User Roles & Permissions
Klarvo uses role-based access control (RBAC) to ensure users have appropriate access to compliance data. This is critical for a compliance tool — separation of duties, least-privilege access, and audit trail are non-negotiable.
The Five Built-in Roles
Admin
Full platform access — intended for founders, CTO, or Head of Compliance.
Everything including: create/edit/delete any AI system, approve evidence, manage team members, configure integrations, manage billing, generate all reports.
Compliance Owner
Manages the compliance program — intended for DPO, compliance leads, legal counsel.
Everything except billing and integration configuration. Can invite users (except Admin role). Full access to all AI systems, evidence, controls, and reports.
System Owner
Owns specific AI systems — intended for product managers, team leads, department heads.
Can view and edit only their assigned AI systems. Upload evidence for their systems. Complete assigned tasks. View (not edit) other systems. Personal settings only.
Reviewer/Approver
Reviews and approves — intended for senior compliance staff, legal reviewers.
Read access to all AI systems. Can approve/reject evidence, classifications, and policies. Can comment on tasks. Cannot create or edit systems.
Viewer
Read-only access — intended for leadership, board members, external observers.
Can view dashboards, AI systems (read-only), and shared reports. Cannot edit, upload, or approve anything.
Complete Permission Matrix
| Capability | Admin | Compliance Owner | System Owner | Reviewer | Viewer |
| Create AI systems | ✅ | ✅ | ❌ | ❌ | ❌ |
| Edit any AI system | ✅ | ✅ | ❌ | ❌ | ❌ |
| Edit own AI systems | ✅ | ✅ | ✅ | ❌ | ❌ |
| Upload evidence | ✅ | ✅ | ✅ | ❌ | ❌ |
| Approve evidence | ✅ | ✅ | ❌ | ✅ | ❌ |
| Create tasks | ✅ | ✅ | ❌ | ❌ | ❌ |
| Complete tasks | ✅ | ✅ | ✅ | ❌ | ❌ |
| Invite members | ✅ | ✅ | ❌ | ❌ | ❌ |
| Manage billing | ✅ | ❌ | ❌ | ❌ | ❌ |
| Export reports | ✅ | ✅ | ✅ | ✅ | ❌ |
| View audit log | ✅ | ✅ | ❌ | ✅ | ❌ |
\ Own systems only
| \ Cannot invite Admins |
Auditor Role (Special)
For external auditors, Klarvo offers restricted time-limited access:
Set up via Exports → Auditor Links.
Best Practices
🔒 Least privilege: Start with Viewer and upgrade as needed
👥 Separate duties: Different people for uploading evidence vs. approving it
📋 Quarterly access review: Audit team membership every quarter
🚪 Same-day offboarding: Remove access immediately when people leave
🏷️ Match roles to responsibilities: System Owners should be the actual people managing those systems day-to-day