Newbury Building Society

Data Protection

The Data Protection Act sets out rules for processing personal information (known as personal data) and applies to paper and computer records.

The Act requires people and organisations (data controllers) that hold personal data about individuals (data subjects), to comply with the rules of good information handling practice, known as the data protection principles. The principles require, amongst other things, that personal data is processed fairly and lawfully, is accurate and relevant and is subject to appropriate security.

The Information Commissioner is responsible for enforcing the Act and for providing advice and assistance to both data controllers and data subjects. The Commissioner's focus is on seeking to promote compliance with, and adherence to, best practice.

If an individual believes he or she is directly affected by the processing of personal data and has been unable to resolve the matter with the data controller, the Commissioner can be asked to assess whether the processing is likely or unlikely to be carried out in compliance with the Act. If the Commissioner makes an assessment that the processing by the data controller is unlikely to have been carried out in compliance with the Act, the Commissioner will then decide whether remedial action is warranted. If so, he will try to achieve that with co-operation of the data controller.

More information on the Data Protection Act can be obtained from the Commissioner's website www.informationcommissioner.gov.uk or by telephoning 01625 545700.

The types of personal information we may collect from you?

We will collect various items of information about you when you complete our application forms. This may include:

Name and address
Contact details (telephone numbers and e-mail address)
Date of birth
Marital status
Sex
Nationality
Employment details

How we will use your information

We will only use your personal information for the following purposes:

• To assist with any request you make to us, to acknowledge or keep you informed about such request; or to obtain additional information needed to fulfil it.
• Regulatory authorities (e.g. Financial Services Authority) carry out routine audits for consumer protection. Our auditors may require access to personal records during their enquiries. We may also be required to disclose personal information including sensitive personal data such as criminal convictions.
• We may need to give third party organisations access to our records where there is a legitimate business need ( i.e. to transmit and collect money, investigate complaints, distribute statements and rate change notices, resolve IT issues, develop and test new computer software). We ensure that all third party organisations give written agreement to comply with all the requirements of the Data Protection Act.
• To produce market research for developing products and services; statistical analysis; creating and maintaining a customer profile; and producing management reports for internal use only.
• With your consent, to keep you up to date with products, services and special offers that we feel may be of benefit to you. These communications could relate to mortgages, savings or other financial services through Newbury Building Society. We believe this is important because personal circumstances and financial needs change and what may not be suitable for you now, may be appropriate in the future. The majority of our updates are by post. We may occasionally contact you by telephone or e-mail. We understand that you do not want to be inundated with these types of communication, so we endeavour to keep them relevant, using the information we hold about you. We do not share your personal information with other organisations for this purpose.

When you apply for and take out a mortgage with us we will use your information:

• For underwriting your mortgage application. This includes disclosure of relevant information to the valuer and solicitor, so that they can carry out our requirements and their roles; to employers, landlords, lenders, bankers, accountants and any other third party the Lender reasonably needs to contact for a reference.
• To make enquiries of licensed credit reference agencies (CRAs) (including Equifax Europe (UK) Ltd, who operate the Equifax Europe System) for assessing your credit history. These agencies will keep a record of the search we make. We also use an electronic verification process for money laundering purposes and register account details with the National Hunter system, who may make them available to other mortgage lenders in the interests of fraud prevention.
• To be able to make enquiries of licensed credit reference agencies, we are required to release payment information (positive or negative) to them on a monthly basis. This data may be used for debt tracing and recovery.
• To give to general insurance companies if you choose to take out buildings, contents or MPPI (Mortgage Payment Protection Insurance) through us. This also includes mortgage indemnity companies and title insurance companies where we require these products. Details of the insurers are available on request.
• For registering details of repossessions with the Council of Mortgage Lenders' Possessions Register (if applicable), which is held by Credit Reference Agencies.
• We will retain your mortgage application form, copies of identification, supporting underwriting documents (including references and statements), information relating to transactions on your mortgage account and correspondence. This information will be retained throughout the term of the mortgage to maintain your account and deal with enquiries, and for seven years after your mortgage is repaid, for evidential purposes.

Security of personal information

We have in place security procedures for the storage and disclosure of your personal information to prevents its loss, misuse, alteration or theft and in order to comply with the Data Protection Act 1998. Access to computer records is password protected and storage areas are kept locked and fire-protected.

Access to personal information held by us

Under the Data Protection Act 1998 you have the right to obtain a copy of the information we hold about you on payment of a prescribed fee (currently £10). If you are looking for copies of specific information (rather than all of it), we will charge a fee if there is substantial work involved in locating the data and we will contact you prior to any work being carried out that would result in a fee being charged.

If you wish to exercise this right, please write to us at the address below or ask for a form at your local branch. It will take up to 40 days to process your request.

Head Office: 17 Bartholomew Street, Newbury, Berkshire, RG14 5LY

Keeping your personal information up to date

You may make a request to us to change or modify your information at any time (for example, you may change your e-mail address or decide that you no longer wish to receive marketing communications from us). If you are aware at any time that any of the information that you have given to us has changed then please let us know at the earliest opportunity of the changes that need to be made to the information we hold by writing to us at the address below or informing your local branch.

Head Office: 17 Bartholomew Street, Newbury, Berkshire, RG14 5LY

Cookies
A "cookie" is a small amount of data that is sent to a user’s browser from a web server and stored on a user’s computer, used to store and track information about the user. We collect information using Google Analytics cookies. The information is anonymous and does not contain your name, address, telephone number, or email address. We cannot personally identify you.

Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “Cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

How to disable cookies
You can easily delete any cookies that have been installed in the cookie folder of your browser. For example, if you are using Microsoft Windows Explorer:

Open 'Windows Explorer'
Click on the 'Search' button on the tool bar
Type "cookie" into the search box for 'Folders and Files'
Select 'My Computer' in the 'Look In' box
Click 'Search Now'
Double click on the folders that are found
'Select' any cookie file
Hit the 'Delete' button on your keyboard
If you are not using Microsoft Windows Explorer, then you should select "cookies" in the "Help" function for information on where to find your cookie folder.

We have notified the Office of the Information Commissioner of our data processing activities. Newbury Building Society's registration number is Z5627816, Newbury Mortgage Service's registration number is Z5437073.