Our Systems and GDPR

With the new General Data Protection Regulation (GDPR) coming into force this week, on 25th May, we’ve been working hard to ensure our systems are enhanced ahead of the new rulings, so that you can be confident that our technology will keep you compliant.

Our enhancements have addressed the main areas of GDPR relevant to the functionality of our systems and the way you use them: definition and handling of personal data, the right to be forgotten, recording of clients’ consent, data portability and the right to object. This blog explains how we have updated and improved each of our systems so that you can have complete peace of mind after 25th May.

Mortgage sourcing

Both MortgageBrain Classic and MortgageBrain Anywhere have had several improvements and enhancements in light of GDPR.

There is now much greater flexibility and control in client data handling, for example enabling you to choose various options when deleting client records or exporting client data – some of the main GDPR requirements.

Deleting data

As GDPR requires you to justify why you’re keeping client data, our sourcing systems now enable you to find dormant clients in order to delete their data or re-contact them if needed. There is a ‘find dormant clients’ option, which you can select to bring up the clients to review.

The new rules also state that no record can be kept of any client data which has been deleted. Therefore, your deleted clients list will only contain a unique client ID, who deleted the client, when, and why.

A ‘deleted clients’ list can be exported in a CSV file to another location allowing it to be saved as part of the GDPR record keeping process.

Exporting data

Another stipulation of GDPR is to be able to export client data in a common standard format. This is to comply with the ability to provide clients with their data so that they can check and confirm that what is being held is correct.

We have also now made it easy to export this data, with a new export button, which also allows you to save the data to a file which can then be given to the client.

CRM, back office support & compliance systems

The Key, our CRM system, stores a great deal of client data, so there is now additional functionality to ensure you can fulfil your GDPR responsibilities. The enhancements include the ability to record consent, and the right for clients to be forgotten.

There are multiple enhancements to recording consent located in the ‘consent manager,’ as well as the ability to record ‘processing consent.’ Users are also able to record marketing consent via mail, email, phone and text message.

All of the Key’s deletion processes have been reviewed to ensure all personal data is removed to comply with GDPR. We have included a new function, enabling you to select multiple client records to be deleted all in one go. You can also search free text recorded as notes in order to search for, and delete, personal data that isn’t stored in the main client record.

The Key’s data portability features have also been reviewed, so that all necessary personal data is available. Industry-standard formats are now used, and records of activity now kept within the Key.

Finally, we have also reviewed our Fact Find functionality and have ensured that amendment of dependents data is recorded to ensure compliance with GDPR.

Multi-lender mortgage application platform

MTE, our mortgage application system, as with our other products already fulfilled most of the GDPR requirements, with personal data being password protected and encrypted. However, we have made further enhancements ahead of this month’s implementation of the new rules, including the ability to delete applications permanently, export client data as a CSV file and the ability to keep a record of client data exports and deletions. Furthermore, we have introduced a new option to record a free text note when deleting a client.

Your responsibilities

While our systems enable you to be fully GDPR-compliant, there are still responsibilities which lie with you. These include ensuring your computers are running software which is fully secure, and operating systems supported by providers. Any applications you use should be kept fully up-to-date, as well as protected by strong passwords to ensure security of data you store. We also recommend using screensavers for when you’re away from your computer for added protection.

You can find details about GDPR and our privacy policy, terms and conditions and release notes for the latest versions of MortgageBrain Classic, MortgageBrain Anywhere, MTE, the Key and MortgageStream on the GDPR page on our website.

If you’d still like to read more about GDPR, with the regulations coming into place on 25th May 2018, a presentation on the topic can be found here.

Get your red trainers on!

We’re just over half way through another month, and it’s been a busy one for us all. Our fantastic sales team have been up and down the country throughout March presenting the Key Client Portal across the UK at events and conferences.

Integrating with both Mortgage Brain Classic and Mortgage Brain Anywhere, the Key is the industry’s leading back-office system, and its Client Portal now has a Fact Find functionality, which has made it even more sought-after!

For those of you who’ve not been lucky enough to bump into one of our team to find out what the Key offers, we’ve popped it all into a blog for you to explore for yourself.

The benefits: they’re for both you and your customer

The modern customer experience is a highlight of the Key’s Client Portal. Not only does the Portal provide your customer with a modern and efficient experience in their dealings with you, but it means that you can offer this as one of the main benefits for them to choose you as their broker.

The ease at which you can keep your clients up to date with the process of their application is another main highlight, with the Client Portal offering 24-hour access to both you and your customers via desktop, laptop, smartphone and tablet.

Safe and secure

Security is a top priority for us, and we ensure that it can be for you as well. The Client Portal enables you to request, send, collate and receive information securely from and to your clients. It acts as a completely secure method of communication and data storage, so you can both ensure anything you share within the Client Portal is kept safe.

