Org chart guide · Part 5

Org chart security: who should see what

Decide what each audience sees, protect drafts, keep sign-in central and review access on a schedule. A short, practical setup you can adapt.

Updated 31 October 2026 · By the EcosAgile HR experts

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In this part

An org chart is personal data
An example access setup
Drafts and versions
Sign-in and traceability
Review every quarter
Questions

This part describes good practice. It is not legal advice: check your data protection obligations with your data protection officer or counsel.

An org chart is personal data

Names, job titles and reporting lines identify people. Many charts also carry photos, contact details and, in the wrong setup, cost data. The working principle is simple: show each audience what it needs to do its job, and no more.

Figure 5. Three nested access levels, as an example. Adapt the fields to your own policy.

An example access setup

Use this as a starting point and change it to match your policy.

Audience	Usually sees	Usually does not see
Employees	Name, job title, unit, manager, work contact	Cost, personal details, draft structures
Managers	The above, plus KPIs and details for their own branch	Other branches’ details, company-wide cost
HR	All fields, dashboards, versions	Nothing, but every access should be traceable
External guests (auditors, advisers)	A limited, read-only view for a set period	Everything not needed for their task

Drafts and versions need their own rules

A draft restructuring is among the most sensitive things in the system. Give each draft a minimum access level and remove it from view when the work ends.

Sign-in and traceability

Central sign-in. One company account for everyone means that when someone leaves, access ends in one place.
Least privilege. Give the minimum role that lets a person do their task.
Audit trail. Keep a record of who changed what, so you can answer questions after the fact.

Review access every quarter

List everyone with administrator or HR access. Remove anyone who no longer needs it.
Check which versions and exports are still shared, and close the ones that are finished.
Test as an employee: log in with a standard account and see what is visible.
Write down the date of the review and what you changed.

How this looks in OrgChart Agile

Role-based access control with least privilege, strong authentication and audit trails for key administration and data events (see Security).
Single sign-on through SAML 2.0 and OpenID Connect, with sign-in through company directory credentials via LDAP; availability depends on the plan. See Integrations.
Hosting is in the EU, in a Tier IV-class facility. You are the data controller and EcosAgile acts as data processor.
Each saved version has its own minimum access level.

Questions people ask

Should cost data be visible to everyone?

Usually not. Restrict cost and personal fields to the roles that need them, and review the setting regularly.

Who is the data controller for the org chart?

Your organization is the data controller. EcosAgile acts as data processor for OrgChart Agile.

How do I share the chart with an external adviser?

Give a limited, read-only access for the time they need it, then remove it. Avoid sending exports around by email.

Continue the guide

Org chart guideThe five parts and a short glossary Part 1: How to build an org chart that stays accurateStart from the people list, not from the drawing.Part 2: Span of control and layersHow many direct reports is the right number?Part 3: Headcount, FTE and workforce planningTurn the chart into a plan for the year ahead.Part 4: Connect your org chart to your HR systemLoad once, then let the data keep it current.

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