Your profile and data export
Your profile page in the My portal is where you edit your contact details, choose which emails you receive, set your theme, and download a copy of the personal data the workspace holds about you.
You need a signed-in account on the workspace. Every employee has a profile page; no
admin role is required. Open it from the left sidebar under My profile, or go
straight to /my/profile.
What's on the page
The profile page has one editable form plus four supporting cards.
| Section | Editable | What it shows |
|---|---|---|
| Profile header | No | Your name, job title, department, employee ID, manager, office and country, and join date, sourced from your user record. |
| Editable details | Yes | Phone, notification preferences, and theme. |
| Sign-in | No | Your sign-in method, last login time, and the IP you logged in from. |
| Two-factor authentication | Link only | Whether two-factor is on, with a link to manage it. |
| Your data, your rights | Action | The GDPR data export and the contact for erasure or correction. |
The header fields (name, job title, department, manager, office, country, employee ID, join date) are maintained by your IT team in the admin console; you can't change them here. To correct one, ask an administrator.
Edit your details
The Editable details card is the only part of the page you change directly.
- In the sidebar, select My profile.
- Update any of the fields in Editable details (see the table below).
- Select Save changes.
A green Profile updated. confirmation appears at the top of the page.
| Field | Type | Default | Notes |
|---|---|---|---|
| Phone | Text, up to 32 characters | Blank | Used by IT for delivery coordination only. |
| License renewals | Checkbox | On | Email you when a license assigned to you is about to expire. |
| Request updates | Checkbox | On | Email you when one of your requests is approved, rejected, or fulfilled. |
| Theme | Light, Dark, or System | System | Controls the portal's appearance. System follows your operating-system setting. |
The notification checkboxes control email alerts only. The in-app inbox under Notifications in the portal is always on, so you still see the same updates there.
Check your sign-in details
The Sign-in card shows how your account authenticates and your most recent login, so you can spot a session you don't recognise.
| Field | Notes |
|---|---|
| Sign-in method | Shows Microsoft SSO, Google SSO, or Password, based on how your account is linked. |
| Last login | When you last signed in, as a relative time (for example, 2 hours ago). |
| From IP | The IP address of your last sign-in, or n/a if none is recorded. |
Select Sign out in this card to end your current session.
The Two-factor authentication card shows an Enabled or Off badge and links to the setup and management screens. See Two-factor authentication (TOTP) to turn it on.
Export your data (GDPR)
Under GDPR you can download a copy of every piece of personal data the workspace stores about you in this system. The export is self-service and runs immediately.
To download your data:
- Open My profile.
- In the Your data, your rights card, select Export my data (JSON).
- Your browser downloads a file named
my-itam-data-<date>.json(for example,my-itam-data-20260607.json).
The file is JSON and contains the following sections.
| Section | Fields | Source |
|---|---|---|
exported_at | The export timestamp, in ISO 8601 format | Generated at download time |
self | name, email, job_title, department | Your user record |
hardware | asset_tag, name, assigned_at, returned_at per device | Your hardware assignments |
software | software, edition, assigned_at, revoked_at per license | Your software assignments |
requests | title, type, status, created_at per request | Asset requests you submitted |
The export covers the personal data in your portal: your details and the assets and requests linked to you. It is a portability and transparency copy, not an admin report. For an organisation-wide data-subject access request, an administrator uses the admin GDPR tools instead. See GDPR data subject requests (DSAR).
Erasure and correction
The export is read-only. To have your data corrected or erased, contact the privacy address shown in the Your data, your rights card. It links straight to the platform's privacy contact.
Troubleshooting
| Symptom | What to do |
|---|---|
| A header field (name, department, manager) is wrong | These are read-only here. Ask an administrator to correct your user record in the admin console. |
| You stopped getting renewal or request emails | Open Editable details and confirm License renewals and Request updates are checked, then select Save changes. |
| The downloaded export is empty in a section | That section only lists records linked to you. If you have no assigned hardware, software, or open requests, those arrays are empty. |
From IP shows n/a or last login says Never | No sign-in has been recorded against your account yet, or the field hasn't been populated. It fills in after your next sign-in. |
| You need data erased or corrected | Email the privacy contact in the Your data, your rights card. The export itself can't change or delete records. |