BoldTrail BackOffice: Security, Privacy, Data Retention, Reliability & Compliance

In real estate, safeguarding sensitive transaction data and maintaining reliable operations are essential for every brokerage. BoldTrail BackOffice is a transaction management and brokerage accounting platform built with security, privacy, reliability, and compliance in mind. This overview summarizes, at a high level, how we protect your data, how we help you retain and control it, how we maintain service continuity, and how we support your compliance efforts.

At BoldTrail BackOffice, safeguarding your data is a top priority. We adhere to stringent privacy standards as outlined in our privacy policy, including addressing specific legislation by jurisdiction as applicable.

We use leading cloud-based hosting providers that maintain robust security practices, helping to ensure the integrity and protection of your information. Our in-house security team drives continuous improvement, product hardening, threat assessment, risk evaluation, and threat monitoring for BoldTrail BackOffice.

We use current, industry-standard security protections, including but not limited to: encryption at rest (e.g., AES), encryption in transit (e.g., TLS), document safeguards on file uploads, and multi-factor authentication (MFA) support, with step-up verification required for sensitive actions taken in the system (e.g., payments).

We take a layered approach to security across our platform. For BoldTrail BackOffice, this includes continuous internal and external security assessment and ongoing automated vulnerability scanning, with identified issues remediated under our vulnerability management process. Third-party penetration testing is part of our broader security and compliance roadmap. We also maintain a documented vulnerability disclosure practice.

As a company, Inside Real Estate implements stringent internal controls aligned with SOC 2 standards. SOC 2 Type II certification has been achieved for BoldTrail FrontOffice. BoldTrail BackOffice is currently undergoing a SOC 2 Type II audit through 2026. All employee access to systems used by Inside Real Estate, including those containing customer data, is reviewed and documented before being approved or denied.

Within the product itself, we maintain an audit trail for user-related changes made by staff or agents, so you have a clear, reviewable history on each transaction and document. Changes are logged in detail and can be reviewed in the event of an audit.

BoldTrail BackOffice offers an early-access connector, built on the open standard Model Context Protocol (MCP), that lets you work with your BackOffice account from AI assistants such as Claude and ChatGPT.

Each connection is authorized individually through OAuth: you sign in with your own BoldTrail BackOffice credentials. An AI assistant can only see and do what the connected user can already see and do in the product. The connector introduces no new roles or permissions.

BoldTrail BackOffice does not send your data to any AI provider on its own. Information is shared with your AI assistant only when you, or an automation you have set up in that assistant, make a request, and only to the extent needed to complete it. You are responsible to protect any data shared from your BackOffice. Your AI provider may use your data for training.

The connector does not create a separate store of your records; it works directly against your existing BoldTrail BackOffice account.

Once information reaches your AI assistant, its handling (including retention and any model-training settings) is governed by your agreement with that provider, such as Anthropic or OpenAI. We recommend reviewing those settings and terms of use for your organization. In addition, we recommend you review any use of AI – as a brokerage and on behalf of your licensed agents – with your board, state association, MLS and/or real estate license regulator to ensure compliance with their policies, rules and procedures.

You can disconnect BoldTrail BackOffice from your AI assistant at any time in the assistant's settings. You may also control who in your organization is allowed to use the MCP access.

BoldTrail BackOffice uses cloud-based hosting providers based in the United States.

We maintain an audit trail and retain your records for as long as you remain a BoldTrail BackOffice customer in good standing, giving you a reviewable history of each transaction and document to support your record-keeping and compliance needs.

For customers who need data removed, we can facilitate deletion requests in line with applicable privacy regulations , except for records we are legally required to retain (e.g., eSignature certificates). Deletion requests are handled through a controlled, verified process with our team. You can start a request using this article.

We also provide options for you to export and back up copies of your transactions and documents to your preferred location. This step can be automated, and we recommend adding a checkpoint in your compliance workflow to confirm local copies are retained where needed. If you have specific data residency requirements or concerns, please speak with our team so we can help address your needs.

BoldTrail BackOffice runs on modern cloud infrastructure with high availability across its core components, providing resiliency, failover, and rapid recovery in the event of an outage, while scaling with traffic volume. Where applicable, services and data are distributed across multiple geographic availability zones.

We maintain regular, isolated, encrypted backups of customer data and documents, and our recovery processes are routinely tested and validated.

We follow business continuity and disaster recovery practices that include regularly tested backup and recovery processes, along with clear escalation and communication paths. Where applicable, service levels may be defined in your software license terms and conditions.

We use real-time monitoring and telemetry to identify and respond quickly to issues affecting overall system health and performance, and we maintain a formal incident response program designed to quickly identify, contain, and escalate service disruptions while keeping customers informed.

For real-time updates on platform status, you can refer to our status page.

We support a broad range of customer compliance efforts across digital software services and real estate regulatory requirements, including the following.

Electronic signature compliance. The BoldTrail BackOffice eSignature capability (BESS) is designed to support legally recognized digital signatures used in real estate transactions. It complies with the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA), and aligns with EU Regulation No. 910/2014 (eIDAS) for electronic identification and trust services. To support enforceability and auditability, the system provides tamper-evident documents, timestamped signature events, unique transaction identifiers, and a complete audit trail attached to the signed record. A consumer consent disclosure (CCD) is provided to eSignature participants to acknowledge the use of eSignatures for legally binding contracts. These customer controls provide secure, verifiable customer records.

Payment Card Industry Data Security Standard (PCI DSS). Inside Real Estate does not directly store, process, or transmit credit card data. BoldTrail BackOffice relies on PCI DSS-compliant third-party payment processors for both connecting bank accounts and processing transactions. Depending on the types of payments you facilitate, you may be required to review and accept the terms provided by partner payment processors (e.g., merchant agreements).

BoldTrail BackOffice is used by brokerages across Canada, and we recognize that Canadian brokerages may operate under federal and provincial record-keeping and privacy obligations.

Record retention and inspection.BoldTrail BackOffice helps you comply with any federal or provincial recordkeeping obligations by maintaining a reviewable audit trail, retaining your records for as long as you are a customer, and allowing you to export or reproduce transaction records and documents on demand for audits or regulatory inspection.

Data residency. BoldTrail BackOffice is hosted with cloud providers in the United States. For brokerages that prefer or need records held in a specific location, we provide options to export and back up copies of your data to a hosting location of your choosing. If you have specific data-residency requirements, our team can work with you on an approach that fits your needs.

Privacy. We handle personal information in line with our privacy policy.

Please note. This overview is provided for general information only. It is not legal or compliance advice, and it is not a certification of compliance with any regulations. Brokerages remain responsible for meeting their own regulatory obligations. We recommend confirming your specific requirements with your legal counsel. Our team is glad to help you understand how BoldTrail BackOffice can support your compliance program.