Security

Application and data security

Encrypted in transit

All connections to TrustOffice use HTTPS/TLS encryption. This helps protect data sent between your browser and our servers from interception or tampering by third parties.

Access controls

Access to your account requires authenticated login. Internally, access to production systems and data is restricted to authorized personnel who need it to operate and improve the service, and administrative access to production is protected by its own two-factor gate. Additionally, administrators can only view an account through an audited impersonation session - a banner is shown on your account whenever it is in use, and every action taken is logged and included in your Audit Defense records.

Admin access and your privacy

By default, TrustOffice administrators have limited access to your account for support purposes only. That access is always logged, and any support session on your account displays a visible banner - nothing happens in the dark. If you ever see a banner you do not recognize, contact us immediately and sign out all other devices from Settings.

Two-factor authentication (2FA)

You can add two-factor authentication to your account in Settings. Once enabled, signing in requires both your password and a rotating 6-digit code from an authenticator app on your phone (such as Google Authenticator, Microsoft Authenticator, or 1Password). Even if someone learned your password, they could not sign in without that code.

When you enable 2FA we give you ten single-use recovery codes. Print them or save them somewhere safe that is separate from your phone - they are the way back into your account if your phone is ever lost or replaced. Each recovery code works once, so you can use them one at a time until you can re-enroll a new phone.

If you enter too many incorrect codes, sign-in pauses for a few minutes as a protection against guessing - your account is never permanently locked, and the screen always tells you exactly how long to wait. Recovery codes work even during that pause.

For extra protection on your most sensitive actions, downloading a document from your vault or granting a successor-trustee packet also asks for a current authenticator code (when 2FA is enabled on your account).

Your devices and sessions

In Settings you can see every device signed into your account (browser, IP address, and when it was last active) and sign out any of them remotely - or sign out everywhere else with one click. If you ever lose a device or suspect someone else has access, you do not need to call us to cut them off.

Data separation

Governance data you enter (trust and entity profiles, governance tasks, minutes/decision records, distributions, compensation information, and structural maps) is logically separated by account. We design our data model so that one customer cannot access another customer's information.

Backups and continuity

Your records are protected two ways. First, TrustOffice maintains encrypted nightly snapshots of its databases, stored separately from the main production system. Second - and most importantly - your data is backed up to your own cloud: you can connect your personal Google Drive, Dropbox, or OneDrive and TrustOffice automatically copies your vault there every week, so your documents live in a place you control even independent of us.

You can also download a complete export of your records at any time, and if a trust is dissolved and archived, the full archive remains downloadable as a single bundle. Your records are never hostage to your subscription.

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Payment security

No card numbers stored by TrustOffice

We use a third-party payment processor (such as Stripe) to handle subscription payments. Your full payment card details are sent directly to the payment processor and are not stored on TrustOffice servers. The processor is responsible for PCI-DSS compliance and secure handling of card data.

Subscription and billing data

We store limited billing information (such as your chosen plan and subscription status) so we can manage your account and access, but we do not store full card numbers.

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Operational and account security

Account protection

We encourage you to use a strong, unique password for your TrustOffice account and to keep your login details confidential. If you suspect any unauthorized access, contact us immediately so we can investigate and help secure your account.

Monitoring and logging

We maintain logs of key application events (such as sign-ins and important changes) to help detect unusual activity and support security reviews.

Staff practices

Team members with access to production systems are trained to handle data carefully and are bound by confidentiality obligations.

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Your responsibilities

Security is a shared responsibility. You are responsible for:

• Controlling who has access to your account and any shared login credentials.
• Reviewing your account regularly for signs of unusual activity.
• Complying with your own legal and governance obligations when entering and using trust and entity information inside TrustOffice.

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Reporting a security issue

If you believe you have found a security vulnerability or see suspicious activity related to your account, please contact us as soon as possible:

Please include as much detail as you can so we can investigate quickly. We take all security reports seriously and will work with you to address any confirmed issues.

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Security incident notification

In the event of a security incident affecting your data, we will notify affected users in accordance with applicable laws and our Privacy Policy.

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No absolute security guarantee

No security system is perfect. While we work hard to protect your data, we cannot guarantee absolute security. This page describes our security practices as of the date of the last update and does not constitute a security guarantee or warranty.