Secure access to applications with personal information

Current version: 10.3

This Privacy Guide provides technical guidance on how your developers can choose to configure your Sitecore product implementation to support you with data privacy compliance. This guide does not provide exhaustive guidance, and should not be construed or used as legal advice about the content, interpretation, or application of any law or regulation. You, the customer, will always be in the best position to assess your own risks, and must seek your own legal counsel to understand the applicability of any law or regulation to your business, including how you process personal information. Your resulting implementation is based entirely on your own configuration choices.

Ensure that business users with access to back office interfaces such as the Commerce Business Tools or the User Manager on the Content Management role have the appropriate levels of access. Other recommendations include:

  • Use security roles to limit access to Sitecore interfaces. You can use default security roles or create your own.

  • Disable or remove unused user accounts.

  • Limit the number of administrator accounts.

  • Configure a strong password policy.

Applications that expose personal information

The following table lists the business user applications that access and display personal information, and the role that is required to access the application:


Personal information exposed by the application

Role required to access application

User Manager

User name, user email, and potentially other personal information.

sitecore\Sitecore Client Account Managing

Federated authentication

User name, user email, and potentially other personal information.

sitecore\Sitecore Client Account Managing

All SPEAK applications

User name. Name is displayed in the SPEAK ribbon.

Any logged-in user

List Manager

User email address, user name.

sitecore\List Manager Editors

Content Editor

Fields with user name in Created By and Edited By fields.

sitecore\Sitecore Client Authoring

Experience Profile

User name, email, location, and other personal information.

sitecore\Analytics Reporting

sitecore\EXM Advanced Users

sitecore\EXM Users

Experience Analytics

Reports by Location, reports by IP, reports by User Agent/Device.

sitecore\Analytics Reporting

Email Experience Manager

Accesses recipient lists created by List Manager.

See EXM security roles

Marketing automation

User names, email addresses.

sitecore\Marketing Automation Editors


You can export contacts currently enrolled in a campaign to CSV. The CSV includes personal information such as the contact's name and email address.

Commerce Business Tools

Customer name, address, email, order history.

See User roles and permissions for information about Commerce roles


Form submission data.

See The security roles in Sitecore Forms

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