GDPR affects all your client contacts in Alto including vendors, landlords and applicants.
The GDPR setting on your contacts Preference Centre will determine how you can use your contacts data within Alto.
This article includes:
To ensure that you (the controller of the data) can meet your obligations under the General Data Protection Regulations requirements, Alto has a Preference Centre on each client contact record.
To change the status of a contact's consent:
- Click Contacts on the main toolbar
Select the relevant contact from Recent & Favourite Contacts
- Alternatively, find the contact using the Search Contacts bar in the top right
- Click Contact on the side menu
- Click the Preference Centre top tab
This enables you to record your client's Consent status via the thumbs up or thumbs down, the date consent was obtained, and by whom/or how this consent was gained.
The below content is not legal advice. We have given answers to common questions based on what Alto will allow you to do. Please consult a legal advisor on your GDPR responsibilities.
Where possible, we have included links to government websites to assist you further
“I don’t have a record of consent, can I still send property marketing to my existing clients?”
“I have clients registered who I did make aware what would happen to their data, but I don’t have a record of that, can I continue to contact them?”
As the controller of the data, Alto allows you to exclude clients from communications until you have recorded their explicit consent, or, continue to send communications
"How can I find all my Clients for whom I have no consent, so I can send an email to them?”
Alto enables you to create a group of contacts using their consent status. All outgoing emails to client contacts will be appended with a link that the client can use to set their preferences for Property Matching and General Marketing. When they use this link, their contact record will be updated immediately
"What can I send out to Clients if they say they don’t want to be contacted about marketing? I want to tell them important information about my agency.”
You will be able to record their consent for Property Matching emails and for General Marketing. These consents will not affect any transaction correspondence such as accounts statements that you must send or information you wish to send that is non-marketing (e.g. changes to office hours)
"Is there a Consent 'opt in' facility for Tenants at the point of move in (as we will need to give out their details to contractors and pass details to Landlords)”
There is no consent opt-in for tenants. They will be registered with you for the purposes of renting a property that you let or manage. Contractors and Landlords are third parties and are provided with information about tenants for contractual reasons.
Please refer to the ICO website for information about sharing data with third parties