Client-focused Fact Find

Of the Key’s capabilities, it’s the digital Fact Find functionality that has received the most interest since its launch – and why it will be the main focus of this blog – so you can enhance your digital customer journey even further.

The Fact Find functionality is designed to enable clients to provide their information as and when it is convenient for them. This information is then automatically attached to their record within the Key. It means that you can collect hard facts before any initial meetings. This saves you time potentially taking up to 30 minutes of the mortgage process and means that potentially your client meeting can focus on advice, rather than spending much of it gathering this information.

You also have the ability to lock or unlock your clients’ access to the Fact Find so that you can control when they can update and access the data.

While the above aren’t the extent of the Key’s highlights, they’re the most notable ones that our customers have found most useful when using the Key and its Client Portal. You can discover plenty more on our dedicated section on our website, where you can also begin your 30-day free trial.

You can find out more about the Key Client Portal, and its online Fact Find, at events up and down the country. Our events page will keep you up to date with where you can find us, and we also share where we are on Twitter @Mortgage_Brain and LinkedIn.

Keep your data secure with the Key

Cyber-crime is one of the biggest threats we face in our day-to-day lives – especially for those of us who spend a large chunk of our time on a computer.

With cyber-security of paramount importance, our role here at Mortgage Brain is to keep your client’s details safe and secure within our systems. This means that, as a broker, you are able to ensure that your clients have peace of mind throughout the mortgage advice process.

The Key is one of our flagship systems, and it holds a plethora of data about clients within it. So how do we ensure that it’s all kept safe and sound? We run through the security ins and outs for the Key below, so you can rest assured your data is kept safe with us.

How does it all work?

Like many systems nowadays, the Key stores all its data and documentation in ‘the cloud.’ Access to the system is restricted to approved users, supported by extensive configuration around password format and expiry.

There are then two ways in which this information is stored:

Locally stored information

Whilst data is in use and being updated, the Key operates with limited data stored temporarily on the user’s computer. Once the data is uploaded to the server – by saving it or closing the application altogether – this locally stored information is then removed.

Security at this end is where you come in.

Ultimately, the local computer environment remains under the control of the end user. We recommend you only use versions of Windows that are supported by Microsoft, and that they are kept up to date with regular system updates.

We also recommend that the latest anti-virus software is used at all times, as well as strong passwords changed regularly to keep the highest protection on your data.

Security

Server stored information

And this is where we come in. When we are hosting the Key, all server information is hosted with a leading Internet Service Provider within their data centres. These centres are protected by the latest, most sophisticated software as well as high-tech physical security systems – including CCTV, alarms, 24-hour monitoring and dual authentication access controls.

Personal data and documents within the Key are stored on servers with no direct connection to the internet. Access to them is via services hosted on separate, internet-facing servers. Data is also encrypted when it’s not in use, and access is controlled by firewalls that restrict all access other than that required to run the service.

There are also a number of other precautions we have in place, which are:

  • Microsoft-supported software
    Regular security updates
  • Anti-virus software on all servers

We also employ an independent security company who run regular tests against all aspects of our data security. Based on their findings, we make the changes and improvements necessary to ensure that your data within the Key remains secure.

For more information about how we keep your data safe in all our systems, you can take a look at our PDF here.

Introducing: New Secure Client Portal within the Key

We are delighted to announce the launch of our new online Client Portal within the Key: a facility where you and your clients can communicate and exchange documents securely and easily.

The Client Portal is the first in a series of enhancements being made to the Key this year, and is a functionality we’ve designed in order to improve and enhance the user experience and the adviser-client relationship.

So, what is it?
The new Client Portal is a virtual environment developed within the Key that allows you and your clients to exchange documents securely, as well as communicate through a secure messaging service.

Put simply, the Client Portal offers a secure space for you and your clients to share information and documentation, all in one place.

What are the main benefits?
The new functionality will enhance your service and support to your client. It will give you greater control and transparency of your exchanges with each of your clients. For your customers, the Portal allows them to upload and send you the documentation you request securely as well as enabling them to the view current status of their ongoing cases with you, be it mortgages, insurance or other products.

The interface is clean, straightforward and intuitive for your customers to navigate making this exchange of information and communication during the property purchasing process less stressful.
The online portal is available your customers on a 24/7 basis, and can be accessed via computer, tablet or smartphone, giving them complete freedom of choice as to when and where they log in.

Client Portal

How does it work?
Each client record will need to be set up for online access individually, to ensure that you can easily control which clients can access the Portal. This means you won’t have to create any unnecessary client accounts. Our user guide gives you step-by-step instructions on to how to do this.

In addition, because the Client Portal links directly to the Key database, only one person can access the client record at any one time which ensures complete data integrity throughout the system.

And what about the messaging service?
This is the place where you and your client can exchange messages with regard to their records and cases. It provides you both with a single place to communicate in, without the need to switch between the system and your emails, as well as peace of mind, with the knowledge that the Portal is completely secure.

