BAILLIE GIFFORD The Baillie Gifford Online Management Service (OMS) Further Information This factsheet has been designed to provide you with more information about some of the facilities available through the Baillie Gifford Investment Trust Share Plan, ISA and Children s Saving Plan. It should be read alongside the Key Features and Terms & Conditions of the plan(s). The Key Features and Terms & Conditions are available on request from our Client Relations Team by calling 0800 917 2112. Alternatively, they may be downloaded from our website www.bailliegifford.com/individual-investor within the Literature Library. Contents About OMS 2 Registering 3 How Do I Use the Switching Facility? 5 Frequently Asked Questions 6 Contact Us 8
The Baillie Gifford Online Management Service About OMS What is the Baillie Gifford Online Management Service (OMS)? OMS is the Online Management Service offered by Baillie Gifford which enables you to apply for, open and administer your plan online. What Will OMS Allow Me to Do? You can view the details of your Share Plan, ISA or Children s Savings Plan account online. The online service also allows you to: Obtain current valuations; Make lump sum investments, except where there is more than one Holder; Sell part or all of your holdings, except where there is more than one Holder; Switch between investment trusts, except where there is more than one Holder; and Update certain personal details e.g. address and telephone number. Restrictions Some services are not available through OMS. This includes changing your name or carrying out transfers. If your plan is jointly held then instructions to transfer, increase/decrease the Direct Debit, buy, sell and/or switch cannot be completed using the Online Management Service. Joint accounts and Bare Trusts for the Children s Savings Plan cannot be opened using OMS; an application form must be completed. It is your responsibility to satisfy yourself that you are permitted to invest in the Plan. You may not invest in a Plan if you are a citizen of, national of, or resident in, a country other than the UK: Where such investment would require the Plan or us to comply with local laws, and/or Where it is prohibited by that country s exchange controls or other regulations. 2
Further Information Registering If you are a new customer, or are an existing customer applying for a new product, applying online is straightforward it should take about 10 minutes to complete. If you are opening an ISA, you will also need to provide your National Insurance Number. If you would like to open a Children s Savings Plan Bare Trust or a joint account, you will need to apply via post by completing and returning the relevant application form. How to Open a New Account Visit our website www.bailliegifford.com/oms Choose the Create a New Account option Select the type of product that you wish to apply for Tick the box to accept the Terms & Conditions Complete all your personal details, followed by your home address. Please note however you input your details is the way your account will be registered. Complete the Data Protection details Check you are happy with all details entered and choose Confirm You will then receive confirmation of your Account Number and Username, your password will be emailed to you separately. Please note that you will not be shown your Username again please take a note of it See All online registrations below for more information. How to Register an Existing Account Visit our website www.bailliegifford.com/oms Choose the Register option. You will need to enter the following information; your account number your forename(s) and surname your full postcode your date of birth your email address For registration to be successful, all details entered must match those we currently hold on our system for you. You may wish to locate your last six monthly statement when entering your details You will receive your Username. Please take a note of this. Please note that if we already hold an email address for you and you use a different one then your registration will fail. You will then need to contact us in writing to request a change to your email address. We will confirm when your address has been updated and you can then register again. 3
The Baillie Gifford Online Management Service All Online Registrations You will also need to choose security questions, including your mother s maiden name and first school attended, please note these are case sensitive. After you have submitted all necessary information, your Username should appear on the screen, you should take a note of it. You will also be emailed a temporary password which you will be prompted to change the first time you log in. Please note that the temporary password issued to you will expire within 24 hours. To update your password: Choose the Log In option, enter your Username and then copy and paste your password from the email into the password field You will then be taken to a second screen. You will need to enter the password again and choose a new password (see Creating a Password below for detailed information). You will need to enter the new password twice and then choose Change Password You will then be taken to a screen headed First Login Enter the new password you have chosen, your date of birth and answer two security questions (i.e. mother s maiden name and name of first school attended) You will then be able to access your