What Is 'Personal Information'?
Why Dubord Brokers collects personal information
Dubord collects and uses personal information for the following purposes:
- To provide mortgage brokering services to clients
- To offer products and services suited to individual client needs, including arranging and/or renewing loans and/or mortgages
- To inform clients about group creditor insurance and other products offered or approved by Dubord Brokers that may be of interest to clients
- To verify client credit worthiness through credit bureau inquiries and personal information agents
- To advise clients of their financial options, as well as ongoing developments within the mortgage market and industry
- To audit the services provided to our clients
- To comply with all municipal, provincial, federal and other applicable laws
Except when otherwise permitted by law, Dubord Brokers 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. With regards to credit matters, for example, it is essential that we know a client’s financial worth as well as credit record. We will also contact other Lenders, financial institutions, credit bureaus and employers. A client’s consent is therefore important, because without it we will not be able to carry out the appropriate inquiries, which might make it difficult for us to offer our clients 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. Clients will notice that the declaration of consent is clear and unambiguous.
The most common method we use to obtain a client’s consent is by means of the application. Where practical, we may also obtain a client’s consent through oral communications or other written documentation.
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 our ability to provide the client with loan or mortgage services. A Dubord Consultant will inform the client of the implications of such withdrawal. To withdraw consent, a client should contact the Chief Privacy Officer in writing at:
5165 Queen Mary
Attn: Chief Privacy Officer
Use and disclosure of personal information
Dubord Brokers 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 (see “Why Dubord Brokers collects personal information"). Under certain circumstances, Dubord Brokers will disclose a client’s personal information to third parties. Specifically, personal information may be used, shared and disclosed to, from or with members of Dubord Brokers, 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 consent.
Under certain circumstances, Dubord Brokers may disclose personal information where:
- required or authorized by law to do so (i.e. if a court issues a subpoena)
- a client has consented to the disclosure
- mortgage services by Dubord Brokers are provided to a client requiring us to give personal information about said client to a third party (i.e. to a Lender in a real estate mortgage transaction)
- the client’s consent will be implied, unless the client tells us otherwise
- it is necessary to pull a credit bureau report for purposes of processing a mortgage transaction
- the protection of Dubord Broker’s best interests, or the protection of public interests, require the denouncement of criminal activity such as fraud or money laundering. In all such cases, authorities will be contacted and personal information may be disclosed
- Dubord Brokers retains a law firm to act on our behalf for any reason
- the information has already become public knowledge
Limiting collection and retention of personal Information
Dubord Brokers will retain personal information for only so long as it is needed to fulfill the purposes for which it was obtained, and to meet our professional requirements as set out by our governing regulatory bodies and/or any other legal requirement.
Dubord Brokers 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.
Dubord Brokers endeavors to maintain adequate safeguards to protect against loss, theft, unauthorized access, disclosure, copying, use or modification of clients’ personal information. We apply 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.
Client lists are never passed on to third parties, other than affiliated members of Dubord Brokers. When hired, our employees and agents must strictly undertake to respect the confidential nature of client information. Only employees who need to view a client’s file as part of their work have access to this information.
Accountability and openness
Dubord Brokers website
Communicating with Dubord Brokers
We recognize that convenience and quick access to advice must be balanced with security needs. We use many different means to communicate with clients, some of which are more convenient, such as email. Our emails are sent with industry standard 128 bit encryption. Such encryption, however, does not guarantee privacy and security as encrypted messages can nonetheless be subject to interception and translation. If you do not wish us to communicate with you by email, please speak with a Dubord Consultant about alternative arrangements.
If you have questions or comments regarding the management of your personal information, please contact our Chief Privacy Officer at:
5165 Queen Mary