Miro Data Handling

Miro Data Handling

Overview

Handle sensitive data correctly when integrating with Miro REST API v2. Miro boards can contain PII in sticky notes, cards, and text items. This skill covers detecting PII in board content, exporting board data for DSAR requests, implementing retention policies, and ensuring GDPR/CCPA compliance.

Prerequisites

Before applying this guide, confirm you have a Miro app or workspace appropriate to the task, a dedicated non-production board where changes can be tested safely, and only the OAuth scopes or administrative access the procedure requires.

Data Classification for Miro Content

PII Detection in Board Items

Scan board content for personally identifiable information:

const PII_PATTERNS = [
  { type: 'email', regex: /[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\.[a-zA-Z]{2,}/g },
  { type: 'phone', regex: /\b\d{3}[-.]?\d{3}[-.]?\d{4}\b/g },
  { type: 'ssn', regex: /\b\d{3}-\d{2}-\d{4}\b/g },
  { type: 'credit_card', regex: /\b\d{4}[- ]?\d{4}[- ]?\d{4}[- ]?\d{4}\b/g },
  { type: 'ip_address', regex: /\b\d{1,3}\.\d{1,3}\.\d{1,3}\.\d{1,3}\b/g },
];

interface PiiFindings {
  boardId: string;
  itemId: string;
  itemType: string;
  findings: Array<{ type: string; field: string; count: number }>;
}

async function scanBoardForPii(boardId: string): Promise<PiiFindings[]> {
  const results: PiiFindings[] = [];

  // Fetch all text-containing items
  const itemTypes = ['sticky_note', 'card', 'text', 'shape'];
  for (const type of itemTypes) {
    const items = await fetchAllItems(boardId, type);

    for (const item of items) {
      const contentFields = extractTextContent(item);
      const findings: PiiFindings['findings'] = [];

      for (const [field, text] of Object.entries(contentFields)) {
        if (!text) continue;
        for (const pattern of PII_PATTERNS) {
          const matches = text.match(pattern.regex);
          if (matches) {
            findings.push({ type: pattern.type, field, count: matches.length });
          }
        }
      }

      if (findings.length > 0) {
        results.push({ boardId, itemId: item.id, itemType: item.type, findings });
      }
    }
  }

  return results;
}

function extractTextContent(item: any): Record<string, string> {
  switch (item.type) {
    case 'sticky_note': return { content: item.data?.content };
    case 'card': return { title: item.data?.title, description: item.data?.description };
    case 'text': return { content: item.data?.content };
    case 'shape': return { content: item.data?.content };
    default: return {};
  }
}

Board Data Export (for DSAR Requests)

When a user requests their data under GDPR Article 15 / CCPA:

interface BoardDataExport {
  exportedAt: string;
  requestedBy: string;
  boards: Array<{
    boardId: string;
    boardName: string;
    role: string;
    items: Array<{
      id: string;
      type: string;
      content: string | null;
      createdAt: string;
      createdBy: string;
    }>;
  }>;
}

async function exportUserBoardData(userId: string): Promise<BoardDataExport> {
  // Step 1: List all boards the user has access to
  const boards = await fetchAllBoards();

  const exportData: BoardDataExport = {
    exportedAt: new Date().toISOString(),
    requestedBy: userId,
    boards: [],
  };

  for (const board of boards) {
    // Step 2: Get board members to check user's role
    const members = await miroFetch(`/v2/boards/${board.id}/members?limit=50`);
    const userMember = members.data.find((m: any) => m.id === userId);
    if (!userMember) continue;

    // Step 3: Get all items created by this user
    const allItems = await fetchAllItems(board.id);
    const userItems = allItems.filter((item: any) => item.createdBy?.id === userId);

    exportData.boards.push({
      boardId: board.id,
      boardName: board.name,
      role: userMember.role,
      items: userItems.map((item: any) => ({
        id: item.id,
        type: item.type,
        content: item.data?.content ?? item.data?.title ?? null,
        createdAt: item.createdAt,
        createdBy: item.createdBy?.id,
      })),
    });
  }

  return exportData;
}

Data Redaction in Logs

Never log board content that might contain PII:

function redactMiroData(data: Record<string, any>): Record<string, any> {
  const sensitiveFields = [
    'content', 'title', 'description', 'assigneeId',
    'access_token', 'refresh_token', 'client_secret',
  ];

  const redacted = JSON.parse(JSON.stringify(data));

  function redactDeep(obj: any): void {
    for (const key of Object.keys(obj)) {
      if (sensitiveFields.includes(key) && typeof obj[key] === 'string') {
        obj[key] = `[REDACTED:${obj[key].length} chars]`;
      } else if (typeof obj[key] === 'object' && obj[key] !== null) {
        redactDeep(obj[key]);
      }
    }
  }

  redactDeep(redacted);
  return redacted;
}

// Use in logging middleware
function logMiroResponse(path: string, status: number, body: any): void {
  console.log('[MIRO]', {
    path,
    status,
    body: redactMiroData(body),  // Content never appears in logs
  });
}

