Manage personal data for Azure Information Protection

When you configure and use Azure Information Protection, email addresses and IP addresses are stored and used by the Azure Information Protection service. This personal data can be found in the following items:

  • The Azure Information Protection policy

  • Templates for the protection service

  • Super users and delegated administrators for the protection service

  • Administration logs for the protection service

  • Usage logs for the protection service

  • Document tracking logs

  • Usage logs for the Azure Information Protection clients and RMS client

Note

This article provides steps for how to delete personal data from the device or service and can be used to support your obligations under the GDPR. If you’re looking for general info about GDPR, see the GDPR section of the Service Trust portal.

Viewing personal data that Azure Information Protection uses

Using the Azure portal, an administrator can specify email addresses for scoped policies and for protection settings within a label configuration. For more information, see How to configure the Azure Information Protection policy for specific users by using scoped policies and How to configure a label for Rights Management protection.

For labels that are configured to apply protection from the Azure Rights Management service, email address can also be found in protection templates, by using PowerShell cmdlets from the AIPService module. This PowerShell module also lets an administrator specify users by email address to be a super user, or an administrator for the Azure Rights Management service.

When Azure Information Protection is used to classify and protect documents and emails, email addresses and the users' IP addresses might be saved in log files.

Protection templates

Run the Get-AipServiceTemplate cmdlet to get a list of protection templates. You can use the template ID to get details of a specific template. The RightsDefinitions object displays the personal data, if any.

Example:

PS C:\Users> Get-AipServiceTemplate -TemplateId fcdbbc36-1f48-48ca-887f-265ee1268f51 | select *


TemplateId              : fcdbbc36-1f48-48ca-887f-265ee1268f51
Names                   : {1033 -> Confidential}
Descriptions            : {1033 -> This data includes sensitive business information. Exposing this data to
                          unauthorized users may cause damage to the business. Examples for Confidential information
                          are employee information, individual customer projects or contracts and sales account data.}
Status                  : Archived
RightsDefinitions       : {admin@aip500.onmicrosoft.com -> VIEW, VIEWRIGHTSDATA, EDIT, DOCEDIT, PRINT, EXTRACT,
                          REPLY, REPLYALL, FORWARD, EXPORT, EDITRIGHTSDATA, OBJMODEL, OWNER,
                          AllStaff-7184AB3F-CCD1-46F3-8233-3E09E9CF0E66@aip500.onmicrosoft.com -> VIEW,
                          VIEWRIGHTSDATA, EDIT, DOCEDIT, PRINT, EXTRACT, REPLY, REPLYALL, FORWARD, EXPORT,
                          EDITRIGHTSDATA, OBJMODEL, OWNER, admin2@aip500.onmicrosoft.com -> VIEW, VIEWRIGHTSDATA, EDIT,
                          DOCEDIT, PRINT, EXTRACT, REPLY, REPLYALL, FORWARD, EXPORT, EDITRIGHTSDATA, OBJMODEL, OWNER}
ContentExpirationDate   : 1/1/0001 12:00:00 AM
ContentValidityDuration : 0
ContentExpirationOption : Never
LicenseValidityDuration : 7
ReadOnly                : False
LastModifiedTimeStamp   : 1/26/2018 6:17:00 PM
ScopedIdentities        : {}
EnableInLegacyApps      : False
LabelId                 :

Super users and delegated administrators for the protection service

Run the Get-AipServiceSuperUser cmdlet and get-aipservicerolebasedadministrator cmdlet to see which users have been assigned the super user role or global administrator role for the protection service (Azure Rights Management) from Azure Information Protection. For users who have been assigned either of these roles, their email addresses are displayed.

Administration logs for the protection service

Run the Get-AipServiceAdminLog cmdlet to get a log of admin actions for the protection service (Azure Rights Management) from Azure Information Protection. This log includes personal data in the form of email addresses and IP addresses. The log is in plaintext and after it is downloaded, the details of a specific administrator can be searched offline.

For example:

PS C:\Users> Get-AipServiceAdminLog -Path '.\Desktop\admin.log' -FromTime 4/1/2018 -ToTime 4/30/2018 -Verbose
The Rights Management administration log was successfully generated and can be found at .\Desktop\admin.log.

Usage logs for the protection service

Run the Get-AipServiceUserLog cmdlet to retrieve a log of end-user actions that use the protection service from Azure Information Protection. The log could include personal data in the form of email addresses and IP addresses. The log is in plaintext and after it is downloaded, the details of a specific administrator can be searched offline.

