- Role-based accessApproved
- Restrictions by entity and propertyLive
- Approval workflowsSynced
- Segregation of dutiesPosted
- Audit trailReady
Company · Trust
Property management software security, on NetSuite's foundation
RIOO is built natively on Oracle NetSuite, so property data is protected by NetSuite's infrastructure, access controls and audit trails, with RIOO's own permissions and workflows on top. This page explains what is secured by whom, how access works for property teams, and what to ask in a security review.
Security & accessNetSuite roles
- ControllerApprove journalsAllowed
- Property managerApprove bills ≤ $5kAllowed
- Leasing agentView GLRestricted
- TechnicianClose work ordersAllowed
09:41Bill VB-2207 approved · M. Chen09:44Posted to GL · system
How is RIOO secured?
RIOO is secured in three layers: Oracle operates NetSuite's cloud infrastructure and platform security, RIOO secures its application, portals and integrations, and your organisation controls users, roles and approvals. Because records live in your NetSuite account, security teams review one environment rather than two.
RIOO's records live in your NetSuite account rather than a separate database, so the security of your property data rests on three layers. Oracle operates the NetSuite cloud infrastructure, data centres and platform security. RIOO builds the property application on the NetSuite platform and secures its own components and integrations. Your administrators configure users, roles, approvals and integrations for your organisation.
That model has a practical benefit: your security and audit teams review one environment for finance and property operations, rather than a NetSuite account plus a separate property system with its own users, passwords and logs.
Why does a single platform reduce security risk?
Every extra system that holds tenant and financial data adds user accounts, credentials, integrations and copies of sensitive records to protect. Keeping property data in your NetSuite account reduces the number of places personal data lives, means one set of roles to review and puts every change in one audit trail.
What does it mean that RIOO data lives in NetSuite?
Core RIOO records, such as properties, leases, tenants, charges and work orders, are stored in your NetSuite account. They inherit NetSuite's hosting, encryption, backup and access controls, and your administrators manage users and roles in the same place as the rest of your ERP. Portals and integrations connect to that account rather than keeping a separate copy of the ledger. Confirmdata residency wording
How is payment data protected?
Payment data is protected by keeping card and bank details with PCI-compliant payment providers, which store them as tokens, so full card numbers are not held in RIOO or NetSuite. Access to payment settings and gateway credentials is limited to specific roles, and changes are logged. ConfirmPCI scope statement
How is personal data handled?
Tenant personal data, such as contact details, identity documents and screening results, should be limited to what is needed, restricted by role and retained only as long as your policy and law require. Screening reports stay with the screening provider or are attached to the application with restricted access. Confirmdata retention controls
In detail
What controls protect property data?
Property data is protected by role-based least-privilege access, restrictions by subsidiary and property, approval workflows for rent changes, write-offs and payments, segregation of duties between creating, approving and paying, NetSuite system notes as an audit trail, and two-factor authentication for staff.
Role-based access
NetSuite roles define what each user can see and do: leasing agents, community managers, technicians, accountants and controllers each get least-privilege access.
Restrictions by entity and property
Roles can be restricted by subsidiary, location, department or class, so a regional manager sees only their communities.
Approval workflows
Rent changes, concessions, write-offs, vendor bills and payments can require approval by amount or type, using NetSuite workflows.
Segregation of duties
Separate who creates, approves and pays, for example vendor set-up versus payment release.
Audit trail
NetSuite system notes record who changed what and when on transactions and records, including property records. See audit trail and controls.
Authentication
NetSuite supports two-factor authentication and single sign-on options for staff. ConfirmSSO configuration supported with RIOO
Tenant and portal access
Residents and tenants access only their own lease, balance, documents and requests through the portal. Confirmportal authentication method
Payments
Card and bank payments are processed by integrated gateways such as Cardknox, AsiaPay and Cybersource; card data is handled by the processor. ConfirmPCI scope statement
Where is data stored?
Data is stored in the NetSuite data centre region associated with your NetSuite account. Oracle publishes information about its data centre locations and certifications. RIOO components outside NetSuite, such as integration services, run on cloud infrastructure; ask us for the current list of sub-processors and regions. ConfirmRIOO hosting providers and regions
What certifications apply?
Oracle publishes NetSuite's compliance attestations, such as SOC 1 and SOC 2 reports and ISO certifications, through its trust resources. RIOO's own certifications and assessments should be confirmed directly with us for your review. We do not claim certifications here that we cannot evidence in your security pack. ConfirmRIOO SOC 2 / ISO status before stating any
How it works
What should you ask in a security review?
In a security review, ask which data stays in NetSuite and which is processed outside it, which sub-processors and regions integrations use, how support access is granted and logged, which role templates are recommended, how releases are tested, and how incidents are notified.
Further reading: security, compliance and data privacy in NetSuite property management.
- 01
Which data stays in NetSuite, and which, if any, is processed outside it?
- 02
Which sub-processors and regions are used for integrations, messaging and payments?
- 03
How are RIOO staff granted support access to our account, and how is that logged?
- 04
What role templates do you recommend for leasing, maintenance and finance?
- 05
How are releases tested and communicated?
- 06
What is the incident notification process and timeline?
Use cases
Which access controls are available?
Available access controls include NetSuite role-based permissions, restrictions by subsidiary, property or region, approval workflows above thresholds for bills, journals, write-offs and concessions, two-factor authentication for privileged roles, single sign-on options for staff, and NetSuite system notes recording every change.
Role-based permissions
NetSuite roles define what each user can see and do, record by record.
