Electronic Marketing Preference Centre

Data Protection Law, including the UK General Data Protection Regulation (GDPR) and Privacy and Electronic Communications Regulations (PECR) affects all your client contacts in Alto, including vendors, landlords and applicants.

The marketing preferences you set for your contacts in Alto will determine how you can compliantly send electronic mail marketing to your clients from Alto.

Management of marketing preferences

To ensure that you (the Controller of your data) can meet your obligations under the Data Protection Law, Alto has a Preference Centre on each contact (client) record where you can record your client's marketing preferences. 

To change the status of a client's preference:

1. Click Contacts on the main navigation bar
2. Select the relevant contact from Recent & Favourite Contacts
   1. Alternatively, find the contact using the Search Contacts bar in the top right
3. Click Contact on the side menu
4. Click the Preference Centre top tab

This enables you to record your client's opt-in statuses via the thumbs up or thumbs down for each electronic marketing communication type, the date each preference was recorded, and by whom/or how this preference was gained. 

There are four types of electronic marketing preferences available for your use:

1. Property Matching: This preference allows you to record where your client has asked you to provide them with property matching emails
2. General Marketing: This preference allows you to record whether you have valid, lawful bases to send both 1st party and 3rd party electronic mail marketing to your client
3. Conveyancing (via Alto): This preference allows you to record whether your client has asked you to share their details with third-party conveyancers
4. Financial Services Referrals (via Alto): This preference allows you to record whether your client has asked you to share their details with third-party financial service providers

You must ensure you have a lawful basis (including having obtained consent where applicable), and provide the correct privacy notices to your clients for all types of electronic marketing emails you choose to send or instruct us to send on your behalf. 

We will only ever send electronic marketing on your behalf where you have recorded that your client has opted in to receive that type of marketing communication within the Preference Centre.

Keyflo

It's worth noting that once viewings, feedback & offers is enabled within Keyflo, there will be a Keyflo section in Alto's Preference Centre on each contact (client) record. The Viewing Notifications preference will have a thumbs up by default. 

(As these are service emails and aren't marketing emails or anything to do with your client's marketing preferences, they are displayed separately and upfront permission is not needed)

Marketing Opt-in - FAQ's

• “Do I need consent to send marketing emails?”

As the Controller of your personal data, Alto provides functionality that you can utilise to send your clients marketing communications based on your assessment of whether you have a valid lawful basis in place.  Depending on the type of electronic marketing communication, you may choose to rely on consent, legitimate interests (soft-opt in), or another lawful basis that you have determined to be compliant.  Alto enables you to record whether you have a valid lawful basis (opt-in) or not.

• "How can I find all my clients who are opted-in to marketing, so I can send and email to them, and how can they change their marketing preference?”

Alto enables you to create a group of contacts using their opt-in status. You can send emails or we can send emails under your instructions to your clients who are opted-in to that type of electronic marketing.  All outgoing emails to client contacts will be appended with an unsubscribe link that the client can use to change their preferences and opt-out of further marketing emails for that type of marketing, such as for Property Matching or General Marketing.  When your client uses an unsubscribe link, their contact record will automatically and immediately update to opt them out. You can also manually opt-out any of your clients for any or all electronic mail marketing types by updating their preference centre within their contact record as detailed under Management of Marketing Preferences above

• "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 the services they have asked we provide to them.”

Marketing Preferences should not affect any transaction correspondence (service messages) such as accounts statements that you must send or information you wish to send that is non-marketing (e.g. changes to office hours). You must seek your own legal advice to determine whether your communication is a service message or a marketing communication.

• Related Help Centre articles that you may find useful.

  Creating a group - Marketing Preferences

  Property matching and Output Wizard

  GDPR Help Centre section

  Personal Information Request - Subject Access Request

  Personal Information Request - Data Portability Request