Your business runs on data and technology. If you’re like me, you rely on 10–20 different off-the-shelf systems to keep things moving, payroll, inventory, accounting, project management, IoT platforms, you name it. Adding a new system to that mix is a big decision.

Before I buy, I need to know it will fit nicely into everything else.

The first thing I do is ask: Do I Own the data?

Every tech company knows that saying "No, it’s our data get lost" is a losing move. But many make it functionally impossible to use your data effectively. Why? Because they want you locked into their ecosystem forever.

Truly owning your data means a lot more than a promise from a salesperson. It means having control and the ability to walk away with everything that matters.

So how do you decide what to look for? Here's my list starting with what matters to me most:
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A Tier

These are the non-negotiables:

1) Can I export the data?

• Is it in a usable format like CSV or Excel?
• Are there limits on how often or how much I can export?

2) Can I access the data in a way that fits my workflow?

• Can my team pull the data into the tools or spreadsheets I already use?
• Is it well-supported and documented?
• Are there limits on how much data I can see or how often I can check it?

3) Can the vendor sell my data?

• Can they sell my data to others, competitors, markets, etc?
• Does the contract clearly say the data is mine, not theirs? Check for restricted or limited license terms.

B Tier

Important factors, but there can be nuance and compromise.

1) Can I access the data in real time? Or only through reports?

• Do I have to wait for a weekly or monthly dashboard?
• Or can I see what’s happening in my barns right now?

2) Is there a cost or limit to accessing my own data?

• Are there surprise charges for accessing older data?
• Can I only see a limited time range unless I pay more?

C Tier

Important, but not dealbreakers

1) How can the vendor use my data?

• Can they use my data to build new features?
• Can they combine it with data from other companies?

2) Can I request the data be deleted?

• Can I ask for all my data to be wiped?

3) How long does the vendor keep my data?

• Do they delete it when I leave?
• Or does it sit on their servers forever?
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So, what now?

If you're reading this and realizing your data is hard to export, slow to access, or stuck in someone else's system, you're not alone.

Here’s how to build an escape plan:

1. Find an alternative platform that puts data ownership first.
   Reach out to them and ask for help. Many vendors (especially ones trying to win your business) know clever ways to migrate data out of older systems.
2. Talk to a local tech consultant who knows Robotic Process Control (RPC).
   RPC might sound intimidating, but here’s the simple version: it’s software that acts like a person. It logs in, clicks through your system, and pulls out the data like a really fast assistant who doesn’t need lunch breaks.
   This approach can work even when vendors don’t offer a clean way out.
3. Document the steps now.
   Just like you’d prepare for a feed outage or a winter power failure, plan ahead for the day you might want to switch systems.

Use this checklist before you sign a new tech contract. Ownership isn’t about where your data is stored, it’s about who gets to decide what happens next.

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