Roles, responsibilities and notifications

When a user is created in the IT settings, one or more roles can be assigned to them. Depending on the role, users have different rights within the Priverion platform. We will go into this in more detail in this article.

Create a new user

In the IT Settings, under the Identity & Access tab, you will see a list of all users of your Priverion platform. You can edit their details by clicking on an individual user or create a new user login by clicking the Create button. When creating a user, you enter their name and email. If you want to notify the user of his new account and ask him to set a password, select send invite per email. The telephone number is optional. Finally, you assign roles to this user.

Roles

While all registered users (who by default have the employee role) can access the dashboard and user settings and view the dashboard charts, other rights are restricted to specific roles. An additional distinction is made between read-only or read-and-write rights. Below, we provide a list of the rights for each role. You can create new roles under IT Settings > Roles. Name the role and assign permissions by selecting the appropriate checkboxes. Once done, Save your input.

If you want to give access (read or write) to a specific element (such as a ROPA, Vendor, etc.), you can do this via the Manage Access menu in each element on the upper right (the three ...). You can also create audiences for this. Learn more here.

Introduction and Dashboard Access

While all registered users (who by default have the Employee role) can access the dashboard and user settings, other rights are restricted to specific roles. Below is a detailed breakdown of the access rights associated with each role.

You can create new roles under IT Settings > Roles. Name the role and assign permissions by selecting the appropriate checkboxes. If you wish to grant access to specific elements (such as a specific ROPA or Vendor) to a user without changing their global role, use the Manage Access menu on that specific element.

Dashboard Tiles Access The following table shows which dashboard tiles are available to each role. Tiles marked with an asterisk (*) are shown by default to the user.

General Settings & Attributes

This section covers the configuration of the data model, including Attributes (e.g., Personal Data types), Laws, and Organizational Units.

Permissions Key: R (Read) | W (Write) | D (Delete)

Main Modules

This table covers permissions for the core operational modules such as ROPA, Vendors, Assets, and Assessments.

Permissions Key: R (Read) | W (Write) | S (Share) | P (Push) | DL (Download) | D (Delete)

React, Resolve & Documents

This section covers Incidents, Data Subject Requests (DSR), and Documents & Policies.

Group & IT Settings, Import/Export

This section covers Group Management, User Management, and System Integrations.

Operational & Specialized Roles

The following table details roles designed for specific technical or workflow functions, such as system administration or processing workflows.

Note on Employee Role: The "Employee" role is the default for all users. They have limited visibility to ensure data security.

• Dashboard: Read access to charts.
• User Settings: Manage own profile.
• Modules (ROPA, Tasks, etc.): Access is only granted if the specific element is assigned to the user as the "Responsible Person" or if the user belongs to an Audience that has been explicitly granted access.