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You are here: Home / Modules / Contacts / GDPR / Overview and setup
Contacts
Overview and setup
Overview
Notice:
onOffice does not provide binding legal advice. onOffice does not delete data automatically.
The workflow described here is based on the EU General Data Protection Regulation (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 request, there are reasons (protection of the brokerage fee) and obligations (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 and you can therefore take the necessary steps.
After the basic setup has been completed, the following functions in onOffice enterprise edition will help you to organize your contacts according to the GDPR status.
- Consent Wizard: With one click, the prospect’s consent to the storage of their data can be requested. At the same time, it is given information about the stored data. Both are automatically saved in your database.
- Monitoring of data in live operation: After archiving a property, onOffice enterprise edition scans all linked prospect records. If a prospect is not linked to any other active properties, a “Save until date” is set.
- GDPR widgets: List widgets in the dashboard provide an overview of certain GDPR statuses and the corresponding contact records. The necessary steps can be carried out via this.
Establishment
A few basic settings are required so that new contacts are prepared directly for the GDPR workflow and the existing contacts can be written to for data storage.
Settings for the general instructions for saving data
The form is used in the consent wizard and, if activated, in contact data completion. It is stored together with the addressee’s details in the activities of the contact record.
Call up the basic settings Extras >> Settings >> Basic settings and switch to the “GDPR” tab. Check, correct and complete the information. Observe the current legal requirements, e.g. companies in Germany must appoint a data protection officer if more than 10 employees are involved in the processing of personal data.
A suitable PDF template is provided as a basis. You can integrate your own template or use a complete, ready-made information form. If groups have been set up, a corresponding external PDF note form can be stored there.
If you use the Multilingual module , you can enter all texts in multiple languages. To do this, use the language selector in the lower action bar. The language of the recipient address is decisive here.
If there are no entries in other languages, the text in the system/main language is used as a fallback.
Automatic “Save to date”
When archiving a property, the system checks all assigned prospects; if the contact record does not exist as a prospect for any other active property, the “Save to date” is set. Contacts that have consented to the storage of data are also excluded.
Go to the basic settings on the “General” tab and search for the “GDPR functions” category. Activate the function for setting the “Save to date” and select a period for which the contact data should remain saved after the marketing phase. The filter is optional and does not have to be selected in the first step.
Widgets
You can add the widgets as usual, the configuration is explained in the Dashboard widgets .