account. If you have more than one account and wish to use one Username and password to view all your accounts, please register one account and then contact our Client Relations team on 0800 917 2112. We will take details of the additional accounts that you would like to view and arrange for these to be linked. Please note that this process can take five business days to be completed. Please also be aware that the password you create will expire after 180 days, you will then need to change the password. Creating a Password The password you create must be a minimum of 8 characters, and contain at least three of the following character classes: upper case (A Z); lower case (a z); number (0 9); special character, i.e. any non-alphanumeric character ($@&), punctuation (;:,.) or symbol (<>+=) with the exception of an asterisk (*). Password Security You should not write your password on any documents we send you about your account, or anything usually kept with them. If you do write your password down, you should disguise it so that it is not readily apparent it is a password. You are advised to select passwords which are: Not based on anything somebody else could easily guess or obtain using person-related information, e.g. names, telephone numbers, dates of birth, football teams, etc.; and Free of consecutive identical characters or all-numeric or all-alphabetical groups; You are advised to change passwords frequently, typically every 60 days. You are advised not to: Keep a record of passwords; Reuse or recycle old passwords; or Share passwords with another user. What Will Happen After My Online Account Is Activated? You will be able to add funds to your account using your debit card and choose which trust(s) you would like to buy. At this point, we do some anti-money laundering checks for new investors. These are normally completed electronically and without the need for you to do anything; however, we will get in touch if we need additional verification documents. 4
Further Information How Do I Use the Switching Facility? Please note the online switch facility is only available for accounts with one Holder. For accounts with more than one Holder, switch instructions must be posted to us. The instruction must be signed by all Holders. Once you have logged in to your account please select the Dealing option from the top menu. Within the Dealing options select Switch Instructions. Please note, do not select Buy and Sell if you wish to switch between Trusts within the plan. After choosing the new Investment Trust(s) and the confirming that the percentage adds up to 100%, select Next and then Confirm in order to place your instruction. Please note that if you have a monthly direct debit payment that is purchasing the old investment trust that you wish to sell, your direct debit will not automatically be changed to your new fund. In order to change the fund, select the Dealing option from the top menu, select Regular Savings, go to Setup/Amend Regular Savings. You can then choose Delete to remove your old fund, you can then go to Stock Name and select the fund you wish to invest in from the drop down menu. You will then need to re-enter your amount and day of collection and choose Add. Within the Switch Instruction option please choose which Investment Trust you wish to switch out of, including the percentage or amount of shares. If your direct debit payment has already been collected at the time you place your switch instruction but has not yet invested, please contact Client Relations on 0800 917 2112 and we can provide further information on how to ensure the new fund is purchased if you wish to do so. Once you have selected the Trust you wish to switch from, please choose the new Investment Trust or Trusts you wish to switch into, including the percentage and choose Add. 5
The Baillie Gifford Online Management Service Frequently Asked Questions How Do I Buy and Sell Shares Online? Select Dealing from the menu and choose the Buy and Sell option. On this screen you can choose which account you wish to buy/sell from, providing you have the funds available with which to do so. Please note that if you wish to sell from one trust and use the proceeds to purchase a different trust on the same day within the same plan, please follow the switch process detailed above. Can I Buy/Sell Shares Immediately? No. You can instruct us immediately and we will buy or sell shares on the next available dealing day. When Can I Deal? The dealing days are normally Tuesday and Friday. We must receive your instructions via OMS before midnight on the business day 1 before the next dealing day. Your deal will be aggregated with all other customers who are buying or selling in that particular trust on the same day. What Are the Dealing Charges? Please refer to the Key Features section of the relevant product Application Pack for full information on charges that may be applicable. Are There Limits to How Much I Can Buy or Sell Online? The maximum and minimum amounts that you can invest/sell differ according to the type of account that you have please check the relevant Terms & Conditions for confirmation. I Have a Joint Account but I Do Not Have the Option to Buy or Sell Why? Joint accounts have view only access online. All dealing instructions must be sent to us in writing. How Do I Pay Into My Account? You can pay into your account using your debit card online or you can send us a cheque