For example:

PS C:\Users> Get-AipServiceUserLog -Path '.\Desktop\' -FromDate 4/1/2018 -ToDate 4/30/2018 -NumberOfThreads 10
Acquiring access to your user log…
Downloading the log for 2018-04-01.
Downloading the log for 2018-04-03.
Downloading the log for 2018-04-06.
Downloading the log for 2018-04-09.
Downloading the log for 2018-04-10.
Downloaded the log for 2018-04-01. The log is available at .\Desktop\rmslog-2018-04-01.log.
Downloaded the log for 2018-04-03. The log is available at .\Desktop\rmslog-2018-04-03.log.
Downloaded the log for 2018-04-06. The log is available at .\Desktop\rmslog-2018-04-06.log.
Downloaded the log for 2018-04-09. The log is available at .\Desktop\rmslog-2018-04-09.log.
Downloaded the log for 2018-04-10. The log is available at .\Desktop\rmslog-2018-04-10.log.
Downloading the log for 2018-04-12.
Downloading the log for 2018-04-13.
Downloading the log for 2018-04-14.
Downloading the log for 2018-04-16.
Downloading the log for 2018-04-18.
Downloaded the log for 2018-04-12. The log is available at .\Desktop\rmslog-2018-04-12.log.
Downloaded the log for 2018-04-13. The log is available at .\Desktop\rmslog-2018-04-13.log.
Downloaded the log for 2018-04-14. The log is available at .\Desktop\rmslog-2018-04-14.log.
Downloaded the log for 2018-04-16. The log is available at .\Desktop\rmslog-2018-04-16.log.
Downloaded the log for 2018-04-18. The log is available at .\Desktop\rmslog-2018-04-18.log.
Downloading the log for 2018-04-24.
Downloaded the log for 2018-04-24. The log is available at .\Desktop\rmslog-2018-04-24.log.

Document tracking logs

Run the Get-AipServiceDocumentLog cmdlet to retrieve information from the document tracking site about a specific user. To get tracking information associated with the document logs, use the Get-AipServiceTrackingLog cmdlet.

For example:

PS C:\Users> Get-AipServiceDocumentLog -UserEmail "admin@aip500.onmicrosoft.com"


ContentId             : 6326fcb2-c465-4c24-a7f6-1cace7a9cb6f
Issuer                : admin@aip500.onmicrosoft.com
Owner                 : admin@aip500.onmicrosoft.com
ContentName           :
CreatedTime           : 3/6/2018 10:24:00 PM
Recipients            : {
                        PrimaryEmail: johndoe@contoso.com
                        DisplayName: JOHNDOE@CONTOSO.COM
                        UserType: External,
                        PrimaryEmail: alice@contoso0110.onmicrosoft.com
                        DisplayName: ALICE@CONTOSO0110.ONMICROSOFT.COM
                        UserType: External
                        }
TemplateId            :
PolicyExpires         :
EULDuration           :
SendRegistrationEmail : True
NotificationInfo      : Enabled: False
                        DeniedOnly: False
                        Culture:
                        TimeZoneId:
                        TimeZoneOffset: 0
                        TimeZoneDaylightName:
                        TimeZoneStandardName:

RevocationInfo        : Revoked: False
                        RevokedTime:
                        RevokedBy:


PS C:\Users> Get-AipServiceTrackingLog -UserEmail "admin@aip500.onmicrosoft.com"

ContentId            : 6326fcb2-c465-4c24-a7f6-1cace7a9cb6f
Issuer               : admin@aip500.onmicrosoft.com
RequestTime          : 3/6/2018 10:45:57 PM
RequesterType        : External
RequesterEmail       : johndoe@contoso.com
RequesterDisplayName : johndoe@contoso.com
RequesterLocation    : IP: 167.220.1.54
                       Country: US
                       City: redmond
                       Position: 47.6812453974602,-122.120736471666

Rights               : {VIEW,OBJMODEL}
Successful           : False
IsHiddenInfo         : False

There is no search by ObjectID. However, you are not restricted by the -UserEmail parameter and the email address you provide doesn't need to be part of your tenant. If the email address provided is stored anywhere in the document tracking logs, the document tracking entry is returned in the cmdlet output.

Usage logs for the Azure Information Protection clients and RMS client

When labels and protection are applied to documents and emails, email addresses and IP addresses can be stored in log files on a user's computer in the following locations:

  • For the Azure Information Protection unified labeling client and the Azure Information Protection client: %localappdata%\Microsoft\MSIP\Logs

  • For the RMS client: %localappdata%\Microsoft\MSIPC\msip\Logs

In addition, the Azure Information Protection client logs this personal data to the local Windows event log Applications and Services Logs > Azure Information Protection.

When the Azure Information Protection client runs the scanner, personal data is saved to %localappdata%\Microsoft\MSIP\Scanner\Reports on the Windows Server computer that runs the scanner.

