Finance & real estate
Data backup for mortgage and insurance advisors
Mindtime backs up the laptops your advice software runs on, your Microsoft 365 or Google Workspace mail and files, and any office server or NAS, to its own data centres in the Netherlands and Germany. The copies are immutable, so ransomware cannot rewrite your client history.
In Dutch, German or English.
- NL · DEStored only in our own Tier III data centres in the Netherlands and Germany
- ImmutableObject Lock storage plus an air-gapped copy; every backup job is checked
- ISO 27001 · NEN 7510Audited security, with a data processing agreement in every contract
- NL · DE · ENSupport from people, no offshore call centres or chatbots
In short
Mortgage and insurance advisors need a backup of their client files because the AFM expects you to show how each piece of advice came about, long after the client signed. Mindtime keeps immutable, checked copies of your laptops, mailboxes and servers in its own data centres in the Netherlands and Germany, with an extra air-gapped copy.
What's at stake
The data mortgage and insurance advisors can't afford to lose
Client dossiers and advice reports
The file shows the client's income, wishes and risks, and why you recommended this mortgage or that policy. Without it, you cannot defend the advice when a complaint arrives years later.
Mortgage applications in progress
Payslips, employer statements, valuation reports and offers move between you, the client and the lender against fixed deadlines. Losing them halfway delays a purchase that already has a transfer date at the notary.
Policy portfolio and commission records
Your portfolio overview and the correspondence with insurers support renewals, claims assistance and your commission income. Rebuilding them from insurers' statements takes weeks of admin.
Rules and obligations
What the rules ask of mortgage and insurance advisors
Summarised from the sources listed at the bottom of this page. This is general information, not legal advice.
An AFM licence for advice and mediation
Advising on or mediating in financial products such as mortgages and insurance requires a licence from the AFM under the Wft. Once licensed, a firm must keep meeting ongoing requirements, including requirements on how the business is run. [1]
Record the basis of every mortgage advice
The AFM's guidance on mortgage advice (revised 2026) states that an adviser must be able to show the advice came about correctly. To do so, the adviser keeps the relevant client information in the file, along with the details of the recommended product. [2]
Wwft for life insurance intermediaries
The Wwft, the Dutch anti-money-laundering act, covers financial service providers that mediate in life insurance. If that includes your firm, customer due diligence records belong in your backup scope. [3]
DORA usually does not apply to advisory firms
DORA's ICT rules do not apply to insurance intermediaries that are micro, small or medium-sized enterprises. The banks and insurers you place business with do fall under it. [4]
Not a sector under the Cyberbeveiligingswet
Financial advice and insurance mediation are not among the sectors the NCSC lists for the Cyberbeveiligingswet, the Dutch NIS2 law. The GDPR (AVG) still applies to the personal and financial data in your client files. [5]
When it goes wrong
One attachment, three laptops
Illustrative example: an adviser at a four-person firm opens a fake invoice, and overnight the laptop and the shared OneDrive folders are encrypted. Because the folders sync, the damage spreads to colleagues' laptops by morning. Mindtime holds immutable copies of the Microsoft 365 files and the laptops, so after a malware scan the firm restores the client folders from before the attack. The open mortgage applications continue from those files instead of from scratch.
How Mindtime protects it
Backup for mortgage and insurance advisors, workload by workload
- Laptop and endpoint backupDesktop advice software and locally saved scans make each adviser's laptop part of the client file.
- Microsoft 365 backupMost client correspondence and signed documents pass through Outlook and OneDrive.
- Google Workspace backupFirms that work in Gmail and Google Drive need the same independent copy of their client mail and files.
- NAS backupArchived dossiers and scans on a Synology or QNAP NAS in the office need an off-site, immutable copy.
The software you use, and what we protect around it
| Adviesbox | Advice and administration software that is installed on your laptops or desktops. If Adviesbox runs on your laptops, Mindtime backs up those laptops. |
|---|---|
| eBlinqx (Faster Forward) | Back-office for client files and mortgage applications. For a hosted platform like this, check the supplier's export and retention terms; Mindtime protects the mail, documents and devices around it. |
| ANVA | Cloud platform for advisers and brokers. Ask ANVA how you can export your data and how long it is retained; Mindtime backs up the Microsoft 365 or Google Workspace account and laptops your team works on. |
| Microsoft 365 or Google Workspace | Client email, scanned payslips and signed offers often sit in Outlook, OneDrive or Google Drive. Mindtime backs up both platforms, with a 7-day free trial. |
Before you switch
What mortgage and insurance advisors ask us first
We're a small firm. Is a separate backup worth it?
Size doesn't change what you would lose: the client file is what you rely on in a complaint. You can start with Microsoft 365 or Google Workspace backup on a 7-day free trial and add laptops later. Questions go to people in Dutch, German or English, not to a chatbot.
Our advice software is in the cloud, so it's backed up already.
The supplier protects its own platform under its own terms, so check its export and retention terms. Much of the client file lives elsewhere anyway: mailboxes, scans on laptops, a shared drive. Mindtime backs up those parts, as immutable copies in its own data centres in the Netherlands and Germany.
Is our clients' financial data safe with a backup provider?
Data is encrypted with AES-256 in transit and stored only in Mindtime's own Tier III data centres in the Netherlands and Germany. Admin actions need MFA, Mindtime is ISO 27001 and NEN 7510 audited, and you sign a data processing agreement with the contract.
FAQ
Questions about backup for mortgage and insurance advisors
Does DORA apply to my advisory firm?
Usually not. DORA excludes insurance intermediaries that are micro, small or medium-sized enterprises, which covers most advisory firms. The obligations attached to your AFM licence still apply, including the ongoing requirements on how you run your business, and a documented backup of your client files is a practical part of that.
How long do we need to keep client files?
There is no single period for every record. The Belastingdienst requires seven years for your business administration, and if you mediate in life insurance, the Wwft adds its own customer due diligence records. Agree a retention period per type of record with your compliance adviser, and make sure the backup covers every place those records are stored.
What happens if an adviser's laptop is stolen?
The hardware is gone, but the client data on it is not, provided the laptop was backed up. Mindtime's endpoint backup covers Windows, macOS and Linux laptops as well as mobile devices, so the files can be restored to a replacement machine. Handle the theft itself under your GDPR (AVG) procedures.
How do we get started?
Book a free 15-minute demo, or start the 7-day free trial of Microsoft 365 or Google Workspace backup straight away. Support is in Dutch, German and English, from Mindtime's own team rather than an offshore call centre, and every contract includes a data processing agreement.
See it with your own data
Book a 15-minute demo
We show you a backup and a restore, and answer your questions in Dutch, German or English. No offshore call centres, no chatbots.