Vanilla

Jun 25, 2026

Print Share

Estate Planning Software Security: What RIAs Need to Know

Estate planning is built on a foundation of sensitive conversations and personal information: beneficiary designations, trust structures, asset distributions, family dynamics, and tax strategies.

For RIA firms evaluating estate planning software, security belongs at the center of the decision-making process. As clients increasingly demand transparency into how their data is being used and managed, and regulators step up scrutiny on technology infrastructure, RIAs need to partner with vendors that understand the high stakes of data security.

The nuances of estate planning data

All financial data is sensitive, and estate planning data is no exception. A client’s estate plan is tied to their life and legacy: who gets what, which family members know how much, how wealth transfers when someone dies, and the parameters around the transfer. 

Estate plans hold personal data, financial details, family structures, and legal strategies that demand enterprise-grade protection. Most legacy tools and manual estate planning solutions – spreadsheets, shared drives, email threads – can’t provide the safeguards required for such sensitive data. RIAs supporting estate planning need purpose-built platforms with integrated security controls.

The business case for rigorous  estate planning security

With heightened awareness about the impact of digital security breaches across all industries, today’s clients have high expectations.

When advisors can say, “Our planning platform undergoes an annual SOC 2 Type II audit, and all data is encrypted both in transit and at rest,” they’re transcending compliance jargon to provide a powerful trust signal.

Platforms that emphasize security encourage more engagement and collaboration. Clients who know their estate documents are protected  will be more willing to share sensitive details, add family members to conversations, and engage with multiple professionals to create a comprehensive strategy.

For firms actively prospecting, security elevates the estate planning value proposition, giving potential new clients early confidence that information security is prioritized from day one and building a foundation that translates across the wealth spectrum. A mass-affluent client setting up their first will and a UHNW family sharing decades of estate documents both want the same basic assurance: that the platform holding their data was designed to keep it safe.

Evaluating estate planning software security features

When evaluating vendors, RIA executives and operations leaders should ask specific questions and require documented answers about the following security capabilities: 

SOC 2 Type II Compliance

A SOC 2 Type II audit is the baseline for enterprise software security, conducted by an independent CPA firm. It assesses how a vendor manages data across five Trust Service Criteria: security, availability, processing integrity, confidentiality, and privacy. Type II specifically tests whether controls are maintained consistently over a period of time.

Ask vendors when they first achieved SOC 2 compliance, how often they’re audited, and whether they can share their most recent report. A vendor with a clean audit history (i.e. a report with no findings) dating back several years demonstrates sustained commitment.

Multi-factor authentication (MFA)

MFA for software that processes personal data is non-negotiable. Without it, a compromised password can expose an entire client book. MFA should be turned on for all users accessing client data.

Not everyone on your team needs access to every client file, so look for role-based access controls. A platform that restricts access based on job responsibilities limits internal exposure and supports the principle of least privilege.

Encryption at rest and in transit

Client data should be encrypted both when stored and when transmitted. The standard for data at rest is AES-256 encryption, while data in transit should be protected by Transport Layer Security (TLS). Encryption keys should be stored in a dedicated key management service and rotated regularly. Ensure your potential vendor can explain how they handle encryption keys.

Audit trails and monitoring

Secure platforms generate logs that track who accessed what, when, and from where. Ask vendors whether they monitor for anomalous access, whether they have a formal incident response plan, and how quickly they notify clients in the event of a security event.

AI and data privacy

If a platform offers AI-powered features, and most do, you need to understand exactly how the vendor uses client data in the context of AI.

Some AI-powered platforms use customer and client data to train or improve their models. A client’s beneficiary designations, trust provisions, and family structure are among the most sensitive details they’ll ever share with an advisor. That information should power the immediate task at hand and nothing else.

Ask vendors directly: Is any client data used to train or fine-tune AI models? What data retention requirements are in place in your AI infrastructure? Can AI features be disabled entirely?

How Vanilla approaches security

Security has been central to Vanilla’s platform from the start, built to meet the rigorous security standards of large financial institutions. Vanilla undergoes an annual SOC 2 Type II audit across the AICPA Trust Service criteria for security, availability, and confidentiality, and has earned clean reports since it began audits in 2022. 

The platform uses AES-256 encryption for data at rest, TLS encryption for data in transit, and requires multi-factor authentication to access client data. Role-based access controls limit data exposure to individuals with appropriate authorization. An independent third party conducts penetration testing at least annually, and Vanilla’s Trust Center is available on demand through Safebase.

Vanilla’s AI features (V/AI) use commercial, enterprise-grade large language models through secure AWS and Anthropic infrastructure. No end-client data is ever used for model training or improvement. Data is only processed within the session, under zero-data-retention agreements with AI infrastructure providers. V/AI is also included in Vanilla’s SOC 2 audit scope, and the same security controls that govern the broader platform apply to our AI tools. And if a firm chooses not to use AI features at all, V/AI can be disabled entirely at the account level. 

Evaluate your estate planning technology with confidence. See how Vanilla’s SOC 2-compliant platform and enterprise-grade security can support your firm’s growth. Schedule a demo with us today. 

Frequently Asked Questions

What is SOC 2 Type II compliance, and why does it matter for estate planning software?

SOC 2 Type II is an independent audit conducted by a CPA firm that assesses whether a software vendor’s security controls are maintained over a period of time. Estate planning software platforms hold some of the most sensitive information a client ever shares: beneficiary designations, trust structures, family dynamics, asset distributions, and legal strategies spanning multiple generations. A SOC 2 Type II audit gives RIAs documented, third-party confirmation that the platform protecting that information meets rigorous security standards.

Does Vanilla offer multi-factor authentication (MFA)?

Yes. Vanilla offers MFA, a setting controlled by organization admins.. Role-based access controls further restrict data access based on job responsibilities, so team members only see what they need to.

How does Vanilla protect client data at rest and in transit?

Client data stored in Vanilla is encrypted using AES-256 and data in transit is protected by TLS encryption. Encryption keys are stored in a dedicated key management service and rotated regularly.

Does Vanilla conduct penetration testing?

Yes. An independent third party conducts penetration testing on Vanilla’s systems at least annually. Any identified vulnerabilities are remediated on a timeline consistent with the level of risk.

Where is client data hosted?

Client data, including backups, is hosted in AWS data centers located in the United States.

Can I access Vanilla’s security documentation?

Yes. Vanilla’s Trust Center is available on demand through Safebase. 

The information provided here does not constitute legal, financial, or tax advice. It is provided for general informational purposes only. This information may not be updated or reflect changes in law. Please consult with an estate attorney, financial advisor, or tax professional who can advise as to your particular situation.