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Overview

The Estate Manager Portal is built with security at its core. This document explains the security architecture, access controls, audit capabilities, and compliance features that protect client data.

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Security Architecture

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Defense in Depth

Every request to access client data passes through multiple security layers:

Identity Verification

First, we confirm who you are:
  • Valid login credentials
  • Active session
  • Account in good standing

Access Authorization

Then, we verify you’re allowed to access this data:
  • You belong to an active firm
  • Your firm has a relationship with this client
  • You’re assigned to this client (if required by your role)
  • You have the specific permission needed

Data Protection

Finally, the database enforces its own rules:
  • Each table has access policies
  • All data is encrypted
  • Actions are logged
This multi-layer verification happens on every request. Even if someone gains unauthorized access to a session, they cannot access data they’re not permitted to see.

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Audit Logging

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Comprehensive Activity Tracking

Every action in the portal is logged:

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What’s Recorded

Each audit entry captures:

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Tamper-Proof Records

Audit logs are protected by a cryptographic chain that makes tampering detectable:

First Entry

Action recorded with unique fingerprint

Second Entry

Links to first entry’s fingerprint

Third Entry

Links to second entry’s fingerprint
Each entry contains a cryptographic fingerprint of the previous entry. If anyone attempts to modify or delete a record, the chain breaks—making the tampering immediately obvious. This ensures a trustworthy, permanent record of all activity.

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Audit Log Access

Firms can view their own activity logs:
  • All actions taken by their team members
  • Filtered by client, user, date range, or action type
  • Export audit logs for compliance reporting
Cannot see:
  • Activity from other firms
  • Client’s personal account activity

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Data Isolation

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Firm-to-Firm Isolation

Firms cannot see:
  • Other firms connected to the same client
  • Activity from other firms
  • Notes from other firms
  • Any data about other firms’ existence

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Client Data Boundaries

Accessible with Permission

  • Items (with View Items)
  • Valuations (with View Valuations)
  • Collections (with Manage Collections)
  • Locations (with Manage Locations)
  • Heirs (with View Heirs/Manage Heirs)

Never Accessible

  • Client login credentials
  • Client billing information
  • Client’s other share links
  • Client’s other firm relationships
  • Client’s personal notifications

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Permission Security

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Permission Verification

Permissions are verified at every level of the system:
  1. Before you see it: The interface only shows actions you’re permitted to take
  2. When you request it: Every action is checked against your permissions
  3. At the data level: The database independently enforces access rules

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Permission Escalation Prevention

  • Permissions can only be modified by the client
  • Firms cannot request permission upgrades through the portal
  • Permission changes are logged
  • Clients are notified of permission changes

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Sensitive Permissions

Some permissions require additional verification:

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Compliance Features

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SOC 2 Compliance Infrastructure

Storehouses maintains a dedicated compliance events system for SOC 2 audit readiness:
  • Append-only compliance log — Separate from product audit logs, specifically for compliance evidence
  • Event categories — Key access, provisioning, verification, anomaly detection, access control
  • Evidence export — Admin endpoint exports compliance events by date range and category (JSON or CSV)
  • Actor tracking — Every event records who performed the action (user, system, partner, or admin)
The compliance dashboard in the portal shows your firm’s current status across key controls:
  • Access logging enabled
  • Role-based access control active
  • Export tracking in place
  • Audit log integrity verified
  • E2EE status
  • MFA enforcement
  • Data processing agreement signed

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For Estate Planning Compliance

Complete Audit Trail

  • Every action logged with tamper-proof chain
  • User attribution for all activities
  • Timestamp accuracy to milliseconds
  • Export capabilities for compliance reporting

Access Documentation

  • Clear permission grants from clients
  • Revocation records
  • Legal verification for sensitive permissions
  • Chain of custody for data access

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For Insurance Documentation

Export Verification

  • All exports logged with timestamp
  • Export recipient (user) tracked
  • Format and content recorded
  • Prevents unauthorized distribution

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Security Best Practices

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For Firms

  • Remove seats promptly when employees leave
  • Use role-based access (Manager/Viewer vs Admin)
  • Regularly audit team member access
  • Limit Admin role to those who need it
  • Only assign clients to team members who need access
  • Review assignments periodically
  • Remove assignments when projects end
  • Use Viewer role for read-only needs
  • Use strong, unique passwords (minimum 12 characters with special characters)
  • Enable two-factor authentication (MFA) for all team members
  • Don’t share login credentials
  • Log out when finished
  • Review login activity for new device alerts

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For Clients

  • Grant minimum necessary permissions
  • Start with restrictive presets, expand as needed
  • Review and revoke unused access
  • Be cautious with Manage Heirs
  • Check audit logs regularly
  • Investigate unexpected activity
  • Review export notifications
  • Verify firm legitimacy independently
  • Revoke access when relationships end
  • Modify permissions if needs change
  • Keep track of all connected firms
  • Don’t grant access to unverified firms

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Incident Response

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If You Suspect Unauthorized Access

For Firms:
  1. Review recent audit logs
  2. Verify all team member accounts
  3. Remove any suspicious seats
  4. Contact Storehouses support
  5. Notify affected clients if confirmed
For Clients:
  1. Revoke access from suspicious firms
  2. Review audit logs for unauthorized activity
  3. Change your account password
  4. Contact Storehouses support
  5. Document the timeline of events

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Reporting Security Issues

To report security vulnerabilities or incidents:
  • Email: security@storehouses.app
  • Include: Description, steps to reproduce, impact assessment
  • Do not publicly disclose until resolved

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Data Retention

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Encryption

All data is protected with industry-standard encryption:

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Questions

No. When items or other data are deleted, they are removed from the database. Firms cannot view deleted data. However, the audit log records that a deletion occurred.
No. When a client revokes access, the firm immediately loses all access to client data. Our security controls prevent any data retrieval after revocation.
The cryptographic chain makes tampering detectable. Any modification to an entry breaks the chain, creating an obvious discrepancy. While no system is 100% tamper-proof, altering our audit logs would require extraordinary effort and would leave forensic evidence.
Storehouses staff do not have routine access to client data. Administrative access requires documented justification and is logged. We never share data with third parties except as required by law.
If you suspect a firm account is compromised, immediately revoke their access. This cuts off their ability to view your data. Review your audit logs to understand what was accessed.

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Next Steps

For Firms

Using the portal securely

For Clients

Managing firm access

Permissions

Permission system reference

Portal Overview

Estate Manager Portal overview