Client Data in Demands
Advanced client data management and GDPR compliance in Inmovilla demands
The Client Data section within a demand in Inmovilla centralizes all essential information related to the contact, communication preferences, and compliance with the General Data Protection Regulation (GDPR). Keeping this information accurate and up to date is crucial to correctly identify each client, effectively manage the sending of properties, communications via WhatsApp and newsletters, and ensure respect for their rights and preferences.
Beyond basic data, this area plays a crucial role in avoiding unwanted sends, especially on sensitive channels like WhatsApp, where it is essential to contact only clients who have given their explicit consent to receive messages through this channel.
Information managed in the Client Data section
Within the demand record, this section collects personal and communication data that are indispensable to maintain a professional and compliant relationship with the client.
• Full name and surname.
• Primary email address.
• Work phone and other available contact numbers.
• Date of birth, used for personalized actions such as greetings.
• Preferred language for communication, key for the correct application of automatic templates.
• Preferred contact channel.
• Authorization status for sending emails, WhatsApp, and newsletters, in accordance with GDPR.
The selected language ensures that automatic communications are properly adapted to the client, while the contact preference allows recording the channel they prefer or wish to avoid, thus optimising the experience and avoiding inconvenience.
Accessing and modifying client data in a demand
To consult or update this information, it is necessary to access the specific demand from the list available in Inmovilla by following these steps:
• Navigate to the Demands section from the main sidebar.
• Select the demand record you want to review or modify.
• Identify the tabs within the record, such as Information, Internal Data, and Follow-ups.
• Access the More tab.
• Click on Client Data to view or edit the information.
From this screen, you can view the information in display mode. To make changes to fields, authorizations, or preferences, it is necessary to activate the edit mode of the record.
Functionality to send GDPR confirmation upon saving
The option send GDPR confirmation upon saving allows automating the sending of an email to the client each time changes are saved in the record. This email aims for the client to confirm their acceptance of data processing in accordance with current regulations.
It is essential to review this option before saving, as it is not just an informative field but can trigger an automatic communication to the registered contact.
Validation statuses for communication authorizations
Permissions for sending properties by email, WhatsApp, and newsletter share a uniform system of statuses that identify the origin and result of the validation performed.
These statuses allow clearly differentiating between a pending, validated, or rejected authorization and its origin, facilitating precise and compliant management.
Pending: the confirmation has not yet been sent or completed by the client.
Office validated: the office has verified acceptance through a face-to-face method or signed documentation.
Client validated: the client has confirmed their authorization through the established automatic GDPR process.
Portal validated: the acceptance comes from an external portal that has already managed the authorization.
Rejected: the client has explicitly denied authorization, or the automatic email response has reflected this refusal.
Delivery failure: an attempt was made to send the confirmation, but the message did not reach the recipient due to a technical issue.
Correctly recording and updating these statuses allows distinguishing between clients who have given consent, those whose authorization is pending, and situations requiring attention due to technical failures.
Critical importance of validating authorizations for WhatsApp
Email, although widely used, may not arrive correctly, be filtered as spam, or remain unanswered. Therefore, in the case of a pending status or delivery failure, it is essential to review and confirm the contact before assuming that communication is authorized.
In the case of WhatsApp, control must be even more rigorous. Inmovilla considers WhatsApp and Inbox as a single channel within this management, so communications should only be sent to clients with clear and validated authorization.
A recommended practice is to segment contacts into three key groups:
Authorized: clients who can receive communications through the corresponding channel according to their validated status.
Pending: clients who must complete or confirm their validation before being included in automatic sends, according to the office configuration.
Non-contactable: includes contacts with rejected statuses or delivery issues that require review.
Activation of automatic property sending
The client record allows enabling automatic sending of properties by email when matches are detected between a demand and available properties. This function facilitates proactive management, automatically sending properties that meet the established criteria, provided the client meets the communication and consent conditions configured.
It is important to highlight that activating this function does not replace GDPR review and compliance. The effective sending capability will also depend on the rules and policies defined at the office level.
Operation of GDPR settings at the office level
The authorization statuses recorded in the client record are linked to the general configuration available in the Settings and Options sections of the system, accessed through specific permissions.
From these settings, it is determined which validation statuses allow sending communications. For example, if the office configures that emails are only sent to validated contacts, a demand with a pending status will not receive automatic emails, even if automation is enabled in the record.
Therefore, if there is any doubt about the absence of sends, it is recommended to carefully review two key aspects:
• The client's GDPR status for the communication channel in question.
• The GDPR configuration and rules established in the office options.
Configuration and management of the client's contact preference
Contact preference is a field that reflects how the client wishes to be reached, whether indicating that they do not check their email or prefer not to receive phone calls.
Recording this information is essential for the sales team to use the appropriate channels, improving the client experience and avoiding repeated or unwanted contacts.
Recommendations for updating contact preferences
• Record the preference only when the client expresses it clearly and explicitly.
• Ensure the preference aligns with the GDPR authorization registered for that channel.
• Update the preference when contact data or communication conditions change.
• Do not confuse contact preference with authorization validation; both must be correctly and independently recorded.
Customizing the record: hiding fields and creating internal fields
The client data record can be adapted to the specific needs of each office. In display mode, a configuration option is available that allows hiding fields that are not usually used, streamlining management and improving clarity.
Additionally, from Manage fields, it is possible to create custom fields intended to collect internal information specific to the office, enriching the client profile with data relevant for internal operations.
Field administration facilitates efficient customization of the record to reflect the internal information the office considers relevant.
When to hide or create custom fields
Hide fields: when a field is not part of the usual workflow and only adds complexity or distraction.
Create internal fields: when the team needs to record specific information not covered by standard fields.
Avoid duplicates: do not create fields that repeat data already existing in other sections of the demand.
Before adding new fields, it is advisable to clearly define their purpose and who will be responsible for updating them to ensure efficient use and avoid accumulation of unnecessary information.
Common errors in client data management
• Marking a contact as validated without verifying the origin and authenticity of the acceptance.
• Sending communications via WhatsApp to contacts with pending, rejected, or unverified authorization statuses.
• Ignoring delivery failures and continuing to use emails that do not receive messages.
• Activating automatic sends without reviewing the general GDPR configuration defined by the office.
• Omitting to register the language when using automatic communication templates.
• Neglecting the contact preference expressed by the client.
• Creating custom fields without clearly defining their purpose and internal use.
Essential checklist before saving a demand record
• Verify that name, surname, email, and phone numbers are complete and up to date.
• Confirm that the client's language is correctly registered if automatic communications are used.
• Check individually the validation status for email, WhatsApp, and newsletter.
• Ensure the need to send the GDPR request upon saving the record.
• Record the contact preference when available and relevant.
• Verify that automatic sends comply with the office's GDPR policies and configurations.
• Save all changes after a thorough review of the information.
Conclusion
Efficient and rigorous management of client data in an Inmovilla demand goes far beyond entering a name and phone number. GDPR authorization statuses, contact preference, language selection, and automatic sending configuration are key elements that determine the appropriate way and time for the office to communicate with each client.
Having an updated record aligned with regulations not only facilitates commercial follow-up but also ensures that communications via email, WhatsApp, and newsletter are made with the corresponding consent and through the preferred channel, improving the client experience and the office's effectiveness.
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