Respond to personal data export requests (Microsoft Entra ID)

The European Union (EU) General Data Protection Regulation (GDPR) gives significant rights to individuals regarding their data. Refer to the Microsoft Learn General Data Protection Regulation Summary for an overview of GDPR, including terminology, an action plan, and readiness checklists to help you meet your obligations under GDPR when using Microsoft products and services.

You can learn more about GDPR and how Microsoft helps support it and our customers who are affected by it.

• The Microsoft Trust Center provides general information, compliance best practices, and documentation helpful to GDPR accountability, such as Data Protection Impact Assessments, Data Subject Requests, and data breach notification.
• The Service Trust portal provides information about how Microsoft services help support compliance with GDPR.

The right of data portability allows data subjects to request a copy of their personal data in an electronic format that can be transmitted to another data controller.

The following table summarizes where to find and export the personal data of a user who authenticates by using Microsoft Entra in Power Automate.

• Website access: Sign in to the Power Apps admin center or Power Platform admin center.
• PowerShell access: Use Power Apps Admin PowerShell cmdlets.

1. Sign in to Power Automate.

2. On the left navigation pane, select My flows.

3. Select a flow, select … More, and then select Export.

4. Select Package (.zip).

   The flow is downloaded as a zipped archive.

Run history lists all executions of a cloud flow. It includes a run's status, start time, duration, inputs, and outputs.

1. Sign in to Power Automate.

2. On the left navigation pane, select My flows.

3. Select a flow.

4. In the Run history pane, select See all.

5. At the top of the page, select Download CSV.

   The run history is downloaded as a .csv file, so that you can open it in Microsoft Excel or a text editor and analyze the results.

The activity feed shows a history of a user's activities, flow execution failures, and notifications.

1. Sign in to Power Automate.
2. Select the bell symbol in the upper-right corner of the page, and then select Show all activity.
3. Copy the contents of the Activity page, and paste them into a document editor such as Microsoft Word.

1. Sign in to Power Automate.
2. Select the gear symbol in the upper-right corner of the page, and then select Connections.
3. Copy the list, and paste it into a document editor such as Word.

Add-PowerAppsAccount

#Retrieves all connections for the specified userID
Add-PowerAppsAccount
$userId = "{userID}"
Get-AdminConnection -CreateBy $userId | ConvertTo-Json | Out-File -FilePath "UserConnections.txt"

Add-PowerAppsAccount
Get-ConnectionRoleAssignment | ConvertTo-Json | Out-File -FilePath "ConnectionPermissions.txt"

Add-PowerAppsAccount

#Retrieves all connection permissions for the specified userID
Add-PowerAppsAccount
$userId = "{userID}"
Get-AdminConnectionRoleAssignment -PrincipalObjectId $userId | ConvertTo-Json | Out-File -FilePath "ConnectionPermissions.txt" 

1. Sign in to Power Automate.
2. Select the gear symbol in the upper-right corner of the page, and then select Custom Connectors.
3. Copy the list, and paste it into a document editor such as Word.

Add-PowerAppsAccount
Get-Connector -FilterNonCustomConnectors | ConvertTo-Json | Out-File -FilePath "CustomConnectors.txt"

Add-PowerAppsAccount

#Retrieves all custom connectors for the specified userID
Add-PowerAppsAccount
$userId = "{userID}"
Get-AdminConnector -CreatedBy $userId | ConvertTo-Json | Out-File -FilePath "UserCustomConnectors.txt"  

Add-PowerAppsAccount
Get-ConnectorRoleAssignment | ConvertTo-Json | Out-File -FilePath "CustomConnectorPermissions.txt"

Add-PowerAppsAccount

#Retrieves all connection permissions for the specified userID 
Add-PowerAppsAccount
$userId = "{userID}"
Get-AdminConnectorRoleAssignment -PrincipalObjectId $userId | ConvertTo-Json | Out-File -FilePath "CustomConnectorPermissions.txt"   

1. On the web or desktop, open Microsoft Teams.

2. In Teams, follow one of these steps to open the Approvals app:

   • From the main search bar, search for Approvals.
   • In the left pane, select the ellipsis (…), and then search for or select Approvals.

3. On the Received tab, select Export in the upper-right corner to export received approvals.

4. Select the export dates, and then select Export.

5. On the Sent tab, select Export in the upper-right corner to export sent approvals.

6. Select the export dates, and then select Export.

Repeat the previous procedure for every environment that the user is part. Use the environment switcher in the upper right of the Approvals app page to switch environments.

Alternatively, open Power Automate, select Approvals on the left navigation pane, and select the History tab. You can then manually copy approval contents for received and sent approvals. To ensure that you get the contents for both types of approvals, select the appropriate filter (Received or Sent) in the upper-right corner.

Add-PowerAppsAccount

Get-AdminFlowUserDetails -UserId {userID}

Learn more about responding to data export requests for on-premises data gateways.