The most recent secure messages will be displayed on the Portal’s home screen for your client’s convenience. Furthermore, every time there is a new message, your clients will receive an email so that they don’t have to keep logging into the Portal unnecessarily.

Similarly, in the Key, your clients’ messages are stored in one place, under each client record, making it much more efficient for you to access specific information about the cases you might be working on.

What’s in it for me and my client?
Your clients will not only be able to view their data, but also edit and upload their own information. Once you have initially set their client record up and activated it on the Portal, your client will be able to upload their own documents and data, which eliminates the need to send sensitive personal information via email.

The Portal will also save you time. Because it is linked directly to the Key database, there is no need to re-enter any data you already have on file for your clients. It’s simple to use and lets you work more efficiently.

Interested in finding out more? Make sure you read our full user guide in our Help and training section.

If you don’t yet have the Key, download your 30-day free trial by clicking here.

All the sourcing and sales processing power you can handle with ALL NEW MortgageBrain & the Key

With unrivalled mortgage sourcing and sales processing power, ALL NEW MortgageBrain integrated with the Key is a must have tool for writing business compliantly and easily.

1,000s of Advisers have already harnessed the power of both ALL NEW MortgageBrain and the Key armed with:

• Whole of market sourcing
• Budget Planner and Rate Shock calculations
• Stress testing: clear amber triangles marking unaffordable
products
• Complete compliance control and much more.

Call our Sales Support team on 0871 384 0194 or click here to download ALL NEW MortgageBrain or the Key and take advantage of both 30 Day FREE trials.

Compatible, Compliant & Customer Centric… Integrated Sourcing & Point of Sale from Mortgage Brain

Join the many that depend on ALL NEW MortgageBrain to provide accurate sourcing and the Key to provide you a compliant audit trail with stress free case management.

Compatible –                    ALL NEW MortgageBrain is integrated with the Key so there’s                                             no need to re-key any data.

Compliant –                     Full MMR compliance and audit trail end to end.

Customer Centric –        We offer FREE training sessions, videos and user guides and                                              we’re always here if you need us.

Call our Sales Support team on 0871 384 0194 or Chris Brown on 07876 717912 or click here to send us an email for more information or feel free to download one or both no-obligation FREE 30 day trials.

Seamless, Secure & Supported… Integrated Sourcing & Case Management from Mortgage Brain

Many already depend on ALL NEW MortgageBrain to provide accurate sourcing and the Key to provide a compliant audit trail with stress free case management too.

Seamless –   ALL NEW MortgageBrain is integrated into
the Key so there is no need to re-key data.

Secure –       With an encrypted online backup for the Key,
your client data is completely covered.

Supported – Take advantage of our FREE training,
videos and user guides.

Call our Sales Support team on 0871 384 0194 or Chris Brown on 07876 717912 or click here to send us an email for more information or feel free to download one or both no-obligation FREE 30 day trials.

Mortgage Brain completes MortgageStream Acquisition

Mortgage Brain, the market leading mortgage technology solutions provider, has announced today that it has completed the acquisition of point-of-sale and case management system provider, MortgageStream.

The acquisition, first announced at the beginning of December 2011, means that MortgageStream’s customers will now have direct access to multiple product channels including mortgage sourcing, e-trading, website provision plus a wide range of business partners offering cross sales opportunities.

The deal, completed for an undisclosed sum, means that 13.4% of authorised UK mortgage firms will now be using either the Key, Mortgage Brain’s flagship point-of-sale, CRM and compliance system or MortgageStream.

Click here to view the full article.

Join the Mortgage Brain Linkedin group… click here

Mortgage Brain scoops award hat-trick

Mortgage Brain, the industry’s most widely used and preferred mortgage technology solutions provider, has been crowned ‘Best Technology Provider’ for the third year in a row at the 2012 Mortgage Strategy Awards.

The company was shortlisted for the finals for the third successive year and excelled in all areas of the criteria set by a judging panel of high-level industry experts to once again, emerge number one in the ‘Best Technology Provider’ category.

This year’s win sees Mortgage Brain receive the prestigious accolade in successive years since the award was first introduced in 2010, which allows customers to vote for any company that provides technology solutions to the UK mortgage industry.

Mark Lofthouse, CEO of Mortgage Brain who collected the award on behalf of the company at the awards ceremony at Grosvenor House said, “To win this award once is a great achievement in itself; to win it three times in a row is absolutely amazing and is a great testament to the continuous hard work, commitment and dedication from our staff and partners.

“Despite the current economic challenges we’ve continued to grow market share across all areas of the business and with further investment and development of our technology and service offerings, we’re looking to build on this throughout 2012 and beyond.

“We’re thrilled that our continued focus, investment and delivery of market-leading technology solutions has been recognised at this year’s Mortgage Strategy Awards and would like to thank all of our customers and partners for their continued support.”

Join the Mortgage Brain Linkedin group… click here