Privacy & Security of Your Data
Your Security and Our Security
With the news of large government and corporate databases being hacked, internet security is a valid concern for anyone using online tools, no one can guarantee the security of online data, however, using common sense and best practices go a long way to minimizing risk.
QuickEstate™ takes the privacy and security of client data very seriously and has implemented a set of practices and technologies to protect our clients and ourselves.
How much information does QuickEstate™ collect?
QuickEstate™ only collects information that will streamline the settlement of your estate. How much or how little information you wish to input is up to you.
What benefits your executor the most is having immediate access to general information: who needs to be contacted, where legal documents can be found, what you own, what you owe and everybody and everything can be found.
QuickEstate™ does NOT collect Personal Identification Numbers
QuickEstate™ does not collect personal ID numbers, such as social insurance numbers, driver’s license numbers, passports or digital passwords. Most people are not comfortable storing these online, including us!
What benefits your executor the most is having immediate access to these numbers; knowing where to find them offline.
QuickEstate™ allows you to store contact details on everyone involved in your estate: executors, beneficiaries, professional advisors and regular service providers.
What benefits your executor the most is having a clear picture of who’s involved and how to reach them. QuickEstate™ collects first names, last names and telephone numbers. Other information, such as company names, secondary phone numbers, email and mailing addresses is optional.
QuickEstate™ does not allow for the uploading of copies of confidential documents. We simply take inventory of your legal documents and where they can be found.
What benefits your executor the most is knowing where to find original documents, because when the time comes, copies will not suffice for probate and estate administration purposes.
Asset & Debts
Account numbers for assets and debts are optional. If a user wishes to add an account number, they are restricted to four digits. We do NOT collect identifiers such as transit numbers or SWIFT codes.
What benefits your executor the most is knowing where an asset or debt is located. There is no need for QuickEstate™ to store complete account details because, when the time comes, your executor will have access to everything they need in hard copy or digital statements.
Account Balances and Cost Bases
Filling in account balances and cost bases is also optional.
When the time comes, your executor must establish exact date of death values for each asset and debt, for probate and tax purposes. Until then, ballpark estimates of market values or even leaving these fields blank is fine.
What benefits your executor the most is having accurate records of the cost bases of your assets. Tracking down cost bases after someone passes away is painful and time consuming. It creates extra work for the accountant and significantly increases their fees.
If you prefer not to store your cost bases in the app, keep them updated and available offline.
Deleting Your Data
You can delete data fields anytime and even delete your entire estate file, under Account Settings. Your file can be permanently purged from our servers, with an email request.
Before deleting anything, print or download our reports to your own computer to prevent loss of data.
Our Security Protocols
To protect our client’s confidential information and our own security, QuickEstate™ developers use best practice security protocols in developing new features and for ongoing maintenance.
Security: Servers are hosted by Amazon Web Services (AWS), physically secure 7 days a week, 24 hours a day, 365 days a year. Server architecture consists of multiple security zones with a firewall to monitor and control traffic. Prevention and Intrusion Detection software monitors and blocks intruders.
Reliability: AWS’s uptime is approximately 99.99%, preventing failovers.
Controlled Access: Server access is restricted, only available on an “as needed” basis, and access is tracked.
Data at Rest: Our server is auto encrypted with AWS security keys to prevent break ins and is stored in a private instance (i.e. not shared) in the cloud.
Data Backup: Data is backed-up hourly to prevent loss of data.
Data in Transit: Secure Sockets Layer (SSL) certificates are encrypted locks that prevent hackers from intercepting data in transit between your computer and our server. Encryption algorithms scramble your data into unintelligible gobbledygook until it safely reaches our sever.
Encrypted Fields: We specifically encrypt sensitive data fields, such as name of user, financial institution, last 4 digits of an account number, phone numbers, and others.
Upgrades: Software upgrades and security patches within the application are regularly upgraded to protect against new vulnerabilities.
Internal Audits: We continuously audit our own software for gaps and to identify new protocols to improve the security and efficiency of our technology stack.
External Audits: We also retain external security experts who audit down to the code level. Their findings are reviewed, ranked by risk and, if necessary, corrective action is taken immediately.
Your User Responsibilities
Anyone going online bears responsibility for their own privacy and security. Here are some basic tips for reducing risk:
Keep user IDs and passwords safe and secure and regularly change passwords.
Choose custom passwords that are obscure, difficult to guess, with a mix of upper and lower-case letters, special characters and numbers.
Do not share your log in credentials with anyone other than a trusted individual.
Do not store passwords in easily accessible files on your computer or cell phone.
Install virus protection, firewalls and anti-spyware on your computer.
QuickEstate™ sends very few general emails to clients. Do not respond to emails from addresses that may look similar to QuickEstate™ but contains strange numeric characters or a design inconsistent with our own. If in doubt, do not open the email and contact us immediately.
Close internet browsers immediately after use to prevent unwanted intruders from getting into your computer. Hackers constantly scan for open browsers on personal computers to gain access.
Update manufacturers’ software when asked to. Many of these updates include new and improved security features.
Do not input confidential information, that may put you at risk, in emails or texts.
Do not input confidential information on unsecured computers in public places such as internet cafés, libraries, and hotels.