Saypro A comprehensive document outlining who can access, view, and modify data across the SayPro system

SayPro Access Control and Data Management Policy Document

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Introduction

This document outlines the guidelines and rules for who can access, view, and modify data across the SayPro system. The objective is to ensure that data is handled securely, adhering to principles of least privilege, data confidentiality, and integrity, while enabling authorized users to efficiently access the necessary resources.

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1. Roles and Permissions Overview

The SayPro system is organized into a role-based access control (RBAC) model, where users are assigned specific roles based on their responsibilities. Each role has associated permissions that determine what data the user can access, view, and modify. This approach ensures that users only have access to the information necessary for their role.

Roles within SayPro:

1. System Administrator (Admin)
2. HR Manager
3. Finance Team
4. Data Analyst
5. Standard User
6. Guest/Contractor

Each role has specific permissions assigned that define access to data, system functionalities, and actions (view, modify, delete, etc.).

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2. Role-Based Access Control (RBAC) Details

2.1. System Administrator (Admin)

• Access Level:
  • Full system access and control.
  • Access to all data across the system, including user management, configurations, and system settings.
  • Can add, modify, or delete any data across the platform.
• Permissions:
  • View: All data types, including financial records, HR data, system logs, and audit trails.
  • Modify: Ability to change any system settings, modify user roles, and update critical system configurations.
  • Delete: Can delete any data or system settings.
  • Create: Can create and update all types of data across the system.
• Data Types Accessible:
  • All sensitive and non-sensitive data.
  • User accounts, security settings, audit logs, financial data, employee records, system configuration, etc.

2.2. HR Manager

• Access Level:
  • Limited to HR-related data and some personnel management functionalities.
• Permissions:
  • View: Employee records, HR-related reports, performance reviews, attendance logs.
  • Modify: Can update employee data (personal details, benefits, payroll) but cannot modify financial or system-level data.
  • Delete: Can only delete employee records with approval from an administrator (tracked for audit purposes).
  • Create: Can add new employee records and update existing ones.
• Data Types Accessible:
  • Employee personal details, performance reviews, payroll information, training records, and benefits.

2.3. Finance Team

• Access Level:
  • Full access to financial data and reports, but restricted from HR and system configuration data.
• Permissions:
  • View: Financial records, payroll data, accounting reports, and budgeting information.
  • Modify: Can modify financial records, but cannot access or modify personal employee data outside of payroll.
  • Delete: Can delete financial records only with explicit approval from an admin.
  • Create: Can create invoices, financial reports, and budget records.
• Data Types Accessible:
  • Financial reports, transactions, employee payroll data, budget documents.

2.4. Data Analyst

• Access Level:
  • Focused on analytics data without access to sensitive personal data or system configurations.
• Permissions:
  • View: Reports, analytics dashboards, operational data, and metrics across departments.
  • Modify: Cannot modify operational data directly, but can manipulate analytics views and reports.
  • Delete: Cannot delete any data directly. Can request data deletions via workflow.
  • Create: Can create new reports or datasets for analysis but cannot alter source data.
• Data Types Accessible:
  • Analytical reports, data export files, operational performance data, system usage data.

2.5. Standard User

• Access Level:
  • Access to basic user data and functionality, typically for day-to-day operations or service usage.
• Permissions:
  • View: Own personal data and general system information relevant to their role.
  • Modify: Can modify their own personal data (e.g., contact details, password settings).
  • Delete: Cannot delete data; only administrators or designated users can delete information.
  • Create: Can add comments or requests but cannot create core data (e.g., HR records, financial reports).
• Data Types Accessible:
  • Personal account information, settings, service request data.

2.6. Guest/Contractor

• Access Level:
  • Limited, time-bound access with strict restrictions to view only specific data needed for their project or role.
• Permissions:
  • View: Restricted to project-specific data or limited system functionality.
  • Modify: Cannot modify any data.
  • Delete: Cannot delete data.
  • Create: Can submit reports or feedback, but cannot modify core data.
• Data Types Accessible:
  • Only the data required for their project, such as project documents or limited access to task management systems.

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3. Data Access Control Points

The following are key areas within the SayPro system where data access is strictly regulated:

3.1. Personal Data (e.g., Employee Records, HR Data)

• Admin: Full access to view, modify, and delete any personal data.
• HR Manager: View and modify own team’s employee records; no access to other department data.
• Finance Team: Limited access to payroll data, but not to sensitive personal or HR records.
• Data Analyst: View only aggregated or anonymized data, no personal identifiable information (PII).
• Standard User: Can view their own personal data but cannot modify any records.
• Guest/Contractor: Restricted to only the personal data they are specifically authorized to access.

3.2. Financial Data (e.g., Payroll, Budgets)

• Admin: Full access to financial records, settings, and financial reports.
• HR Manager: Can access payroll data only for their department and modify associated benefits data.
• Finance Team: Full access to financial data, including reports, budgets, and payroll. Modify and create new records.
• Data Analyst: Can access financial reports for analysis purposes, but cannot modify any financial data.
• Standard User: Cannot access financial data.
• Guest/Contractor: No access to financial data unless explicitly authorized for specific project tasks.

3.3. System Configuration and Logs

• Admin: Full access to system configuration, security settings, and audit logs.
• HR Manager: No access to system configurations or security settings.
• Finance Team: No access to system settings or audit logs.
• Data Analyst: No access to system settings or logs.
• Standard User: No access to system settings or logs.
• Guest/Contractor: No access to system configurations.

3.4. External Integration and API Access

• Admin: Full access to manage and configure external integrations, including API access.
• HR Manager: No access to external integrations or API access.
• Finance Team: May have restricted access to API endpoints that deal with financial data.
• Data Analyst: May access specific analytics APIs but cannot modify or configure integrations.
• Standard User: No access to external integrations or APIs.
• Guest/Contractor: Access to specific, limited APIs related to project tasks only.

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4. Data Modification and Approval Workflow

For sensitive data (financial records, employee data, etc.), modifications must follow a workflow for approval, especially when the modification involves significant changes such as data deletion or altering critical records:

• Modification Requests:
  • Initiated by a user with appropriate access (e.g., HR Manager, Finance Team).
  • Approval: Modifications are approved by higher-level roles (e.g., System Admin or Department Head).
• Data Deletion:
  • Deletion of critical or sensitive data must be approved by System Administrators or authorized personnel.
  • Audit logs for all deletions will be maintained to ensure accountability.

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5. Data Access Audits and Monitoring

To ensure compliance with access control policies, regular audits and monitoring will be conducted:

• Audit Logs: Record every access, modification, and deletion of sensitive data.
• Monitoring Tools: Real-time monitoring for unauthorized access attempts or anomalies.
• Regular Reviews: Quarterly access reviews for roles, permissions, and access logs.

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6. Conclusion

This document outlines the access control policies for the SayPro platform, specifying who can access, view, and modify various types of data based on user roles. It ensures that access is restricted according to the principle of least privilege, protecting sensitive data while enabling authorized users to perform their required tasks efficiently. Regular audits and reviews will ensure the ongoing effectiveness of the policies and compliance with organizational goals.

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