You can turn off logging information for the Azure Information Protection client and the scanner by using the following configurations:

Note

If you’re interested in viewing or deleting personal data, please review Microsoft's guidance in the Microsoft Compliance Manager and in the GDPR section of the Microsoft 365 Enterprise Compliance site. If you’re looking for general information about GDPR, see the GDPR section of the Service Trust portal.

Securing and controlling access to personal information

Personal data that you view and specify in the Azure portal is accessible only to users who have been assigned one of the following administrator roles from Azure Active Directory:

  • Azure Information Protection administrator

  • Compliance administrator

  • Compliance data administrator

  • Security administrator

  • Security reader

  • Global administrator

  • Global reader

Personal data that you view and specify by using the AIPService module (or the older module, AADRM) is accessible only to users who have been assigned the Azure Information Protection administrator, Compliance administrator, Compliance data administrator, or Global Administrator roles from Azure Active Directory, or the global administrator role for the protection service.

Updating personal data

You can update email addresses for scoped policies and protection settings in the Azure Information Protection policy. For more information, see How to configure the Azure Information Protection policy for specific users by using scoped policies and How to configure a label for Rights Management protection.

For the protection settings, you can update the same information by using PowerShell cmdlets from the AIPService module.

You cannot update email addresses for the super users and delegated administrators. Instead, remove the specified user account, and add the user account with the updated email address.

Protection templates

Run the Set-AipServiceTemplateProperty cmdlet to update the protection template. Because the personal data is within the RightsDefinitions property, you will also need to use the New-AipServiceRightsDefinition cmdlet to create a rights definitions object with the updated information, and use the rights definitions object with the Set-AipServiceTemplateProperty cmdlet.

Super users and delegated administrators for the protection service

When you need update an email address for a super user:

  1. Use Remove-AipServiceSuperUser to remove the user and old email address.

  2. Use Add-AipServiceSuperUser to add the user and new email address.

When you need update an email address for a delegated administrator:

  1. Use Remove-AipServiceRoleBasedAdministrator to remove the user and old email address.

  2. Use Add-AipServiceRoleBasedAdministrator to add the user and new email address.

Deleting personal data

You can delete email addresses for scoped policies and protection settings in the Azure Information Protection policy. For more information, see How to configure the Azure Information Protection policy for specific users by using scoped policies and How to configure a label for Rights Management protection.

For the protection settings, you can delete the same information by using PowerShell cmdlets from the AIPService module.

To delete email addresses for super users and delegated administrators, remove these users by using the Remove-AipServiceSuperUser cmdlet and Remove-AipServiceRoleBasedAdministrator.

To delete personal data in document tracking logs, administration logs, or usage logs for the protection service, use the following section to raise a request with Microsoft Support.

To delete personal data in the client log files and scanner logs that are stored on computers, use any standard Windows tools to delete the files or personal data within the files.

To delete personal data with Microsoft Support

Use the following three steps to request that Microsoft deletes personal data in document tracking logs, administration logs, or usage logs for the protection service.

Step 1: Initiate delete request Contact Microsoft Support to open an Azure Information Protection support case with a request for deleting data from your tenant. You must prove that you are an administrator for your Azure Information Protection tenant and understand that this process takes several days to confirm. While submitting your request, you will need to provide additional information, depending on the data that needs to be deleted.

  • To delete the administration log, provide the end date. All admin logs until that end date will be deleted.
  • To delete the usage logs, provide the end date. All usage logs until that end date will be deleted.
  • To delete the document tracking logs, provide the UserEmail. All document tracking information relating to the UserEmail will be deleted.

Deleting this data is a permanent action. There is no means to recover the data after a delete request has been processed. It is recommended that administrators export the required data before submitting a delete request.

Step 2: Wait for verification Microsoft will verify that your request to delete one or more logs is legitimate. This process can take up to five working days.

Step 3: Get confirmation of the deletion Microsoft Customer Support Services (CSS) will send you a confirmation email that the data has been deleted.

Exporting personal data

When you use the AIPService or AADRM PowerShell cmdlets, the personal data is made available for search and export as a PowerShell object. The PowerShell object can be converted into JSON and saved by using the ConvertTo-Json cmdlet.

Azure Information Protection follows Microsoft's privacy terms for profiling or marketing based on personal data.

Auditing and reporting

Only users who have been assigned administrator permissions can use the AIPService or ADDRM module for search and export of personal data. These operations are recorded in the administration log that can be downloaded.

For delete actions, the support request acts as the auditing and reporting trail for the actions performed by Microsoft. After deletion, the deleted data will not be available for search and export, and the administrator can verify this using the Get cmdlets from the AIPService module.