Data Retention for Cached Miro Data

If you cache or sync Miro board data locally:

interface RetentionPolicy {
  dataType: string;
  retentionDays: number;
  reason: string;
}

const RETENTION_POLICIES: RetentionPolicy[] = [
  { dataType: 'board_cache', retentionDays: 1, reason: 'Performance cache only' },
  { dataType: 'webhook_events', retentionDays: 30, reason: 'Debugging' },
  { dataType: 'api_audit_logs', retentionDays: 365, reason: 'Compliance' },
  { dataType: 'user_tokens', retentionDays: 0, reason: 'Delete on user disconnect' },
];

async function enforceRetention(db: Database): Promise<RetentionReport> {
  const report: RetentionReport = { deletedCounts: {} };

  for (const policy of RETENTION_POLICIES) {
    const cutoff = new Date();
    cutoff.setDate(cutoff.getDate() - policy.retentionDays);

    const deleted = await db.deleteWhere(policy.dataType, {
      createdAt: { $lt: cutoff },
    });

    report.deletedCounts[policy.dataType] = deleted;
  }

  return report;
}

// Schedule daily
// cron: 0 3 * * * node -e "enforceRetention(db)"

Right to Deletion (GDPR Article 17)

async function deleteUserMiroData(userId: string): Promise<DeletionResult> {
  const steps: string[] = [];

  // 1. Delete cached board data for this user
  await db.boardCache.deleteMany({ userId });
  steps.push('Deleted cached board data');

  // 2. Delete webhook event logs mentioning this user
  await db.webhookEvents.deleteMany({ 'event.createdBy.id': userId });
  steps.push('Deleted webhook event logs');

  // 3. Delete stored OAuth tokens
  await tokenStorage.delete(userId);
  steps.push('Deleted OAuth tokens');

  // 4. Audit log the deletion (required to keep for compliance)
  await db.auditLogs.insert({
    action: 'GDPR_DELETION',
    userId,
    service: 'miro',
    deletedAt: new Date().toISOString(),
    steps,
  });

  // NOTE: You cannot delete data from Miro boards via API on behalf of a user.
  // The user must delete their own board content in Miro directly,
  // or a board admin can remove the user's items.

  return { success: true, steps };
}

Board Content Security Scanning

// Detect secrets accidentally pasted into board items
const SECRET_PATTERNS = [
  { type: 'aws_key', regex: /AKIA[0-9A-Z]{16}/g },
  { type: 'github_token', regex: /ghp_[A-Za-z0-9_]{36}/g },
  { type: 'miro_token', regex: /eyJ[A-Za-z0-9_-]{20,}/g },
  { type: 'private_key', regex: /-----BEGIN (RSA |EC )?PRIVATE KEY-----/g },
];

async function scanBoardForSecrets(boardId: string): Promise<SecurityAlert[]> {
  const alerts: SecurityAlert[] = [];
  const items = await fetchAllItems(boardId);

  for (const item of items) {
    const content = item.data?.content ?? item.data?.title ?? '';
    for (const pattern of SECRET_PATTERNS) {
      if (pattern.regex.test(content)) {
        alerts.push({
          severity: 'critical',
          type: pattern.type,
          itemId: item.id,
          itemType: item.type,
          boardId,
        });
        pattern.regex.lastIndex = 0;  // Reset regex
      }
    }
  }

  return alerts;
}

Instructions

Use the ordered procedures and code samples in this guide as a sequence: begin with the prerequisites, apply the configuration or operational step for the target environment, then perform the documented validation or cleanup before proceeding. Keep credentials in the documented secret store; never hard-code them in source.

Output

Following this guide produces the Miro integration outcome for its topic—configuration, validation evidence, operational recovery, or a documented migration result. Record command output and relevant identifiers so a failed step is traceable.

Examples

Start with the smallest applicable command or code example in the relevant section, using a dedicated test board and non-production credentials. Confirm the expected response or validation result before applying the pattern to production.

Error Handling

Resources

• Miro Privacy Policy
• Miro Security
• GDPR Developer Guide
• CCPA Compliance

Next Steps

For enterprise access control, see miro-enterprise-rbac.