We know that handling your customers' payment information is a big responsibility, and moving it from one system to another can seem daunting. That’s why we’re here to help you move it securely and without hassle, whether you're bringing your business to Helcim or moving to a new service provider. Best of all, we don't charge any fees for importing or exporting your card data.
This article will walk you through the secure process for both importing your existing customer credit cards to Helcim and exporting your card data if you ever need to.
In this article
Understanding data migration
Migrating credit card data is a sensitive process. To protect you and your customers, it involves careful, secure steps and often manual verification. This is why we treat data migration as a one-time service per merchant to ensure it's done right.
Our top priority is maintaining the security and integrity of your customers' information. This means we adhere to strict PCI (Payment Card Industry) compliance standards. The methods we outline below, like using encryption and secure servers, are designed to keep cardholder data safe at every step.
How to start a data migration request
Ready to begin? Your first step is to get in touch with our support team. They'll discuss your specific needs, answer any initial questions, and get the process rolling for you.
You can initiate a data migration request by submitting a support ticket through your Helcim account.
If you need a refresher on how to submit a ticket, you can check out our guide on creating a support ticket.
A Helcim representative will then become your main point of contact to guide you through the specific steps for your import or export.
Importing credit cards to Helcim
If you're joining Helcim and have customer credit cards stored with your previous payment processor, we can help you securely transfer that information into your Helcim account. This way, you won't have to ask your customers for their card details again!
What you'll need to prepare
Your data file
This file should contain the full credit card numbers, expiry dates, and a unique identifier for each customer (like a customer ID or code you used in your old system). This helps us match the card to the correct customer in your Helcim account.
| Please format this file as a CSV (Comma Separated Values) or Excel spreadsheet, with each credit card entry on its own row. |
Encryption software (GPG)
To keep your data file super secure during transfer, we use GPG encryption. Think of it like a digital armored car for your data.
You'll need GPG software to create a special pair of "keys" – one public (you'll share this with us) and one private (you keep this secret). These keys lock and unlock your data file.
Common GPG tools include GPGTools for Mac and GPG4Win for Windows. Many are free to use.
Secure File Transfer Protocol (SFTP) client
An SFTP client is a tool that lets you upload files to a server securely. FileZilla is a popular free option. This is much safer than sending sensitive data via email.
Steps for importing your data
Once you've contacted support and are ready to proceed:
Generate your GPG keys: Using your GPG software, create your public and private key pair.
Send us your public key: Email your public GPG key (never your private one!) to your Helcim representative.
Receive secure SFTP details: We'll use your public key to encrypt login credentials for our secure SFTP server and email them to you. You'll use your private GPG key to decrypt these details.
Encrypt your data file: Using Helcim's public GPG key (your representative will provide this) and your GPG software, encrypt the CSV or Excel file containing your customer card data.
Upload your encrypted file: Use your SFTP client and the credentials we provided to upload the encrypted file to our SFTP server.
Notify your Helcim representative: Let them know you've uploaded the file.
We take it from here: Our team will securely decrypt the file using our private key and begin the process of importing the data into your Helcim account.
| Never email credit card numbers or other sensitive payment details directly to Helcim or anyone else, even if you think the file is encrypted. Always use the secure SFTP method we provide. |
Exporting credit cards from Helcim
Should you ever decide to move your business to a different payment processor, we will help you securely export your stored customer card data from Helcim.
Requirements for export
To ensure your customers' data remains protected, we can only export card data to another service provider that is PCI-DSS Level 1 compliant.
You will need to provide us with their official Attestation of Compliance (AOC) as proof of their PCI status.
Steps for exporting your data
After you've initiated the request with our support team:
Verification & Key Exchange: Helcim will verify the new service provider's AOC. We will then securely exchange public GPG keys with your new provider.
Secure SFTP Credentials: Your new service provider will need to give Helcim their SFTP server login details, which they should encrypt using Helcim's public key.
Data Encryption & Upload: Helcim will encrypt your card data file using the new service provider's public key. We will then upload this encrypted file to their SFTP server.
Decryption by New Provider: Your new service provider can then use their private GPG key to decrypt the data file.
| Data Security Commitment: Exporting only to verified PCI Level 1 providers is a crucial step in protecting your customers' sensitive information throughout the transfer process. |
Timelines and what to expect
Data migration typically takes 5-10 business days to complete after we receive all necessary information and access (like complete and correct data from you for an import, or the AOC and cooperation from your new provider for an export).
| In some instances, particularly if there are complexities with the data or coordination, this process can take up to 30 days. We appreciate your patience as we ensure everything is handled securely and accurately. Your Helcim representative will keep you updated on the progress. |
Next steps
Once you've submitted your initial support ticket, a Helcim representative will contact you to outline the specific requirements for your import or export.
They will be your guide throughout the process.
We will notify you once the data migration is successfully completed.
FAQs
Why does data migration take this long?
The security of your customers' card data is our utmost priority. The process involves careful manual checks, secure data handling, encryption/decryption, and sometimes coordination between multiple parties. These steps ensure data integrity and security but can take time.
What is a GPG key, and why do I need it for importing?
Think of GPG keys as a highly secure way to lock (encrypt) and unlock (decrypt) your data file. You create a pair: a public key you share with Helcim so we can prepare secure information for you, and a private key you keep secret to decrypt information from us and to prove it’s really you. It’s an industry-standard method for protecting sensitive information during transfer.
What if I’m not familiar with GPG software or SFTP clients?
We understand these tools might be new to you! Our support team can point you to resources and general guides for these standard tools. While we can’t operate these tools for you on your computer, we can certainly help clarify their role in the process.
For complex IT issues, you might need assistance from your own IT support.
Why can't I just email you my list of credit cards?
Email is not a secure method for transferring sensitive information like full credit card numbers. Doing so would be a major security risk and against PCI compliance rules, which are designed to protect both you and your customers from fraud.
What specific information do you need from my old provider for an import?
At a minimum, we need the full credit card number, expiry date, and some form of unique customer identifier that you used with your previous system so we can link the card to the correct customer profile in Helcim. Our support team will confirm the exact data format with you.
What happens if there’s an issue with the data file I provide for an import?
If we encounter any issues with the data file, such as formatting errors or missing information, your Helcim representative will contact you to clarify and help resolve them.
How much does data migration cost?
Helcim provides data import and export services free of charge. We believe your data belongs to you.