This documentation supports the 18.02 version of BMC Digital Workplace. To view the latest version, select the version from the Product version menu.

Addressing data privacy requests

As the data protection officer or the administrator, you can manage and resolve end users' requests associated with the General Data Protection Regulation (GDPR) by using the BMC Digital Workplace Personal Data Privacy Utility. This topic provides information about theBMC Digital Workplace Personal Data Privacy Utility, and describes how to export, and anonymize personal data.


Related topics

Data privacy, the GDPR, and the Digital Workplace technology

Official EC website: General Data Protection Regulation

BMC and GDPR compliance

Remedy ITSM (AR) anonymization

Administering

The BMC Digital Workplace Personal Data Privacy Utility is a scripting tool that enables the data protection officer or the administrator to perform the following activities to match some of the GDPR compliance requirements:

Note

For information about the GDPR compliance requirements, visit the official EC website at https://ec.europa.eu/info/law/law-topic/data-protection_en. For additional information about BMC and GDPR compliance, see https://www.bmc.com/it-solutions/gdpr-compliance.html, and see Data privacy, the GDPR, and the Digital Workplace technology.

The Personal Data Privacy Utility works both for basic configuration (BMC Digital Workplace) and advanced configuration (BMC Digital Workplace Catalog andBMC Digital Workplace), and is compatible with Linux, Windows, MSSQL, and Oracle. 

The utility can be downloaded from BMC's Electronic Product Distribution (EPD) portal.

To export personal data 

Note

You can only export personal data for one user at a time.

  1. Extract the archive with the Personal Data Privacy Utility.
  2. Open the config folder; in the application.yml file, configure the database connection.
    • If you are working with BMC Digital Workplace Basic  select the basic option, and according to the provided examples, configure the database connection for BMC Digital Workplace only (ignore the BMC Digital Workplace Catalog section).

    • If you are working with BMC Digital Workplace Advanced  select the advanced option, and according to the provided examples, configure the database connections for BMC Digital Workplace and BMC Digital Workplace Catalog.
  3. Open the scripts folder.
  4. Perform the appropriate action:
    • If you are working on the Linux OS, open the linux folder.

    • If you are working on the Microsoft Windows OS, open the windows folder.
  5. In the set_user_to_export file, provide the user ID, and the location for the exported files:

    • To set the user whose data you are exporting, type the following command: dp-export <userId>

    • (Optional) To set the location for the exported files, type the following command: dp-export <userId> --p <output_folder_path>

    Note

    If the location for the exported files is not specified, the utility puts the exported files to the scripts folder.

  6. Save the changes, and close the file.
  7. Return to the scripts folder, and open the startup_export_pii_data file.
    The script automatically executes the command specified in step 5.

After the export is finished, the exported files are in the appropriate folder, saved in CSV format. These files can be forwarded to the requester.

Before you begin

The BMC Digital Workplace and BMC Digital Workplace Catalog databases are dependent on the Remedy ITSM (AR) and Smart IT (Social) databases. To perform a complete personal data anonymization, perform the actions in the following sequence:

  1. Anonymize the requester's personal data in Remedy ITSM (AR). Follow the  link  to see the instructions.
  2. Anonymize the requester's personal data in Smart IT (Social). Follow the  link  to see the instructions.
    After the anonymization is finished in Remedy ITSM (AR) and Smart IT (Social), you can use BMC Digital Workplace Personal Data Privacy Utility to anonymize the requester's personal data in BMC Digital Workplace and BMC Digital Workplace Catalog.

 To anonymize personal data

Warning

Do not anonymize active users. The action of anonymization is not reversible.


Note

During the anonymization of user's personal data, the utility deletes the ratings and reviews regarding the BMC Digital Workplace Catalog services that were provided by this user.

  1. Extract the archive with the Personal Data Privacy Utility.
  2. Open the config folder; in the application.yml file, configure the database connection.
    • If you are working with BMC Digital Workplace Basic  select the basic option, and according to the provided examples, configure the database connection for BMC Digital Workplace only (ignore the BMC Digital Workplace Catalog section).

    • If you are working with BMC Digital Workplace Advanced  select the advanced option, and according to the provided examples, configure the database connections for BMC Digital Workplace and BMC Digital Workplace Catalog.
  3. Open the scripts folder.
  4. Perform the appropriate action:
    • If you are working on the Linux OS, open the linux folder.

    • If you are working on the Microsoft Windows OS, open the windows folder.
  5. In the set_user_to_anonymize file, provide the user ID of the user whose data you are anonymizing.
    Type the following command: dp-anonymize <userId>
  6. Save the changes, and close the file.
  7. Return to the scripts folder, and open startup_anonymize_pii_data file.
  8. The confirmation message appears.
    • To execute the anonymization, type y and press Enter.

    • To decline the anonymization, type n and press Enter.

After the anonymization is finished, you cannot find the personal data of the requester in the system. The absence of the user's personal data indicates a successful anonymization.  

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