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GDPR: The final countdown

We want to make it as easy as possible for you to get ready for GDPR. Our team is hard at work building easy-to-use tools (released in May) that will help you comply with GDPR’s new requirements. Let’s take a look at the updates that are coming soon to your Realla account (Disclaimer: Please bear in mind this post is not legally binding. It’s practical advice positioned in relation to our software).

Our GDPR policy

We have expanded our standard terms and conditions to include our GDPR policy which details Realla's role as a data processor. You can find the full version of the updated T&Cs here.

Obtaining consent

GDPR introduces a change to what is considered consent. According to this new data policy, the consent needs to be:

  • Freely given
  • Specific
  • Informed
  • An unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

It’s widely advised to carry out a process of re-confirming communications opt-in for all existing contacts to obtain proof of consent.

Please contact us if you would like us to help you with this process

Here are a few suggestions on how to tackle the process of confirming consent for existing and new contacts uploaded into Realla.

For existing contacts

Recommended process to confirm contacts’ opt-in:

  1. Export all contacts from your Realla account.
  2. Using external email marketing software like MailChimp, Vertical Response, SendGrid, Sendinblue, Benchmark or others, send out an email asking all your Realla subscribers to opt-in.
  3. Below you can see an example email to confirm the opt-in:

Hi {First Name},

Due to the new general data protection regulation coming soon, we need your permission to carry on sending you property marketing news, updates and legal emails.

If you would still like to receive these valuable updates then please click the link below and you will automatically be added to a safe list.

Click Here Stay Updated

Best wishes,

XXXXXX

  1. Ensure the email includes a link to the landing page where people can opt-in to your communications.
  2. Send the email campaign (we advise sending the opt-in email a few times to get as many subscribers as possible to confirm the opt-in).
  3. Export all contacts who have confirmed the opt-in as a CSV file.
  4. Send the exported file to support@realla.co (Please send us a list as a zipped file).
  5. The Realla Team will re-upload the opted-in contacts. At the same time, with your consent, we will delete all contacts that haven’t confirmed the opt-in.
  6. Please let us know if you would like to keep your B2B email contacts (agents, landlords etc.) from agents club - please fill in the form to let us know your preferences.

There is a distinction between consumer and business contacts in the regulation. To read more about the rules on obtaining consent for business contacts, visit the ICO website. The article outlines when you need to obtain consent for business contacts.

As a default, all contacts on your Realla account have been set to “false” for accepting your terms & conditions and email preferences. These can be updated in bulk by following the steps above.

Alternatively, you can update a contact by going to an individual contact's settings (choose 'Edit' in settings) and changing permissions under 'GDPR compliance and privacy details'.

Also, if you haven't registered with the Information Commissioner's Office (ICO) yet, you should do it by the 25th May 2018. All companies that process personal data are obliged to be registered with the ICO.

For new contacts

When adding new individual contacts to your Realla Contact list, you would need to specify email communication preferences for the contact. You will be able to select the following:

  • Contact has agreed to your privacy policy
  • Record how the agreement was obtained
  • Email preferences
  • Subscription status

GDPR-Compliance

When recording permissions from a phone call, we suggest you ask the person on the phone for permission to store and use their contact details for marketing communications. You can record the source of obtained consent under the ‘Source’ field. Plus if needed, you can add additional notes related to obtaining consent under the ‘Notes’ section.

Enabling the right to be forgotten

GDPR ensures the right to be forgotten for all data subjects. What this means in practice is that every user whose data you hold in your contact database has the right to ask you to delete all information you keep on them.

Below you can see a screenshot showing how to delete an individual contact

contact-v2-1

And deleting contacts in bulk

Contact-1

Accommodating the right of access

There will be no specific feature released before the 25th May allowing customers to export all a contact’s data. However, if a contact requests an export of all their data, you’re advised to email support@realla.co providing the following information:

  • Name of the contact
  • Email address of the contact

The export will be prepared and sent to the person who requested it within 25 days.