Access Control - Disclosurely Security

Role-based access control, user permissions, access levels, least privilege principle, access auditing, and security access management for whistleblowing.

Access Control

Comprehensive access control and role-based permission management for secure whistleblowing platform administration.

Overview

Access control is fundamental to protecting sensitive whistleblowing data and ensuring only authorized personnel can view, manage, and investigate reports. Disclosurely implements role-based access control (RBAC) with the principle of least privilege, ensuring users have only the permissions necessary to perform their duties while maintaining the confidentiality and integrity of anonymous and confidential reports.

Proper access control protects whistleblowers from unauthorized disclosure, prevents data breaches, and ensures compliance with regulations like the EU Whistleblowing Directive, GDPR, and SOX requirements. Every access event is logged in an immutable audit trail for accountability and compliance monitoring.

Role-Based Access Control (RBAC)

Understanding RBAC

Role-based access control assigns permissions based on job functions rather than individual users. When you add a user to your organization, you assign them a role that determines what data they can access and what actions they can perform within the whistleblowing platform.

Key Benefits:

Simplified management: Assign roles instead of individual permissions
Consistency: All users in a role have identical access levels
Scalability: Easy to onboard new users with appropriate access
Compliance: Demonstrates proper access governance
Security: Reduces risk of excessive permissions

Standard User Roles

Organization Administrator:

Full system access and configuration control
User and team management capabilities
Organization settings and compliance configuration
Billing and subscription management
Access to all cases (with audit logging)
Cannot access encrypted anonymous reports without tracking ID

Case Handler (Admin):

View and manage all reported cases
Assign cases to investigators and teams
Update case status and priority levels
Access case notes, evidence, and communications
Generate compliance and analytical reports
Cannot access reporter identity in confidential cases

Investigator:

View cases assigned to them
Update case status and add investigation notes
Upload evidence and documentation
Communicate securely with reporters via encrypted messaging
Cannot access unassigned cases
Cannot see reporter identity (confidential reports)

Reviewer (Read-Only):

View cases assigned for oversight
Read case notes and view evidence
Download documents for review purposes
Cannot modify cases or send messages
Limited access for compliance oversight roles

Learn more about configuring these roles in the Team Management documentation.

Principle of Least Privilege

What Is Least Privilege?

The principle of least privilege means granting users the minimum level of access required to perform their job functions. This security best practice limits the potential damage from accidental errors, malicious insiders, or compromised accounts.

Implementation in Disclosurely:

Users assigned to specific roles with defined permissions
Investigators see only their assigned cases
Reviewers have read-only access
Identity protection enforced for confidential reports
Automatic access revocation when roles change

Best Practices for Administrators:

Assign the most restrictive role possible
Use temporary access for short-term needs
Review user access quarterly
Remove access immediately when employees leave
Use separate accounts for administrative functions
Document reasons for elevated access

Access Segregation

Identity Protection:

Reporter identity encrypted separately from report content
Only users with "Identity Access" permission can view names
Investigators can read reports without knowing who submitted them
Identity access logged and monitored
Required for confidential reporting compliance

Evidence Isolation:

Evidence files encrypted individually
Access controlled per file
Download events logged with user, timestamp, and IP address
Prevents bulk data exfiltration
Supports need-to-know principle

Access Auditing and Monitoring

Comprehensive Audit Logging

Every access event in Disclosurely is recorded in an immutable audit trail that captures:

User identification: Who accessed the data
Resource accessed: Which case, report, or file
Action performed: View, edit, download, delete
Timestamp: Exact date and time of access
IP address and location: Network origin of access
Device information: Browser and operating system
Duration: How long data was accessed

Compliance Benefits:

Demonstrates due diligence to regulators
Detects unauthorized access attempts
Supports forensic investigations
Provides evidence of proper controls
Required for ISO 27001 and SOC 2 certification

Security Monitoring

Disclosurely actively monitors for suspicious access patterns:

Anomaly Detection:

Unusual access times or locations
Excessive case viewing or downloads
Access to unassigned cases (alerts administrator)
Multiple failed authentication attempts
Concurrent sessions from different locations

Automated Alerts:

Real-time notification of suspicious activity
Daily access summaries for administrators
Quarterly access review reminders
Permission changes notification
Compliance threshold violations

Learn more about security monitoring in the Security Monitoring documentation.

Regular Access Reviews

Why Access Reviews Matter

User roles and responsibilities change over time. Regular access reviews ensure permissions remain appropriate and comply with the principle of least privilege. Organizations should conduct access reviews quarterly or when significant role changes occur.

Review Process:

Generate access reports from the dashboard
Review each user's role and case assignments
Verify access aligns with current job responsibilities
Remove unnecessary permissions or deactivate accounts
Document review findings for compliance
Update access policies as needed

Red Flags to Investigate:

Users with access but no recent activity
Employees who changed roles but retained old permissions
Contractors or vendors with ongoing access
Excessive administrative accounts
Shared or generic accounts

Access Revocation

Immediate Revocation Required When:

Employee terminates employment
Role change reduces access needs
Security incident or policy violation
Contract or engagement ends
User account suspected of compromise

Automated Access Management:

Session timeout after inactivity
Forced re-authentication for sensitive actions
Automatic logout from all devices on password change
Account lockout after failed login attempts
Scheduled access expiration for temporary users

Access Control Best Practices

For Administrators

Enable multi-factor authentication for all users
Assign the minimum role necessary for job function
Document reasons for privileged access
Conduct quarterly access reviews
Monitor audit logs regularly
Respond immediately to access alerts
Remove access within 24 hours of employee departure
Use groups for consistent permission management

For All Users

Never share your login credentials
Log out when finished using the system
Report suspicious access requests
Use strong, unique passwords
Enable multi-factor authentication
Access only cases assigned to you
Don't attempt to access restricted data
Report security concerns immediately

Security Overview - Complete security architecture
Authentication - Login and identity verification
Multi-Factor Authentication - Enhanced account security
Team Management - Managing users and roles