Saffron Building Society takes the privacy and security of your data seriously. We have published this information to ensure that you are fully informed about the ways in which we handle information about you and your rights in respect of that information.
Who we are and how to contact us and our Data Protection Officer
Saffron Building Society of 1a Market Street, Saffron Walden, Essex, CB10 1HX is a data controller of your personal information. This means information that is about you or from which we can identify you. This privacy notice describes how we deal with your personal information. We are the data controller of this information under relevant data protection laws because in the context of our business relationship with you, we decide how and why it is processed in the ways explained in this privacy notice.
Our Data Protection Officer can be contacted at any time, especially if you have queries about this privacy notice or wish to exercise any of the rights mentioned in it: by phone on 0800 072 1100; email to email@example.com; or by post at the following address:
Saffron Building Society
1a Market Street
This privacy notice may be updated from time to time. This means we may send you an updated copy (depending on whether we are required to do that or not).
You must read this Privacy Notice which describes how we use your data when you use our Saffron for Intermediaries website and portal and during our business relationship.
You should familiarise yourself with the general Saffron Building Society Privacy Notice to understand how we use and protect the personal information that you provide to us about your clients.
What kinds of personal information about you do we process?
- Your title, full name, your contact details, including for instance your email address, office and mobile telephone numbers, fax number;
- Your correspondence address;
- Some personal data which acts as security information (e.g. your place of birth). To be used e.g. if you forget your password and you need to reset it;
- Records of how you have contacted us and, if you get in touch with us online, details such as your IP address.
How do we obtain your information?
Generally, we receive information about you from one or more of the following sources:
- Directly from you, when you register to use our Intermediary Mortgage Portal; make any changes to your user profile; when you use our Saffron For Intermediaries website; and when you sign up to receive product updates and other communications from us;
- From third parties such as Fraud Prevention Agencies;
- From your organisation (e.g. where others are authorised to submit applications to us on your behalf);
- From your legal and/or financial representatives;
- From publically available directories and information (e.g. telephone directory, social media, internet, news articles);
How do we use your information?
Data protection laws require us to explain what legal grounds justify our processing of your personal information
Processing necessary to fulfil our contract with you:
- to administer and manage your access to our Intermediary Mortgage Portal and services relating to that, updating your records, tracing your whereabouts to contact you about your access or your mortgage cases;
- all stages and activities relevant to managing your mortgage cases including enquiry, application, illustrations, administration and payment of any applicable procuration fees;
Legitimate interests (where on balance, we consider it appropriate for us to process your data):
|Legitimate interest:||Data shared with:|
|Administering and managing your access to our Intermediary Mortgage Portal and managing your mortgage cases||Members of your firm, network, mortgage club (where applicable)|
|To update our systems for enhanced service provision to you (e.g. to ensure that website content is presented in the most efficient & effective way for you and your computer)||Back up and server hosting providers, IT software and maintenance providers|
|To test the performance of our products, services and internal processes|
|To adhere to guidance and best practice under the regimes of governmental and regulatory bodies||HMRC, the Financial Conduct Authority, the Prudential Regulation Authority, the Financial Ombudsman Service, the Information Commissioner’s Office and under the Financial Services Compensation Scheme (as applicable)|
|For management and audit of our business operations including accounting||Other organisations and businesses who provide services to us (e.g. back up and server hosting providers, IT software and maintenance providers, auditors, legal and other professional advisers)|
|To carry out checks with Fraud Prevention Agencies at any time.||Fraud Prevention Agencies|
|To disclose information about you to other lenders for the purposes of fraud prevention and detection||Fraud Prevention Agencies|
|To carry out monitoring and to keep records||Our survey monitoring partners|
|To administer our good governance requirements and those of other members of our Group such as internal reporting and compliance obligations||Other group companies|
|For market research and analysis and developing statistics||Our survey monitoring partners
Our market research partners
|For some of our profiling where this does not have a legal effect or otherwise significantly affect you (e.g. to identify appropriate products and services from your profile and relationship with us)|
|To provide communications which we think will be of interest to you (e.g. when new mortgage products are launched or withdrawn)||Our printing agencies
Our email distribution agencies
|To continue to provide services to you||Buyers and their professional representatives as part of any restructuring or sale of our business or assets|
Processing necessary to comply with our legal obligations:
|Legal obligations:||Data shared with:|
|For compliance with laws that apply to us||
|For establishment, defence and enforcement of our legal rights or those of any other member of our Group|
|For activities relating to the prevention, detection and investigation of crime|
|To carry out monitoring and to keep records|
|To deal with requests from you to exercise your rights under data protection laws|
|To record or monitor telephone conversations between us for both internal training and/or to ensure accurate operation of your instructions.|
|To process information about a crime or offence and proceedings related to that (in practice this will be relevant if we know or suspect fraud)|
Processing with your consent:
- When you request that we share your personal information with someone else and consent to that;
- For direct marketing communications;
For processing that is based on your consent (i.e. the points above), you have the right to opt-out. You can do this by contacting us using the details above. The consequence might be that we cannot share your personal information with someone else when you ask us to or that we cannot send you some marketing communications.
Caring for your data
We are based in the UK but some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as those based in the UK, we will ensure that it is protected in the same way as if it was being used in the EEA. For example, we could put in place a contract with the other party that means they have to protect it to the same standards as if it was being used in the EEA.
If your personal information changes, you should tell us without delay so that we can update our records. The contact details for this purpose are: 0800 072 1100 or Saffron Building Society, 1a Market Street, Saffron Walden, Essex, CB10 1HX.
Sharing your data with Fraud Prevention Agencies
The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering. If fraud is detected, you could be refused certain services, finance or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by requesting a copy from us using the contact details above.
Do you have to provide your personal information to us?
We are unable to provide you with access to our Intermediary Mortgage Portal or accept any mortgage business from you without having personal information about you. Your personal information is required before you can introduce mortgage business to us, or it is required by laws that apply to us.
For how long is your personal information retained by us?
We will keep your data while you are a customer and for a further 6 years for savings accounts and a further 12 years where the data relates to a mortgage held with us.
You have certain rights with regard to your personal data under the Data Protection laws and regulation:
You have the right to request rectification, erasure or access to your personal data, the right to restrict or object to processing of your personal data and, in certain circumstances, the right to data portability.
As detailed above, if you have consented to the processing of your data, you have the right to withdraw that consent (opt-out) at any time.
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/
You can contact our Data Protection Officer by phone, email or post for more details on all the above.
Contact us features
If you contact Saffron Building Society via email or any of the online forms available on our website , we will only use any information you send us to answer your enquiry or deal with your request.
Using our site and security of your information
When you use our public websites to send us information, we ensure that the information you send us is secured by encryption and can only be translated by us. We do this by using a Transport Layer Security (TLS).
Communication by email is not always secure, we do not recommend that you send confidential or sensitive personal information to us in this way. If you do use email to communicate with us, your information may not be securely protected, we will not be able to guarantee that it will remain confidential whilst in transit to us and cannot accept any responsibility for any consequential disclosure.