
- Priority boards and to-dos are available through the MCP server only, not the API.
- Happiness Coach data is excluded from every export surface by design. Wellbeing check-in responses are not exportable through the API, the MCP server or CSV.
- The field-level audit trail is not available on any export surface. See section 7.
- Zapier is a separate route again, with a narrower set of data than the API.
6. STANDARDS AND INTEROPERABILITY
REST over HTTPS with JSON payloads, for the API. Model Context Protocol (MCP), for the Streamtime MCP server. Peppol, for e-invoicing where enabled. ISO 8601 for dates and times, ISO 4217 for currency codes.
Streamtime also integrates with Xero, QuickBooks, MYOB and Google Calendar, and with several thousand applications through Zapier.
7. AUDIT HISTORY AND ACTIVITY
These two are easily confused, so both are stated.
The job activity feed is exportable. Job posts and comments can be retrieved per job through the API, as part of a job's activity.
The field-level audit trail is not exportable by a customer. It is an internal record of changes to key fields, retained for two years, and it is not on the API, the MCP server or any CSV export. We can produce it on request — contact us at help@streamtime.net.
8. KNOWN RESTRICTIONS AND TECHNICAL LIMITATIONS
The EU Data Act requires providers to be upfront about these. This is what we know will get in the way of a migration.
CSV exports stop at 5,000 matched records. Past that the export refuses outright rather than returning a truncated file — which is the safer behaviour, but it does mean larger datasets cannot come out this way at all. Time entries cross that threshold on any real account.
Only seven views export to CSV. Jobs, job groups, invoices, companies, contacts, users and logged time. Quotes, expenses, phases and items are API-only.
CSV files carry no record identifiers. The columns are names and numbers. Relationships between records have to be rebuilt by matching text, which is fragile. Anything that needs to reconstruct the data model should use the API rather than the spreadsheets.
The same export produces different files for different people. Financial columns depend on permission to see job financials, cost columns on cost-rate access, and the export function itself sits within the Finances permission group. Two people running the same export can get two different files. A migration run from an account without financial permissions silently loses every monetary column — no warning, no empty column, the columns simply are not there. Run your extract from an account with full financial access, and check the column list before you rely on it.
Monetary values cannot be read without the rate cards. Values sit in the currency of the record itself. Converting to a single home currency means applying the record's own exchange rate and then the job's. An export read without the rate cards will produce numbers that look plausible and are wrong.
Rate limits and throughput. The API and the MCP server are limited to 300 requests per 5 minutes and 720 per hour, with compute budgets of 60 seconds per window and 600 seconds per hour, and a maximum of 1,000 records per search response. Those figures set the floor on how long a full extract takes: 720 requests an hour against 1,000 records a response is the number to plan a switch around. These limits exist to protect service stability, and are not applied so as to prevent a customer extracting their own data when switching provider. If you are switching and the limits are in your way, contact us and we will make arrangements.
There are no file attachments to export. Streamtime does not allow files to be attached to a job. The only uploads in the product are the contact import file, commercial document templates, branch logos and profile images. There is nothing further for an export to include.
Conversations with the AI assistant are not exported. They are retained for 30 days and then deleted, and are not part of a data export.
Derived and calculated values are not exported. Report outputs are calculated at the time of export. The underlying source data comes out; the calculations do not.
9. KEEPING THIS PAGE CURRENT
We update this page when we change our data model, our export formats or our API. The date at the top is the date it was last reviewed. We are actively extending the API and the MCP server, so expect this page to be revised.
If something here is out of date, unclear, or does not match what you find, tell us at help@streamtime.net and we will correct it.
