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 the BMC Digital Workplace Personal Data Privacy Utility, and describes how to export and anonymize personal data.

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:

• Export personal data for an individual
• Anonymize personal data for an individual

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

You can download the utility from the BMC Electronic Product Distribution (EPD) portal .

You can run the utility remotely, and not on the local BMC Digital Workplace servers.

To export personal data 

1. Extract the archive with the Personal Data Privacy Utility.
2. Open the config folder, and configure the database connection in the application.properties file.
   

   • If you are working with BMC Digital Workplace Basic, select the basic option. Then, 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, Then, according to the provided examples, configure the database connections for BMC Digital Workplace and BMC Digital Workplace Catalog.
    Click here to see the breakdown of values in the application.properties file

   # Profile configuration
   #
   # Possible options: 'basic', 'advanced'
   #
   # 'basic' - allows working only with DWP product
   # 'advanced' - allows working with DWP and DWP Catalog products
   spring.profiles.active=advanced
   # DB Connection Properties
   #
   # Settings for driver class name (MS SQL Server DB):
   # driver-class-name: com.microsoft.sqlserver.jdbc.SQLServerDriver
   #
   # Settings for driver class name (Oracle DB):
   # driver-class-name: oracle.jdbc.driver.OracleDriver
   #
   # Settings for driver class name (PostgreSQL):
   # driver-class-name: org.postgresql.Driver
   #
   # Settings for url (PostgreSQL):
   # url: jdbc:postgresql://<host>:<port_number>/<database_name>
   #
   # Settings for url (MS SQL Server):
   # url: jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   #
   # Settings for url (Oracle):
   # url: jdbc:oracle:thin:@<host>:<port_number>:<database_name>
   dwp.business.driver-class-name=com.microsoft.sqlserver.jdbc.SQLServerDriver
   dwp.business.url=jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   dwp.business.username=<Business_Schema>
   dwp.business.password=<Password>
   dwp.system.driver-class-name=com.microsoft.sqlserver.jdbc.SQLServerDriver
   dwp.system.url=jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   dwp.system.username=<System_Schema>
   dwp.system.password=<Password>
   dwp.tenantid=000000000000001
   catalog.driver-class-name=com.bmc.arsys.jdbc.core.Driver
   catalog.url=jdbc:arserver://<host>:<port_number>;user=<user_name>; password=<Password>
   catalog.username=<user_name>
   catalog.password=<Password>
   # Number of port by which DWP Catalog is reachable
   catalog.port=8008
   # Logging levels
   # Possible values: ALL, DEBUG, ERROR, FATAL, INFO, OFF, TRACE, WARN
   logging.file=dp-tool.log
   logging.level.root=ERROR
   logging.level.com.bmc=DEBUG

3. Open the scripts folder.
4. Open the appropriate subfolder:
   

   • If you are working on the Linux OS, open the linux subfolder.

   • If you are working on the Microsoft Windows OS, open the windows subfolder.

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, enter the dp-export userID command.

   • (Optional) To set the location for the exported files, enter the dp-export userID --p outputFolderPath command.

   Note

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

6. Save the changes, and close the file.

7. Return to the scripts folder, and open the startup_export file.
   The script automatically executes the command specified in step 5.

After the export is finished, the exported files are located in the appropriate folder and 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) databases. To perform a complete personal data anonymization, follow these steps:

1. Anonymize the requester's personal data in Remedy ITSM (AR). Follow the instructions in  Addressing data privacy requests  in the BMC Remedy Action Request System documentation.

2. After the anonymization is finished in Remedy ITSM (AR), 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

1. Extract the archive with the Personal Data Privacy Utility.
2. Open the config folder, and configure the database connection in the application.properties file
   

   • If you are working with BMC Digital Workplace Basic, select the basic option. Then, 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. Then, according to the provided examples, configure the database connections for BMC Digital Workplace and BMC Digital Workplace Catalog.
    Click here to see the breakdown of values in the application.properties file

   # Profile configuration
   #
   # Possible options: 'basic', 'advanced'
   #
   # 'basic' - allows working only with DWP product
   # 'advanced' - allows working with DWP and DWP Catalog products
   spring.profiles.active=advanced
   # DB Connection Properties
   #
   # Settings for driver class name (MS SQL Server DB):
   # driver-class-name: com.microsoft.sqlserver.jdbc.SQLServerDriver
   #
   # Settings for driver class name (Oracle DB):
   # driver-class-name: oracle.jdbc.driver.OracleDriver
   #
   # Settings for driver class name (PostgreSQL):
   # driver-class-name: org.postgresql.Driver
   #
   # Settings for url (PostgreSQL):
   # url: jdbc:postgresql://<host>:<port_number>/<database_name>
   #
   # Settings for url (MS SQL Server):
   # url: jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   #
   # Settings for url (Oracle):
   # url: jdbc:oracle:thin:@<host>:<port_number>:<database_name>
   dwp.business.driver-class-name=com.microsoft.sqlserver.jdbc.SQLServerDriver
   dwp.business.url=jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   dwp.business.username=<Business_Schema>
   dwp.business.password=<Password>
   dwp.system.driver-class-name=com.microsoft.sqlserver.jdbc.SQLServerDriver
   dwp.system.url=jdbc:sqlserver://<host>:<port_number>;DatabaseName=<database_name>
   dwp.system.username=<System_Schema>
   dwp.system.password=<Password>
   dwp.tenantid=000000000000001
   catalog.driver-class-name=com.bmc.arsys.jdbc.core.Driver
   catalog.url=jdbc:arserver://<host>:<port_number>;user=<user_name>; password=<Password>
   catalog.username=<user_name>
   catalog.password=<Password>
   # Number of port by which DWP Catalog is reachable
   catalog.port=8008
   # Logging levels
   # Possible values: ALL, DEBUG, ERROR, FATAL, INFO, OFF, TRACE, WARN
   logging.file=dp-tool.log
   logging.level.root=ERROR
   logging.level.com.bmc=DEBUG

3. Open the scripts folder.
4. Open the appropriate subfolder:
   

   • If you are working on the Linux OS, open the linux subfolder.

   • If you are working on the Microsoft Windows OS, open the windows subfolder.
5. In the set_user_to_anonymize file, provide the user ID of the user whose data you are anonymizing.
   Enter the dp-anonymize userID command.
6. Save the changes, and close the file.
7. Return to the scripts folder, and open startup_export file.
   The confirmation message appears.
8. 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.