The three access levels
Every Sorakan user has one of three access levels. An admin assigns them, and they can be changed at any time.
Admin
Full oversight of your organisation: all data, user management, settings, billing and the audit trail. Admins can see confidential records. This is disclosed in-app wherever it applies, so managers always know the visibility rules for what they write.
Manager
Runs people processes for their own reporting line. A manager sees skills, goals, training and qualifications for the people who report up to them, and for themselves, never for other teams. Talent grid placements are the exception: a manager sees where their own people sit, but not where they themselves sit, because that is an assessment made about them. Their private notes are visible only to them and your admins. Cross-team surfaces that are collaborative by design (talent marketplace, transfers) stay shared between managers.
Viewer
Read-only access to your organisation’s structure and catalogues: org chart, departments, roles, the skills library and the course catalogue. Viewers see no per-person capability data and cannot change anything. Read-only is enforced by the database, not just by hidden buttons.
Who sees what
The table below shows what each access level can see. Every rule is enforced by row-level security in the database, not only by the interface.
| Area | Admin | Manager | Viewer |
|---|---|---|---|
| Org chart, departments, roles, skills & course catalogues | All | All | All (read-only) |
| Per-person skills, goals, training, qualifications | All | Own reporting line, plus their own | None |
| Talent grid placement (9-Box) & promotion readiness | All | Own reporting line, not their own | None |
| 1-on-1 notes & performance observations | All (disclosed in-app) | Only their own notes | None |
| Performance reviews | All | Only reviews they wrote | None |
| Talent marketplace & transfers (cross-team by design) | All | All managers | None |
| Resume reads (skills evidenced from an uploaded document) | All | Own reporting line, plus their own | None |
| User management, settings, audit trail | Yes | No | No |
Confidentiality principles
Your organisation is isolated
Every record is bound to your organisation with database row-level security. No other customer can ever read your data.
Manager notes stay with the manager
1-on-1 notes and performance observations are visible only to the manager who wrote them and your admins, never to other managers or read-only users. The app states this wherever notes are written.
Talent assessments follow the reporting line
Ratings and justifications are visible only to a person’s own management chain and your admins, with no cross-department visibility. A manager does not see their own placement on the talent grid either: that assessment belongs to the people above them.
Every change to a confidential record is audited
Creations, edits and deletions of notes and talent ratings are written to an append-only audit trail: who, what and when. The content of notes is never copied into the log.
AI features respect your boundaries
The Soraku assistant only draws on records its user is allowed to see, individual notes can be excluded from AI analysis entirely, and chats are private to each user (reviewable by your admins, and the app says so). AI output is always reviewed by a person before it changes a record. Soraku proposes, your managers decide.
Documents you upload are read, not kept
Where the platform reads a document you supply (a resume in the Resume Reader, a position description in the JD Parser), the text is extracted in your browser, sent for analysis, and then discarded. For resumes we deliberately store no document text and no file at all: only the skills your manager agreed to, and the short quote that justified each one. A resume cannot be re-read later without uploading it again, which is the trade we chose.
Strong account security
Password sign-in with optional authenticator-app multi-factor authentication, password strength guidance, and admin-controlled invitations so only people you approve can join.
Access and security questions
Who can see the notes I write about my team?
Only you and your organisation’s admins. 1-on-1 notes and performance observations are never visible to other managers or read-only users. This is enforced in the database, and the app shows a privacy notice wherever notes are written.
Can a manager from another department see my team’s talent ratings?
No. 9-Box ratings, override justifications and promotion-readiness data are visible only to a person’s own management chain (the managers they report up to) and your admins. A manager cannot see their own 9-Box placement or their own promotion readiness either, only their own manager and your admins can.
Can I see my own data?
Your own skills, goals, training, qualifications and promotion readiness, yes, if you hold a manager account. The one thing you cannot see is your own placement on the 9-Box talent grid, and the promotion readiness that goes with it, which are visible to your own manager and your admins rather than to you. Viewer accounts see no per-person data at all, including their own.
What exactly can a “viewer” account see?
Viewers get read-only access to your organisation’s structure and catalogues: the org chart, departments, roles, the skills library, the course catalogue and project experience. They see no per-person data (no individual skills, goals, training records, qualifications, ratings or notes) and they cannot change anything.
Is “read-only” actually enforced, or just hidden buttons?
Enforced. Every rule on this page is implemented as row-level security in the database, so it holds even if someone bypasses the interface and calls the API directly with their own login.
Can other companies using Sorakan see any of our data?
No. Every record is bound to your organisation and database row-level security makes cross-organisation access impossible, regardless of how the platform is accessed.
What does the AI assistant (Soraku) know about our people?
Soraku only receives data the person asking is allowed to see: a manager’s assistant sees their reporting line, an admin’s sees the organisation. Individual notes can be flagged “exclude from AI” and are then never sent to the AI at all. Chats are private to each user; org admins can review them, and the app discloses this.
What happens to a resume we upload into the Resume Reader?
It is read and then discarded. The text is extracted in your browser, sent for analysis against your own skill library, and never written to our database. We store no resume text and no copy of the file. What is kept is only the skills your manager agreed to and a short quote (up to 240 characters) showing what in the document supported each one. Those quotes are stripped of personal details such as addresses, phone numbers, dates of birth and salary. The trade-off is deliberate: to read a resume again, you upload it again.
Who can see the skills that came from someone’s resume?
Exactly the same people who can see that person’s other capability data: their own management chain and your admins. Managers cannot see resume reads for people outside their reporting line, and viewers cannot see them at all. Every skill also records where it came from, so a manager can hover any entry and see whether it was set by hand or accepted from a document, and read the quote behind it.
Does our data leave Australia when we use an AI feature?
Yes. AI processing is performed by Groq in the United States, listed in our Sub-processor List. Only the specific data needed for that request is sent, it is processed transiently to generate the response, and it is never used to train Soraku or any third-party model. For the Resume Reader this means the resume text is sent for that single read and is not retained by us afterwards.
Can the AI change our records on its own?
No. Every AI feature proposes; a person decides. The Resume Reader is the clearest example: it suggests skills with the evidence for each, and nothing is written until a manager ticks agree. Anything left undecided is recorded as declined, not accepted. We also record which person confirmed each entry.
What happens to a manager’s notes when they leave or change roles?
Their notes remain in your organisation and stay visible to admins, who can manage handover. A new manager does not automatically inherit a predecessor’s private notes. Admins decide what, if anything, is carried across.
Is there a record of who changed what?
Yes. Changes to confidential records (notes, talent ratings, reviews, transfers and more) are written to an append-only audit trail capturing who acted, what changed and when. Note content itself is never copied into the log. The audit log is visible to admins on the Enterprise tier.
Who at Sorakan can see our data?
Sorakan does not access customer workspaces in day-to-day operation. Any access for platform operations or support is limited, logged and governed by our Privacy Policy and Data Processing terms.
How are accounts secured?
Email and password sign-in with a password-strength meter, optional authenticator-app multi-factor authentication (TOTP), and invitation-only membership: an admin must invite every user, and admins control role changes and removals.
Can we choose who gets which access level?
Yes. Admins assign and change access levels at any time from Settings → Users & Plan. A manager only gains line-of-sight over people once they are linked to their position in the org chart, so access always mirrors your real reporting structure.
Where can I read the formal terms?
The Privacy Policy, Data Processing terms and Terms of Service are linked from the bottom of every page and from this page’s navigation.
The formal terms are in the Privacy Policy, the Data Processing terms, the Sub-processor List and the Terms of Service. For anything not covered here, email sales@sorakan.com.au.
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