Transaction Security

The brief

Transaction Security treats each deal file as a controlled record. We design access, sharing, retention and audit trails around the way a brokerage or legal office actually runs a transaction, rather than imposing a generic corporate policy.

A single transaction can involve a dozen parties, several platforms and hundreds of messages. If a brokerage cannot show who accessed a document or where a copy went, it has difficulty answering a complaint, a regulator or a client's privacy request with confidence.

Problems this service resolves

• Deal documents emailed as attachments and copied to personal drives
• Shared links that never expire and are not tied to a named recipient
• No consistent folder structure, so files are hard to produce on request
• Records kept longer, or shorter, than policy or regulation requires
• No audit trail when a client asks who has seen their personal information

What you receive

1. A standard transaction-file structure with role-based access
2. Expiring, recipient-specific sharing for documents and offers
3. Retention and disposal schedules tied to regulatory requirements
4. Audit logging and a clear process for producing a file on request
5. Encryption for devices, mail and removable media
6. Guidance for agents on what may and may not travel by text or personal messaging apps

A fit for these real estate businesses

We most often deliver Transaction Security to mortgage brokers, land developers and commercial real estate firms. Each has its own regulators and its own rhythm, so we adjust scope and language accordingly. A small team may need a lightweight version of the service, while a multi-office firm needs a standard it can enforce consistently.

Security and privacy built in

Whatever the service, we treat client information as if it were our own. For Transaction Security that means multi-factor authentication, least-privilege access, encrypted storage and a written record of who can see what. Our guidance aligns with PIPEDA and BC PIPA, and we select vendors with SOC 2-aligned practices wherever the market offers them.

Working with the systems you already own

We do not start by replacing your tools. Transaction Security typically works with SharePoint, OneDrive, Google Drive, Microsoft Purview and BitLocker, together with the CRM, MLS or property-management software already in your office. Where a product is not serving you, we say so and explain the options, including the cost of switching, and we remain vendor-neutral throughout.

Pricing in plain terms

Starting points for Transaction Security follow our standard ranges. Managed work begins at $89 to $199 per user per month, projects at $2,500 and senior advisory retainers at $1,500 per month, while a security assessment starts at $1,900. GST of 5% applies, a 10% launch discount is offered to new clients, and the first thirty-minute consultation is free.

Starting well

The first two weeks of Transaction Security are about discovery and quick wins: inventorying what you have, confirming ownership of accounts and fixing anything urgent. We then present a plan with priorities, effort and cost. Only when you approve it do we proceed to larger changes, so there are no surprises on the invoice or on the day.

How we report

You receive a short monthly report on Transaction Security, written for a reader without a technical background. It covers what we did, what we found and what we recommend next, together with the measures that matter. Measured by the share of active deals stored in the standard structure, and the time to assemble a complete file for review. Quarterly, your advisor meets with leadership to review the roadmap and adjust the budget.

How Transaction Security works in practice

Every engagement begins with a conversation and a short written findings note. For Transaction Security, we start with A standard transaction-file structure with role-based access, then agree priorities with you and work through them in stages. The language we use is deliberately plain: if a managing broker, owner or strata council cannot follow a recommendation, we have not explained it well enough. We document each step so the arrangement does not depend on any one person.

Questions and answers

Is there a lock-in contract?

No. We work month to month after onboarding. You own your accounts, domains and data, and we hand over documentation if you choose to leave.

What is Transaction Security?

Controls that follow a deal from listing to possession: who may see which documents, how they are shared, and how the record is preserved. It is delivered by ITRE, an IT services and consulting firm for real estate, which means we advise and implement but do not resell hardware for margin.

Who is Transaction Security for?

It is designed for brokerages, developers, property managers, strata corporations and the professionals who work with them. The scope is adjusted to the size of the business, from a small team to a multi-office firm.

Do you provide legal advice?

No. We implement the technical controls that your lawyer or compliance officer specifies, and we work comfortably alongside them.

How do you measure success?

We agree measures at the outset and report monthly. Measured by the share of active deals stored in the standard structure, and the time to assemble a complete file for review. Targets are objectives rather than guarantees, and we explain any shortfall.