EU Data Act

The EU Data Act (Regulation (EU) 2023/2854) has been in force since 12 September 2025. This creates new regulations on the use of data generated by connected products and related services and on switching providers.  

 We will give a brief overview. 

 

Customer new rights at a glance: 

  • Data access: Customers have the right to receive the data generated or collected by their connected product and related service in a usable format. 
  • Data transfer: Customers can request that data be transmitted to a third-party provider of their choice. 
  • Provider switch: In future, customers can transfer their data, applications and digital assets more easily and securely to another provider - the previous provider must support this.
  • Transparency: Customers receive clear information about what data is generated, how it is used and for what purpose. 


What data is relevant? 

When using a connected multifunctional system (MFP) - e.g. digital data is automatically generated when printing, scanning, faxing or copying. This includes information such as usage behaviour, print volume, device status, toner level, error messages or maintenance requirements. 

If the device is linked to related services such as cloud printing, remote maintenance or fleet management, data is also exchanged between the MFP and these services, for example, to optimise processes or automatically reorder consumables. 

This usage-related and technical data falls under the EU Data Act. 

 

Pre-contractual information under Article 3 EU Data Act 

We have provided clear information sheets for our connected products and related services. These contain information on what data is generated, access methods authorising transfer and the extent the data is used for services. 

 

Data use 

We need consent to use the generated data to continue providing our services in the future, including remote maintenance, diagnostics, updates, and other data-based features. Without consent, some services may be restricted or unavailable for legal reasons. 

 

Data access and sharing 

The right to data access under the EU Data Act allows customers to view and manage their data in a transparent and secure manner. At the customer’s request, data may be shared with third parties—such as service providers or other providers—to support the delivery of additional services. Customers decide who receives data and for what purpose. 

 

Provider switch 

  • Customers may request to switch to another cloud/data processing provider at any time. 
  • The switching process will be initiated within two months of notification of the switching request. 
  • After expiry of this period, the previous provider is obliged to carry out the transfer immediately and within 30 days at the latest, unless a longer period has been agreed. An extension is permitted if there is proven technical impossibility. 
  • Necessary data, applications and digital assets are transferred on request. 
  • Customers must provide technical co-operation (e.g. provision of target system information) and bear any permissible charges for the switch. 
  • If this contract ends prematurely due to a switch request, we are entitled to charge fees for the early termination. 

 

Right of complaint 

If customers believe that their rights under the EU Data Act have not been respected, they may file a complaint with the relevant national supervisory authority. In Germany, these include:  

  • Federal Network Agency (for questions about data transfer and switching providers) 
  • State data protection authorities (for data protection-related concerns) 

 

For any questions or support, please do not hesitate to contact us. 

 

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