Mortgage Brokerage IT · Vancouver, BC

IT support for mortgage brokerages in Vancouver

A mortgage broker's inbox and file system hold some of the most sensitive documents a small business ever sees: tax returns, pay stubs, bank statements, credit reports and identification, usually all for the same client at once. Most of that traffic moves through Filogix or a similar lender submission platform and a stack of individual lender portals, with email filling in the gaps. Hexafusion supports Lower Mainland mortgage brokerages with document security, lender platform connectivity and engineers who understand why a mortgage file needs a different standard of care than an average client email.

Mortgage brokerage systems we support

Privacy and compliance

Mortgage brokers in BC are regulated by the BC Financial Services Authority (BCFSA) under the Mortgage Services Act, which sets licensing, conduct and recordkeeping standards specific to mortgage brokering. BC PIPA governs how the brokerage collects, uses and discloses client personal and financial information generally, with PIPEDA applying alongside it for activities in the course of commercial activity. The documents a mortgage file typically contains, tax returns, bank statements, credit reports and identification, are about as sensitive as personal financial information gets, which raises the practical bar for how that file should be stored and transmitted well above general office practice. This is general information, not legal advice.

Common IT problems we fix for mortgage brokerages

• Client financial documents arriving by unprotected email. Tax returns and bank statements sent as plain email attachments by clients who do not know better. We set up a secure upload portal that fits into your existing workflow.
• Shared drive with no access separation. Mortgage files accessible to anyone in the office regardless of who is working the deal. We implement role-based access matched to your team structure.
• Filogix or lender portal connectivity failures. Often a network or certificate issue, not the platform itself. We trace these to the actual root cause.
• Credit bureau access left on a general-purpose login. Credit bureau access deserves its own tightly controlled login, not a shared general staff account. We help set up access that is properly scoped and auditable.
• Phishing targeting mortgage closings. Fraudulent fund transfer instructions timed around funding dates are a known pattern in this industry. We put email security and verification habits in place.
• No IT ownership for a small brokerage. Most mortgage brokerages have no one whose job is IT, which is exactly where document security gaps go unnoticed. We take that ownership off your plate.

How AI can improve your work

• Client communication drafting. AI tools can draft routine status update emails to clients moving through the mortgage pipeline, reviewed before sending. Privacy safeguard: Draft inside your Microsoft 365 tenant, never a public chatbot, since these messages reference a client's financial standing.
• Document checklist summaries. AI can scan a submitted document set and flag what is missing before it goes to underwriting. Privacy safeguard: Run this through a tool your brokerage has reviewed for data handling; never upload tax returns or bank statements to a public AI tool.
• Lender submission note drafting. AI-assisted first drafts of the cover note accompanying a lender submission, built from the broker's deal notes. Privacy safeguard: Keep client identifying detail inside your own secured systems when drafting; the broker reviews before it is sent to a lender.
• Rate and product comparison summaries. AI can summarize current lender rate sheets into a simpler comparison for internal use. Privacy safeguard: Use only your own licensed rate data; verify figures before sharing any comparison with a client.
• After-hours client intake. An AI phone assistant can collect basic intake information from a prospective borrower outside office hours and route it to a broker. Privacy safeguard: Configure the assistant to avoid collecting full financial detail by phone; that should wait for the secure document portal.

How Hexafusion helps

We start with an AI readiness assessment that looks specifically at where AI tools would touch client financial documents, since that is where the real exposure sits for a mortgage brokerage. We set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so tax returns and bank statements cannot leak into a public AI model, and train brokers and support staff on safe use. For brokerages that want to go further, we build custom assistants, including our own AI phone assistant for intake and overflow call handling. Any AI build-out beyond basic setup and training is scoped and quoted as its own separate project.

Which plan usually fits

Most mortgage brokerages land on Managed, our recommended plan: unlimited remote help desk during business hours (subject to our Fair Use Policy) and onboarding and offboarding support as broker and support staff change. Given the sensitivity of the documents a mortgage file holds, many brokerages choose to move to Secure, which adds onsite support and a deeper security posture. Onsite support is included only on our Secure and Enterprise plans; remote-only plans do not include a site visit. After-hours response, a quarterly vCIO review and ongoing testing are Enterprise-only. Servers, including any on-premises server or always-on cloud server you want us to manage, are an add-on and are not included in any plan. See plans for full details.

Frequently Asked Questions

Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).

Related industries we support

Alongside mortgage brokerages, see financial services IT support and professional services IT support. See the full list on industries we serve.

Compliance baseline behind every Hexafusion engagement

Mortgage brokerage IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations.

• Identity and access: Microsoft Entra ID with Conditional Access, multi-factor authentication (MFA) enforced on every account, compliant-device sign-in.
• Endpoint protection: Endpoint Detection and Response (EDR) on every device, deployed before the user receives the laptop.
• Disk encryption: BitLocker on Windows, FileVault on Mac, with central key escrow.
• Backup and recovery: Managed backups with documented retention and periodic restore tests.
• Privacy aware: Audit logging, role-based access, and a breach-response process kept current with Office of the Privacy Commissioner guidance.

Who you actually work with

Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.