How to Share Customer Data Without Risk

In today’s digital landscape, resort developers and homeowners associations face increasing pressure to safeguard sensitive owner data while also sharing it with multiple service providers. Whether it’s for payment processing, reservations, marketing, or financial services, third-party vendors often require access to personally identifiable information (PII) and financial data. Yet every handoff presents a potential vulnerability.

How can industry leaders protect their clients while maintaining operational efficiency? The answer lies in implementing robust data security protocols—and partnering only with vendors who do the same.

Start with the Right Questions

According to James Kim, IT and cybersecurity lead at Trinity Service Enterprises, a leading provider of financial, reservation, and contact center solutions for the vacation ownership industry, the first step is due diligence.

“Developers should ask where their customer data is being stored and who has access to it,” he says. “The vendor should have a minimum access policy in place—meaning data access is limited to only those who absolutely need it. The more people with access, the greater the risk.”

Another key question: Is the data stored in the cloud, on local servers, or within a data warehouse? “At Trinity, most of our data is stored securely in the Microsoft Azure cloud, which includes built-in firewalls, multi-factor authentication, and encryption,” Kim notes. “Azure is ISO/IEC 27001 certified, which confirms compliance with one of the most respected international security frameworks.”

Look Beyond Certification

Trinity recently achieved its SOC 1 Type II Compliance, completing a rigorous independent audit that affirms the reliability and security of the systems handling financial and customer data. While such certifications are important, they’re only part of the equation.

“Being SOC certified means we follow stringent controls and document everything,” explains Felix Erazo, Chief Financial Officer at Trinity. “But what really matters is how we apply those controls—how we back up data, how we encrypt and transmit sensitive information, and how we respond if something goes wrong.”

Encryption, Tokenization, and VPNs

For any company transmitting sensitive data, encryption is non-negotiable. Trinity uses secure FTP (SFTP) with private key authentication to transfer files between clients and internal teams.

“Unlike older protocols, SFTP encrypts data in transit, making it much harder for bad actors to intercept or manipulate files,” Kim says.

Similarly, payment and banking information is protected using tokenization. “When a customer makes a credit card transaction, the card number is converted into a token,” Erazo explains. “We never see the full number—just the last four digits.”

Trinity also follows PCI compliance standards, referring to the Payment Card Industry Data Security Standard—a set of requirements designed to ensure all companies that process, store, or transmit credit card information maintain a secure environment.

Multi-factor authentication and encrypted Virtual Private Network (VPN) connections are required for accessing any Trinity platform. “No one can log in to our systems without going through a secure tunnel,” Kim says. “This protects client data from being compromised over public or untrusted networks.”

Constant Monitoring, Real-Time Alerts

Even the most secure system isn’t immune to attack. That’s why real-time network monitoring is crucial. Trinity works with Affiant Monitoring, a third-party cybersecurity vendor that tracks suspicious activity 24/7.

“The tools used by hackers are evolving fast,” Kim says. “You need technology that evolves even faster.”

Redundancy and Recovery Plans

In the event of a breach or system failure, backups become the last line of defense. Trinity performs encrypted backup daily and retains them for at least one year.
“One week of lost data could mean hundreds of thousands of dollars in missed revenue or reporting gaps,” Kim notes. “It’s an investment, but we understand the critical importance of data continuity.”

Fraud Detection and Email Threats

Email remains one of the most common gateways for cybercrime. Trinity uses AI filters and human oversight to screen for phishing scams and spoofed addresses.
“No system is perfect, but it’s how you catch and respond to threats that really counts,” says Erazo.

Vetting Your Vendors

When sharing owner data with vendors—whether for sales, marketing, or customer service—developers should insist on transparency.

“Always ask about encryption, firewalls, backup policies, and data access controls,” Kim advises. “And don’t assume compliance with one framework means the vendor is fully secure.”

At Trinity, even bank account management is tightly controlled. Only two authorized signers, including Erazo, can initiate fund transfers, and all instructions are pre-approved by the client.

Clients also receive daily reconciliation reports and can view their account activity in real-time via Koios, Trinity’s proprietary business intelligence portal. “Transparency builds trust,” Erazo adds. “That’s essential in today’s environment.”

Why It Matters

Vacation ownership is a relationship business. When owners entrust their personal and financial information to your resort or club, they expect it to be handled responsibly. A data breach not only jeopardizes those relationships—it can lead to regulatory fines, reputational damage, and costly legal fallout.

“You don’t have to be a Fortune 500 company to be targeted,” Kim says. “You just have to be vulnerable.”

A Trusted Partner

With offices in Las Vegas, San Diego, and Mexico City, Trinity Service Enterprises has emerged as a trusted partner to resort developers across the U.S., Mexico, and the Caribbean. Its end-to-end suite of services—from financial and contact center solutions to SaaS-based resort operations—comes with a commitment to security at every level.

“We’re not just ticking boxes,” Erazo says . “We’re constantly refining our practices because we know how much is at stake—for our clients and their owners.”

Judy Kenninger heads Kenninger Communications and has been covering the vacation real estate industry for two decades.