by post made payable to BGSM Client Account. If making a payment by debit card, and you have more than one plan with us, please ensure you select the correct plan account number in the drop down box before making your payment. When and How Will I Be Paid the Proceeds of My Sale? We will pay proceeds by electronic transfer (BACS) to a verified bank account after your deal has settled. A cheque will be sent to your home address if we do not hold verified bank details. You may wish to contact our Client Relations team on 0800 917 2112 to confirm if we hold verified bank details for you. What Do You Need From Me to Verify My Bank Details? Your bank details can be verified by sending us either a voided cheque or paying-in slip showing your name and account details. How Do I Apply for a New Product? Log in to your online account and select the Apply for a New Product menu at the top of the page. Select which type of product you wish to apply for and you will be guided step-by-step through the process. Please remember to check that all your personal details are correct. How Do I Set up Regular Savings to My Account? Log in to your online account and select the Dealing top menu, then Regular Savings from the side menu. You will be able to enter/edit your bank details, and initiate your instruction. Regular savings are debited from your bank account on the 1st or 15th of each month; the choice of which date is yours. Please complete the online Direct Debit instruction at least eight business days before the collection date. 1 Business day means any day (excluding Saturdays, Sundays and public holidays) on which banks are open to conduct normal banking business in London. 6
Further Information Can I Cancel or Amend My Regular Savings? Yes. Cancellations and amendments can be made up to five business days before the collection date. You can also redirect your regular savings into other trusts. I Did Not Subscribe to a Baillie Gifford ISA in the Last Tax-Year How Do I Apply? Log in to your online account and select Apply for a New Product at the top of the page. Choose Baillie Gifford Investment Trust ISA from the drop down menu and follow the on screen instructions. Can I Change My Postal or Email Address? Once you are logged in please go to the My Details menu option and you will be guided through the process. Can I Change My Income Choice? Yes. Once logged in please go to the My Details menu option, where you can change your income choice and add your bank details if you choose to have the income paid to you. Will I Still Receive Paper Copies of Statements? Yes, we will send you a statement every six months which shows a valuation of your holding(s) as at 5 April and 5 October. This statement also details the transactions carried out during the previous six months. Can I Print Screens From My Online Account? Yes there is a print function across most of the online account pages. You will also be able to print copies of contract notes and statements. How Do I Link My Other Baillie Gifford Accounts so That I Can View Them Under One Username Online? Each account will have its own Username and Password for online access. Should you wish to link your accounts please call us on 0800 917 2112, or write to us, stating your full name, address and the account numbers (and designations if applicable) of all accounts you would like to link. It can take around five days to process your request. I Cannot Remember My Username/Password to Access My Online Account Please follow the steps within the Forgotten Username or Forgotten Password page. Links to these pages can be found on the Log In screen. How Can I Change My Password? You can change your password within the My Details area of your online account. Is the Online Account Secure? Yes, our online account service uses a minimum of 128 bit SSL encryption technology, indicated by the padlock system at the top or bottom of your screen when you log in to the service. As part of our security measures we require you to set up a password and answer security questions when you register. To ensure that your account is as secure as possible we recommend that you do not write down your password and that it should be changed regularly. If you connect to the internet via a wireless network you should ensure that the network is secure. When you have finished using the service please ensure you log out by choosing the Logout button found at the top right of your screen rather than just by closing the browser. If you become aware of, or suspect, any unlawful or unauthorised use of your password contact Baillie Gifford immediately on 0800 917 2112. Which Internet Browsers Support the Online Account System? Internet Explorer 9.0 11.0, Firefox (latest stable release), Chrome (latest stable release) and Safari (latest stable release running on OSX not Windows). 7
Contact Us If you require further assistance or information about using our Online Management Service, please telephone the Client Relations Team on 0800 917 2112 or write to: Baillie Gifford Savings Management Limited Calton Square 1 Greenside Row Edinburgh EH1 3AN Your call may be recorded for training or monitoring purposes. Baillie Gifford & Co Head Office Calton Square, 1 Greenside Row, Edinburgh EH1 3AN Telephone + 44 (0)131 275 2000 www.bailliegifford.com Ref: CM1724 OMS Info Factsheet 16688 0416 16688 BRO IB 0055 Retail/Online Factsheets Copyright Baillie Gifford & Co 2009.