> ## Documentation Index > Fetch the complete documentation index at: https://docs.storehouses.app/llms.txt > Use this file to discover all available pages before exploring further. # Security & Compliance > How the Estate Manager Portal protects client data with enterprise-grade security controls ## 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. ## Security Architecture ### Defense in Depth Every request to access client data passes through multiple security layers: First, we confirm who you are: * Valid login credentials * Active session * Account in good standing 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 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. ## Audit Logging ### Comprehensive Activity Tracking Every action in the portal is logged: | Action Category | Examples | | ---------------------- | ---------------------------------------------- | | **Authentication** | Login, logout, session refresh | | **Data Views** | Dashboard access, item views, collection views | | **Data Modifications** | Item create/edit/delete, collection changes | | **Exports** | PDF generation, CSV downloads, print actions | | **Administrative** | Permission changes, team changes, assignments | | **Firm Notes** | Note creation, edits, deletions | ### What's Recorded Each audit entry captures: | Information | Description | | ----------- | --------------------------------------------------- | | **Who** | The firm and specific user who performed the action | | **What** | The action taken (viewed, edited, exported, etc.) | | **When** | Precise timestamp of the action | | **Where** | Which item, collection, or resource was affected | | **Details** | Specific changes made (before and after values) | ### Tamper-Proof Records Audit logs are protected by a cryptographic chain that makes tampering detectable: Action recorded with unique fingerprint Links to first entry's fingerprint 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. ### 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 Clients can view all firm activity on their account: * Every action from every connected firm * Complete audit trail of all data access * Export activity reports **Can see**: * Which firm user performed each action * Exact timestamp * What was accessed or changed * Export activity ## Data Isolation ### 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 ### Client Data Boundaries * Items (with View Items) * Valuations (with View Valuations) * Collections (with Manage Collections) * Locations (with Manage Locations) * Heirs (with View Heirs/Manage Heirs) * Client login credentials * Client billing information * Client's other share links * Client's other firm relationships * Client's personal notifications ## Permission Security ### 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 ### 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 ### Sensitive Permissions Some permissions require additional verification: | Permission | Additional Requirements | | ------------ | ---------------------------------- | | Manage Heirs | Legal verification documentation | | Export Data | Client notification on each export | ## Compliance Features ### 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 ### For Estate Planning Compliance * Every action logged with tamper-proof chain * User attribution for all activities * Timestamp accuracy to milliseconds * Export capabilities for compliance reporting ### For Legal Requirements * Clear permission grants from clients * Revocation records * Legal verification for sensitive permissions * Chain of custody for data access ### For Insurance Documentation * All exports logged with timestamp * Export recipient (user) tracked * Format and content recorded * Prevents unauthorized distribution ## Security Best Practices ### 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 ### 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 ## Incident Response ### 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 ### Reporting Security Issues To report security vulnerabilities or incidents: * Email: [security@storehouses.app](mailto:security@storehouses.app) * Include: Description, steps to reproduce, impact assessment * Do not publicly disclose until resolved ## Data Retention | Data Type | Retention Period | | --------------------- | --------------------------------------- | | Audit logs | Indefinite (never deleted) | | Active relationships | Until revoked | | Revoked relationships | 90 days after revocation | | Firm notes | Until firm deletes or relationship ends | | User sessions | 24 hours of inactivity | ## Encryption All data is protected with industry-standard encryption: | What | Protection | | --------------------------- | -------------------------------------------------------------------------------- | | Data sent over the internet | TLS 1.3 encryption in transit (same security as online banking) | | Data stored in our database | AES-256 encrypted at rest | | Passwords | Argon2id hashed (we never store actual passwords) | | Login sessions | Cryptographically signed tokens | | Audit logs | Tamper-evident cryptographic hash chain | | Client data (with E2EE) | AES-256-GCM client-side encryption — zero-knowledge, server never sees plaintext | | Integration credentials | AES-256-GCM encrypted before storage | ## 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. ## Next Steps Using the portal securely Managing firm access Permission system reference Estate Manager Portal overview