Subject Access Request (SAR): export all personal data for a user

[Joe-Heffer-Shef]

Summary

Under UK GDPR Article 15 (Right of Access), users can request a copy of all personal data held about them. The system must be able to produce a complete export for a given user and deliver it in a commonly used machine-readable format within one month.

Scope of personal data to export

• Name, email address
• Organisation membership(s) and role(s)
• Project memberships
• Survey responses (including timestamps)
• Invitations sent/received
• Login activity timestamps (if stored)

Acceptance criteria

• A staff console action (or Django management command) accepts a user identifier and produces a complete export of all personal data associated with that user
• Output format is JSON or CSV (JSON preferred as it captures nested structure cleanly)
• Export includes all related records across all apps (home, survey)
• The export can be triggered by staff within the one-month response window
• A self-service route (or at minimum a documented email request process) is available for users to initiate an SAR

Notes

• Related to GDPR data requests - export and delete #173 (GDPR data requests) but this issue focuses specifically on the export side with a concrete technical deliverable
• Consider whether a Django management command (python manage.py export_user_data <email>) is simpler than an admin UI for v1
• Output must not include other users' personal data even where records are shared (e.g. strip other members from an organisation export)

References

• UK GDPR Article 15
• ICO guidance: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/right-of-access/