Handling

Inhaltsverzeichnis

Consent to data storage / Consent wizard
Elements for the GDPR
GDPR widgets
Extended magnifying glass preview

Consent to data storage / Consent wizard

In order to obtain consent to the storage of your prospective customers’ data, it is necessary to comply with the “Obligation to provide information on the storage of data”. The document that the prospect must confirm is generated automatically by onOffice, provided that you have entered all the necessary information . It is stored together with the addressee’s details in the activities of the contact record.

The familiar contact data completion already offers the option of displaying saved data; it will be expanded to include the query for saving and the hint form.

In addition to the question about saving the data, you can use the “Show all personal data” checkbox to display the basic contact data, regardless of the configuration for the visible data in the contact data completion.

The person now receives an email asking them to check their data and is asked whether they agree to their data being stored. This consent is then automatically saved in the “GDPR status” field in the contact record. In addition, the corresponding activity entries are created and the real estate agent receives a notification.

The consent wizard from the corresponding widget sends a corresponding e-mail to the selected contacts, provided an e-mail address is stored.

Elements for the GDPR

The GDPR status of a contact stores whether the GDPR applies to the contact and which request (consent or deletion) for storage the person has indicated. In addition to the wish, there are reasons (e.g. protection of the brokerage fee) and obligations (e.g. tax law etc.) to store the data for a certain period of time (“Save until” fields in the contacts). The GDPR status of the contact results from the request and the reasons/obligations. This forms the basis for further processes with the help of the GDPR widgets.

To enable the GDPR status of the contact to be determined, the fields “GDPR status”, “Save until date” and “Save until reason” have been added in the contact record management category.

GDPR status

The GDPR status is initially set to “no information”. Persons who have consented to the storage of data via the consent wizard are automatically assigned the GDPR status “Consent to storage”; if the storage has been objected to, the GDPR status “Storage revoked” is set.

The GDPR does not apply to legal entities; you can give them the GDPR status “Ignore”. All contacts with this GDPR status are not taken into account in the further steps/processes.

Save-to-Date and Save-to-Reason

The “Save to date” can be set manually if a specific storage period is required. This may be the case for buyers, sellers or tenants, for example. Please always state the reason for saving the contact (select “Save to reason”), this will make it easier for you to decide to delete the contact later. There are predefined reasons, which you can extend in the administration.
Attention, contacts for which the “Save to date” has been set manually will no longer have the “Save to date” set automatically for security reasons.
When the field is cleared and saved, the date is automatically set again.

On the other hand, the “Save to date” can be set automatically if it has been set up and activated.

When archiving a property , the “Save to date” is then automatically set for all prospects who are not interested in any other active property or do not have the GDPR status “Consent to storage”.

If the person requests again for an active property within the deadline and one of the above activities is entered, the “Save to date” is reset to 0 (more precisely 00.00.0000).

A contact record is counted as a prospect if there is one of the following activities relating to a property:

An appointment with a property is available
An activity with the action feature “brochure dispatch” exists
A confirmation of revocation was issued

Excluded are all contact records that:

Owners/buyers/tenants of a property are
Have the title “Company” and have entered a company name
Which are assigned to a user
Have the “Save to date” set/changed manually

GDPR widgets

You can place widgets on your dashboard that allow you to monitor your contact data for certain “GDPR states” and simplify the next steps.
The states are formed from the elements described above and are stored as filters. The content of the widgets is defined via filters; you can also replace the default filter with your own filter. You can find the configuration in the dashboard widgets.

GDPR – Consent wizard;
Content: Here you will be shown data records whose “Save until date” expires within the next 28 days and have the GDPR status “No specification”. Contacts that have been contacted in the last 14 days for storage are excluded. These are listed again after the 14 days, provided the “Save to date” is not in the past.
Steps: You can write to these contacts collectively via the widget using the consent wizard for consent to the storage of the data. Contact records without a stored email address are skipped.

GDPR – Deletion requested
Content: All contacts are listed here that have explicitly not consented to storage (GDPR status “Deletion requested”) and that do not have a “Save to date” in the future or 00.00.0000.
Steps: You can select these contacts collectively with just a few clicks and then delete them. Attention: Before deleting, you must check whether there are still reasons for storing the data, e.g. tax law, money laundering law, etc. The extended magnifying glass preview will help you with this.

GDPR – Save-to date expired;
Content: This shows you the data records whose retention period has expired and whose GDPR status is set to “No information” or “Deletion requested”.

Steps: You can select these contacts collectively with just a few clicks and then delete them. Attention: Before deleting, you must check whether there are still reasons for storing the data, e.g. tax law, money laundering law, etc. The extended magnifying glass preview will help you with this.

For all three widgets, you have the extended magnifying glass preview via the mouseover icons, with additional information for e.g. “Save to date”, “Save to reason” and “GDPR status”.

Extended magnifying glass preview

In the magnifying glass preview, you can see the current status and other activities of the contact in addition to the GDPR status in order to decide individually how to proceed with this contact.
You can carry out the actions directly from the magnifying glass preview.

Contacts