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.
:::note Before you begin
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. |
Clearing a notification checkbox stops only that email. You still see the same updates in the Notifications area of the portal.
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 — 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. The address is set by your workspace and defaults to the platform 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 — 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. |