Segment restrictions
Users can be restricted to specific subsidiaries, properties or regions.
Approval workflows
Bills, journals, write-offs and concessions route for approval above thresholds.
Two-factor authentication
Required by NetSuite for privileged roles.
Single sign-on
Available through NetSuite's SSO options for staff. ConfirmSSO scope
Audit trail
System notes record who changed what and when.
How it works
What should be in your security review?
A security review should cover the vendor's security documentation, NetSuite's certifications for the hosting layer, role and segment design for each user group, how portal users authenticate and what they see, integration roles and credentials, and the incident response commitments in your contract.
- 01
Request the vendor's security documentation and certifications.
- 02
Review NetSuite's own certifications for the hosting layer.
- 03
Map roles and segment restrictions for each user group.
- 04
Check how portal users authenticate and what they can see.
- 05
Review integrations, their roles and credentials.
- 06
Confirm incident response and notification commitments in the contract.
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Who is responsible for what?
Responsibility is split three ways: Oracle NetSuite runs the data centres, infrastructure, platform availability and patching; RIOO maintains its application code, releases, portals and integrations; and your organisation manages users, roles, approval policies and integration credentials. The table shows each area.
| Area | Oracle NetSuite | RIOO | Your organisation |
|---|---|---|---|
| Data centre and infrastructure | Yes | ||
| Platform availability and patching | Yes | ||
| Property application code and releases | Yes | ||
| RIOO integrations and connectors | Yes | Configure credentials | |
| Users, roles and restrictions | Tools provided | Recommended role templates | Yes |
| Approvals and segregation of duties | Tools provided | Workflow configuration | Yes |
| Data quality and retention policies | Guidance | Yes | |
| Third-party apps you connect | Yes |
Who is responsible for which controls?
Security responsibility is shared: NetSuite covers the platform and hosting, RIOO covers its application and portals, and your organisation covers user access, role design, approval policies and any integrations you add. Document that split in your security review so each control has a named owner.
Compare
How do portal users differ from staff users?
Portal users differ from staff users in where they sign in and what they see. Staff use NetSuite with roles limited by segment, residents and tenants see only their own lease, balance and requests in the tenant portal, owners see their properties' statements, and vendors see assigned work orders.
| User type | Where they sign in | What they can access |
|---|---|---|
| Staff | NetSuite with their role | Records allowed by role and segment |
| Residents and tenants | Tenant portal | Their own lease, balance, requests and documents |
| Owners | Owner portal | Statements and reports for their properties |
| Vendors | Vendor access Confirm | Assigned work orders and their bills |
Checklist
Access review checklist
- Remove users who have left within a day.
- Review roles quarterly against job duties.
- Check segment restrictions for regional staff.
- Rotate integration credentials on schedule.
- Review audit logs for unusual changes to bank details.
Talk to a specialist
See security & permissions on your own portfolio.
This page explains what is secured by whom, how access works for property teams, and what to ask in a security review.
Is RIOO data stored in NetSuite?
Yes. RIOO's property, lease, tenant and transaction records are NetSuite records in your own account, protected by NetSuite's infrastructure, roles and access controls. Some integration services, such as payment gateways and messaging providers, run outside NetSuite, so ask for the current sub-processor list during your security review.
Can we restrict managers to their own properties?
Yes. NetSuite roles can be restricted by subsidiary, location, department or class, so each manager sees only the properties they manage, both in screens and in reports. Regional managers can be given a wider set, and finance roles can see the whole portfolio, all within one permission model.
How does RIOO support audits?
NetSuite system notes record who changed which record or transaction and when, approvals are captured in workflows, and every general ledger line drills down to its source lease, invoice or work order. Auditors therefore review one environment for property operations and finance, instead of reconciling evidence from two systems.
Does RIOO store card details?
Card payments are processed by integrated payment gateways, which handle card data under their own compliance programmes and return tokens, so full card numbers are not stored in RIOO. Confirm the PCI scope for your specific setup and gateways with us during your security review. Confirm
How do RIOO support staff access our account?
Support access to your account is granted through controlled NetSuite access that your administrators approve, using a defined role rather than shared credentials, and activity is logged in NetSuite. Your team can review or remove that access at any time. Details are in our security pack. Confirmsupport access model
Is RIOO SOC 2 certified?
Security documentation, including the status of certifications such as SOC 2, is shared during your security review under NDA. NetSuite publishes its own certifications for the hosting layer, which cover the infrastructure RIOO records run on. Ask for both sets of documents during evaluation. Confirmcertifications
Can we restrict a property manager to their own properties?
Yes. NetSuite roles control which records and actions a user can access, and segment restrictions limit them to particular subsidiaries, properties or regions. A regional manager sees only their buildings, while finance roles can see the whole portfolio. Changes to roles are logged in system notes.
Where are documents stored?
Documents attached to leases, inspections and work orders are stored with your NetSuite account in its file cabinet, so access follows the same roles as the records themselves. Retention and deletion should follow your own policy and local law, such as data protection rules for tenant documents. Confirmdocument storage
Can portal users reset their own passwords?
Yes. Residents, tenants and owners reset their own passwords through the portal's secure reset flow, which sends a link to the email address on their contact record. Staff do not need to handle passwords, and changes to contact email addresses can be restricted to authorised roles.
How quickly can access be removed for a leaver?
Immediately. Deactivating the employee's user in NetSuite removes their access to RIOO records and reports at once, since RIOO uses NetSuite roles. Portal access for residents, tenants or owners ends when the related contact's portal access is revoked, for example after move-out or a change of ownership.
Related
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