Put access and ownership in writing
A database holds more than a customer list. It connects orders, payments, stock movements and the rules of your business. Your agreement should state who owns those records, who controls the hosting account and which access is handed over. Keep business account recovery details with the owner and give staff only the permissions they need.
Check the usefulness of an export
An export should preserve the details needed to understand your records, including stable identifiers and relationships between orders and customers. CSV files are useful for spreadsheet work; JSON or SQL may suit a technical handover. Ask for a sample and check whether another person can understand it without relying on the original application.
Keep a backup and a handover plan
Agree backup frequency, retention and who can restore the system. A backup becomes reliable evidence only after a restore has been checked. Keep the database structure and operating instructions alongside the project handover. If support changes later, those records help another engineer maintain the software and reduce dependence on one provider.