Addressing data privacy requests
The BMC Helix 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:
The Personal Data Privacy Utility works for basic configuration (BMC Helix Digital Workplace) and advanced configuration (BMC Helix Digital Workplace Catalog and BMC Helix 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 Helix Digital Workplace servers.
To export personal data
- Extract the archive with the Personal Data Privacy Utility.
Open the config folder, and configure the database connection in the application.properties file.
- If you are working with BMC Helix Digital Workplace Basic, select the basic option. Then, according to the provided examples, configure the database connection for BMC Helix Digital Workplace only (ignore the BMC Helix Digital Workplace Catalog section).
- If you are working with BMC Helix Digital Workplace Advanced, select the advanced option, Then, according to the provided examples, configure the database connections for BMC Helix Digital Workplace and BMC Helix Digital Workplace Catalog.
- Open the scripts folder.
- 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.
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.
- Save the changes, and close the file.
- 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 Helix Digital Workplace and BMC Helix Digital Workplace Catalog databases are dependent on the BMC Helix ITSM/Action Request System (AR System) databases. To perform a complete personal data anonymization, follow these steps:
- Anonymize the requester's personal data in BMC Helix ITSM/Action Request System (AR System). Follow the instructions in Addressing data privacy requests in the Action Request System (AR System) documentation.
- After the anonymization is finished in BMC Helix ITSM/Action Request System (AR System), use BMC Helix Digital Workplace Personal Data Privacy Utility to anonymize the requester's personal data in BMC Helix Digital Workplace and BMC Helix Digital Workplace Catalog.
To anonymize personal data
- Extract the archive with the Personal Data Privacy Utility.
Open the config folder, and configure the database connection in the application.properties file
- If you are working with BMC Helix Digital Workplace Basic, select the basic option. Then, according to the provided examples, configure the database connection for BMC Helix Digital Workplace only (ignore the BMC Helix Digital Workplace Catalog section).
- If you are working with BMC Helix Digital Workplace Advanced, select the advanced option. Then, according to the provided examples, configure the database connections for BMC Helix Digital Workplace and BMC Helix Digital Workplace Catalog.
- Open the scripts folder.
- 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.
- 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. - Save the changes, and close the file.
- Return to the scripts folder, and open startup_export file.
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.