Dynamics 365 Customer Voice privacy compliance

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.

Dynamics 365 Customer Voice includes features to discover, access, export, and delete a user's personal data.

Note

This article provides instructions for exporting and deleting personal data from the device or service and can help you meet your obligations under GDPR. For general information about GDPR, see the GDPR section of the Microsoft Trust Center and the GDPR section of the Service Trust portal.

Discover

Sign in to Customer Voice and select All Projects. Search the list to determine which Customer Voice project owners sent a survey to the user. Ask them to share the response page link with you. Review the response page and determine whether it's relevant to the user's request.

Access

For each relevant survey, view the responses. To review them in Microsoft Excel, select Export all in the upper-left corner of the report. Before you share the worksheet with the user, delete or redact irrelevant data.

Delete

To delete a project, go to the All projects tab, select the menu button (…) next to the project, and then select Delete. When a project is deleted, all its surveys and their questions, invitations, and responses are deleted permanently. To delete a survey, open the project, select the menu button (…) next to the survey, and then select Delete. When a survey is deleted, all its questions, invitations, and responses are deleted permanently.

Export

Survey questions, invitations, and responses can be exported to an Excel file.

To export survey questions, open the survey, select Customization > Languages, add a language, and then select Download an Excel template here.

To export invitations, go to the Send tab, select Details on the Total invites tile, and then select Export.

To export responses, go to the survey report, and select Export all in the upper-left corner of the report.

Frequently asked questions

Where is the data stored for Dynamics 365 Customer Voice?

Dynamics 365 Customer Voice has two data stores. The primary data store is on servers in the United States, except in the case of tenants based in Europe. The data for European-based tenants is stored on servers in Europe. The secondary data store is in the respective Power Platform environment location.

Is the data stored for Dynamics 365 Customer Voice protected with Customer Lockbox?

The data stored in the Power Platform environment is protected with Power Platform Customer Lockbox. Learn more about securely accessing customer data using Customer Lockbox in Power Platform.

How do I restrict access to Dynamics 365 Customer Voice?

Microsoft 365 administrators can turn off Dynamics 365 Customer Voice USL in User Management in the Microsoft 365 admin center. Disable Dynamics 365 Customer Voice for a user with enterprise licenses.

The original owner of a survey is no longer with the organization and/or their Dynamics 365 Customer Voice license has been removed. What happens to the data that is associated with the surveys they created?

All the customer content data captured by Dynamics 365 Customer Voice, as well as account-related data, is deleted 30 days after a user's account is closed or deactivated. As long as the user accounts are active in the organization's online service agreement, there is no limit to the data, the number of users retained, or the amount of data stored in user accounts.

How do I use the in-app functionality in Dynamics 365 Customer Voice to find, access, export, and delete personal data?

Content search does not have the ability to find data in Dynamics 365 Customer Voice. To find data, the owner of the survey must use in-product functionality or features to find data that may be relevant to a user's request. Product and service usage data follows a controlled lifecycle designed to comply with such requests.