Head Office will take reasonable steps to ensure the security of the data of client files.  Scanned documentation must be adequately protected and cataloged.  All client records and personnel records will be kept in locked cabinets or in secured electronic format.  All computers at head office will be password protected and data will be backed up on a regular basis by a third-party source.


Why Real Mortgage Associates Collects Personal Information

Real Mortgage Associates collects and uses Personal Information for the following purposes:
  • Provide mortgage brokering services to the Client and offer products and services best suited to their needs, including arranging and/or renewing loan(s)/mortgage(s), informing the client of group creditor insurance and other products offered or approved by Real Mortgage Associates or its affiliates that may be of interest to the Client;
  • Checking Client credit worthiness through credit bureau inquiry and personal information agents who have information on a Client’s financial position.  Signed client authorization must be obtained prior to running the client’s credit bureau.
  • Advising Clients of the financial options, as well as, ongoing developments of the mortgage market and industry;
  • Auditing the services provided to our Clients;
  • Compliance with all municipal, provincial, federal and other applicable laws; and
  • Such other specific purposes which are communicated to the Client by a member of Real Mortgage Associates before collection of such Personal Information.

Except when otherwise permitted by law, we will only use a Client’s Personal Information for the purposes identified to the Client. When Personal Information is to be used for a purpose not identified, we will take all reasonable steps to ensure that new purpose is identified prior to use.

How Do We Collect Personal Information?
The Client is our main source of information. With the Client’s consent, we may also obtain information directly from a third party to help us determine eligibility for various financial products and services. For credit matters, for example, it is essential that we know the clients’ financial worth as well as the clients’ credit record. We will also contact other lenders, financial institutions, credit bureaus and employers.  Consent is therefore important because without it, we will not be able to carry out the appropriate inquiries and it might be difficult for us to offer the credit product requested. In most cases, consent is given on the forms used for specific products or, from time to time, on a separate form.  The declaration of consent is clear and unambiguous.
Consent
A clients’ provision of Personal Information to Real Mortgage Associates means that they agree and consent that Real Mortgage Associates can collect, use and disclose such Personal Information in compliance with this Privacy Policy. Real Mortgage Associates will not collect, use or disclose a Client’s Personal Information without the Client’s requisite consent, except in certain extraordinary circumstances. Such extraordinary circumstances shall include without limitation, when legal, medical or security reasons make it impossible or impractical to obtain consent or where it is otherwise in the best interests of the Client.

Signed client authorization must be obtained prior to running the client’s credit bureau.

Our Clients may withdraw their consent by written notice to us at any time, subject to any legal or contractual restrictions and reasonable notice. A Client’s refusal to provide, or subsequent withdrawal of, his or her consent may affect Real Mortgage Associate’s ability to provide the Client with mortgage services. A member of Real Mortgage Associates will inform the Client of the implications of such withdrawal. To withdraw consent, a Client should contact the Chief Privacy Officer in writing at:
Attn: Chief Privacy Officer

Real Mortgage Associates 
3370 South Service Rd,
Garden Floor 
Burlington, Ontario

L7N 3M6
Phone: 
1 877 677 7778
Use and Disclosure of Personal Information


We will use a Client’s Personal Information to provide financial advice and services to the Client, to administer our database, to include Clients in direct marketing Activities and for the other uses described above under the heading “Why Real Mortgage Associates Collects Personal Information”. Under certain circumstances, Real Mortgage Associates will disclose a Client’s personal information to third parties. Specifically, Personal Information may be used, shared and disclosed to, from, or with, the members of Real Mortgage Associates, witnesses in a litigation proceeding, experts retained on a Client’s behalf, private investigators, agents retained on behalf of a Client, credit reporting agencies, credit bureaus, as well as such other third parties as are necessary to facilitate the matter for which the Client has retained our office and provided its consent.

Under certain circumstances Real Mortgage Associates may disclose Personal Information where:

  • required or authorized by law to do so, for example if a court issues a subpoena;
  • a Client has consented to the disclosure;
  • when mortgage services by Real Mortgage Associates are provided to a Client requiring us to give Personal Information about a Client to a third party (for example, to a lender in a real estate mortgage transaction) the Client’s consent will be implied, unless the Client tells us otherwise;
  • where it is necessary to pull a credit bureau for purposes of processing a mortgage transaction;
  • if Real Mortgage Associates engages a third party to provide administrative or support services to us (such as computer back-up services, payroll, shredding or archival file storage) and the third party is bound by our Privacy Policy;
  • protection of Real Mortgage Associate’s best interests
  • protection of public interests such as the denouncement of criminal Activity such as fraud or money laundering. In all such cases, authorities are contacted and personal information may be disclosed;
  • if we retain a law firm(s) to Act on our behalf for any reason; or
  • if the information is already publicly known.
Limiting collection and retention of Personal Information
Real Mortgage Associates limits the collection of a Client’s Personal Information to that which is necessary for the purposes identified in this Privacy Policy as same may be amended from time to time, or for any additional purpose identified to the Client before the collection of the Personal Information. As well, Personal Information is not used or disclosed for purposes other than those for which it was originally collected, except with the consent of the Client or as otherwise permitted by law.

Real Mortgage Associates will retain Personal Information only for so long as it is needed to fulfill the purposes for which it was obtained and to meet our professional requirements as set out our governing regulatory bodies and/or any other legal requirement, statutory or otherwise, from time to time.

Accuracy
Real Mortgage Associates strives to ensure that a Client’s Personal Information is as accurate, complete, and up-to-date as is necessary for the purposes for which it is used.
Safeguards
Real Mortgage Associates endeavors to maintain adequate safeguards to protect against loss, theft, unauthorized access, disclosure, copying, use or modification of Clients’ Personal Information in the care of the Real Mortgage Associates. Real Mortgage Associates uses various methods to safeguard personal information, including physical security, computer and electronic security, destruction of information no longer needed, and contractual protections with third party data processors.
Protection
Client lists are never passed on to third parties other than affiliated members of Real Mortgage Associates. When they are hired, our employees and agents must undertake to respect the confidential nature of client information. Only employees and associates who need to view the file as part of their work have access to this information.
Accountability, Openness and Client Access

Real Mortgage Associates is responsible for the Personal Information under its control and has appointed a Chief Privacy Officer to oversee our efforts to comply in all material respects with applicable privacy legislation and the terms of this Privacy Policy. The Chief Privacy Officer and those designated by the Chief Privacy Officer address and investigate questions or concerns regarding a Client’s Personal Information.

Real Mortgage Associates will provide a Client access to their Personal Information. The Client may correct or amend any inaccuracies in the Client’s Personal Information. Real Mortgage Associates has the right to refuse a request for access to Personal Information if:
  • The information is protected by legal privilege;
  • Granting access would reveal confidential commercial information;
  • The information was collected for purposes related to the detection and prevention of fraud;
  • The information was generated in the course of a formal dispute resolution process;
  • The information would likely reveal personal information about another individual;
  • The request is vexation or frivolous;
  • back_buttonTo protect our firm’s rights and property.