Data Privacy Policy
Effective Date: 1/30/2025
Last Updated: 1/31/2025
Heartwood Financial Group (the “Company”, “we”, “our”, or “us”) is committed to protecting the privacy of our customers' personal information. This Data Privacy Policy explains how we collect, use, disclose, and protect your personal information in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable provincial privacy laws.
1. COLLECTION OF PERSONAL INFORMATION
We collect personal information that is necessary to provide mortgage services, process applications, and comply with legal and regulatory obligations. The types of information we collect include but are not limited to:
Identification Information: Full name, date of birth, social insurance number (SIN) (if required by law), driver’s license, passport, or other government-issued identification.
Contact Information: Mailing address, phone number, and email address.
Financial Information: Bank account details, credit history, employment information, income, debts, and financial statements.
Property Information: Property address, mortgage details, appraisal reports, and ownership history.
Credit and Loan Information: Credit reports, loan applications, mortgage details, payment history, and credit scores from third-party credit bureaus.
Online and Technical Information (if applicable): When using our website, we may collect device information, IP address, browser type, and cookies.
We collect this information directly from customers, financial institutions, credit bureaus, and public records as required.
2. PURPOSE OF INFORMATION COLLECTION:
To administer employment matters and manage internal business operations. To understand client needs and recommend appropriate products.
We collect and use your personal information for the following purposes:
To process mortgage applications and assess eligibility.
To verify identity and prevent fraud.
To comply with legal, regulatory, and anti-money laundering/anti-terrorist financing requirements.
To communicate with customers about their mortgage accounts, transactions, and updates.
To conduct credit checks with authorized third parties.
To improve our services, website, and customer experience.
To meet compliance obligations under PIPEDA, provincial laws, and financial industry regulations.
3. CONSENT
By providing your personal information, you consent to our collection, use, and disclosure of your information as outlined in this policy. You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions.
4. DISCLOSURE OF PERSONAL INFORMATION
We do not sell or rent your personal information. However, we may disclose information in the following circumstances:
With Your Consent: When you authorize us to share your information.
Financial Institutions & Credit Bureaus: To assess creditworthiness and process mortgage applications.
Service Providers & Partners: Third-party service providers assisting in mortgage processing, legal services, and financial reporting.
Regulatory Authorities & Law Enforcement: When required by law or for fraud prevention.
Business Transactions: In the event of a merger, acquisition, sale of our business or other similar corporate transaction, personal information may be transferred.
5. DATA SECURITY & PROTECTION
We implement physical, technical, and administrative security measures to protect your personal information from unauthorized access, theft, or misuse. Security measures include:
Data Encryption for sensitive financial and personal information.
Restricted Access to authorized personnel only.
Secure Storage & Disposal of customer records.
Regular Security Audits to ensure compliance with privacy laws.
Despite our efforts, no security system is completely foolproof. Customers are encouraged to safeguard their account information and report any suspected breaches.
6. RETENTION OF PERSONAL INFORMATION
We retain personal information only as long as necessary for business and legal purposes. Once no longer required, we securely dispose of or anonymize the data.
7. CUSTOMER RIGHTS & ACCESS TO INFORMATION
Under PIPEDA and applicable provincial laws, you have the right to:
Access your personal information upon request.
Request corrections if your data is inaccurate or incomplete.
Withdraw consent for data processing (subject to legal restrictions).
File a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated.
To exercise these rights, contact our privacy office in section 11.
8. COOKIES & ONLINE TRACKING (IF APPLICABLE)
Our website may use cookies and tracking technologies to improve user experience. You can manage your cookie preferences through your browser settings.
9. THIRD-PARTY LINKS
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before providing any personal information.
10. CHANGES TO THIS POLICY
We may update this Data Privacy Policy from time to time to reflect legal changes or business needs. We will notify customers of any significant updates through our website or direct communication.
11. CONTACT INFORMATION
If the above steps fail to resolve your concern to your satisfaction, your issue may be reviewed by the Privacy Commissioner of Canada who you may contact at any time in this process, by writing to:
The Privacy Commissioner of Canada
30 Victoria Street, Gatineau
Quebec K1A 1h4
Or by telephone, toll free, at 1 800 282 1376 or by TTY at 1 819 994 6591 or email privacy@heartwoodfinancial.ca.