Portfolio for Jira: Right to rectification

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Introduction

Under Article 16 of the GDPR, you have the right to have inaccurate personal data rectified. The GDPR requires that you take reasonable steps to rectify the individual's personal data where requested.  An example of such a request may be an individual requesting their display name be updated to reflect a name change.  Whether or not modifying personal data stored within the product is within the scope of reasonable steps required to honor the individual's request will vary on a case-by-case basis, and is determination you should always make with the assistance of legal counsel.  Once you have determined you have an obligation to rectify personal data, we have provided the following instructions on how to do so within certain Atlassian products.  

Personal data stored within the product can be divided into one of two areas: 1) account-level personal data; and 2) free-form text.  Account-level personal data are data fields that exist within the product for the sole purpose of identifying an individual throughout the product.  Examples of account-level personal data include the user's display name, profile picture or avatar and email address.  These data elements are generally visible from the user's profile and are used throughout the product to point back to the user's profile when the user is @mentioned or tagged on in certain spaces or content.  Changing account-level personal data elements will automatically populate that change throughout the product where the relevant account-level data elements appear. 

If you have included personal data in free-form text, either typed into content spaces or as a custom field label, you will need to use the product's global search feature to surface this personal data and recitfy it on a case-by-case basis.    

Description

Personal data for a specific Jira user can be used and stored in Portfolio for Jira. These workarounds will help you rectify the personal data of a specific user in Portfolio for Jira. They only apply to Portfolio for Jira, and will not rectify the personal data of users in Jira, Jira Software, or any other product. To rectify personal data in other products, see Server and Data Center GDPR support guides.


Version compatibility

All workarounds are compatible with Portfolio for Jira 2.13.0 and later.


Workaround

Before getting started

As Portfolio for Jira is built on top of Jira, we recommend that you go through the workarounds for Jira before going through the workarounds specific to Portfolio for Jira.

Please follow these general steps:

  1. Go through the workarounds for Jira.
  2. Go through the workarounds for Portfolio for Jira.
  3. Re-index your Jira instance. Portfolio for Jira uses in-memory cache to speed things up, and even if data is rectified in the database, older data could remain in cache until the next re-indexing.

Database

Portfolio for Jira uses specific Portfolio for Jira usernames to offer a seamless experience, which means these usernames are stored in database tables specific to Portfolio for Jira. When a user is edited in Portfolio for Jira, the username may still remain in those database tables. This workaround will help you edit a specific username from the database tables specific to Portfolio for Jira.

Editing a username

  1. Go to this directory https://bitbucket.org/atlassian/gdpr/src/master/portfolio_db_queries/ and download the pre-populated SQL scripts for your respective database.

  2. Open those SQL scripts in your preferred text editor. Modify the provided SQL scripts with the following changes:

    • Replace <OLD_VALUE> with the PD that you're searching for.
    • Replace <NEW_VALUE> with "new PD value".
  3. Stop your Jira instance. See Start and Stop JIRA Start and Stop JIRA applicationsapplications for instructions.
    (info) This step is required because Jira caches a lot of data, and because directly updating the database when Jira is still working could cause data loss or inconsistencies.

  4. Manually execute the corresponding script from the SQL file, table by table. For each table, execute select script. If the change is acceptable, execute update script. If the change is not acceptable, you'll need to update record by hand.

  5. Restart your Jirainstance.

Additional notes

There may be limitations based on your product version.

Note, the above-related GDPR workaround has been optimized for the latest version of this product. If you are running on a legacy version of the product, the efficacy of the workaround may be limited. Please consider upgrading to the latest product version to optimize the workarounds available under this article.

Third-party add-ons may store personal data in their own database tables or on the filesystem.

The above article in support of your GDPR compliance efforts applies only to personal data stored within the Atlassian server and data center products. To the extent you have installed third-party add-ons within your server or data center environment, you will need to contact that third-party add-on provider to understand what personal data from your server or data center environment they may access, transfer or otherwise process and how they will support your GDPR compliance efforts.

If you are a server or data center customer, Atlassian does not access, store, or otherwise process the personal data you choose to store within the products. For information about personal data Atlassian processes, see our Privacy Policy.

Last modified on May 11, 2018

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