GDPR

How to configure GDPR options in Inmovilla for emails, WhatsApp, and newsletters

The GDPR configuration in Inmovilla is a fundamental tool that allows the entire agency to centrally manage which contacts are authorized to receive communications via email, WhatsApp, and newsletters. This configuration ensures that all sends strictly respect the consent status recorded in each contact record, guaranteeing regulatory compliance and client trust.

The key aspect lies in correctly differentiating the type of communication and the origin of consent validation. A contact may have confirmed their consent directly, be validated by the office, come from an external portal, or be in a pending state. The global policy selected in the configuration will determine whether the system authorizes or blocks each send, adapting to the agency's internal needs and policies.

What the agency's GDPR configuration controls

The GDPR options are not limited to a one-time action but function as a set of general rules governing all sends made from Inmovilla, always considering the individual consent status of each contact. This configuration ensures that each communication adapts to specific authorizations, avoiding unwanted sends or legal breaches.

From this section, three main communication channels are managed:

• Email sending: includes both individual communications and sending properties that match client demands.
• WhatsApp sending: covers all communications made through the WhatsApp channel, ensuring respect for consent on this platform.
• Newsletter sending: includes mass or automated communications, such as birthday greetings, automatic templates, or informational campaigns.

The established configuration directly influences the behavior of contact records. For example, a contact in a pending state may be excluded from sends if the agency's policy is set to send only to validated contacts, thus ensuring strict control over authorizations.

Path to access GDPR in Inmovilla

The GDPR configuration is integrated within the general account options. To access it, follow these steps:

• Go to Settings from the left sidebar.
• Select Options.
• Navigate to the GDPR tab.
• Carefully review the permissions for email, WhatsApp, and newsletters before saving any changes.

 

The GDPR tab concentrates all sending rules that apply uniformly throughout the agency.

Difference between individual email, property matches, and newsletter

To correctly apply GDPR policies, it is essential to clearly distinguish between different types of sends, separating personalized property sends from commercial or automated communications.

Individual emails and property matches

In Inmovilla, sending properties that match a demand is classified as individual email, even when it includes several properties that meet the client's criteria. These sends are also known as matches or coincidences between the demand and the available property catalog.

Therefore, when a client searches for a home and is sent properties compatible with their request, the system will apply the policy configured for individual emails, respecting the contact's consent status.

Newsletters and communications to multiple recipients

Sends addressed to multiple recipients are considered newsletters. This category includes, among others, automatic greetings, promotional campaigns, and communications generated from predefined templates.

Additionally, the newsletter section offers an option to completely disable newsletter sending, which is especially useful if the agency wishes to restrict this type of communication from the general settings, ensuring stricter control.

GDPR statuses of contacts and their meaning

Each contact record reflects its current consent status, an essential data point for global rules to operate effectively. It is crucial to correctly interpret each status to ensure regulatory compliance and respect for client preferences.

Validated by the client

This status indicates that the contact has received the GDPR email and has explicitly confirmed their communication options through that message. It represents direct and voluntary validation by the interested party.

Validated by the office

The office can assign this status when it has consent confirmation obtained through alternative means, such as a signed document or a recorded verbal authorization. This option facilitates reflecting in Inmovilla the validity of consent collected during the commercial relationship.

Validated by portal

When a lead comes from a real estate portal, it may arrive with prior validation managed by that channel. Inmovilla allows specifically marking acceptance for sending properties by email or WhatsApp depending on the demand's origin, ensuring differentiated and tailored treatment for each case.

Pending

A contact in a pending state has not yet confirmed or rejected communication options. Their ability to receive messages will strictly depend on the global policy established in the GDPR tab, allowing the agency to define appropriate restriction levels.

Define who can receive emails and WhatsApp messages

The sections dedicated to email and WhatsApp allow configuring which contact statuses are authorized to receive communications. The configuration is analogous in both channels, although it can be customized to suit the agency's strategies and operational needs.

Send only to validated contacts

This option restricts sends exclusively to contacts marked as validated according to the criteria established in their record. It is the strictest configuration: if a contact is pending, Inmovilla will block the send and display an error message.

It is recommended to use this configuration both for individual property emails and WhatsApp communications, maintaining consistent criteria across both channels.

Send to validated and pending contacts

This alternative includes both validated contacts and those in a pending state. With this configuration, people who have not yet responded to the confirmation request can receive communications.

Before activating it, it is essential that the agency has a clear internal policy on consent and responsible use of each channel to ensure regulatory compliance and client satisfaction.

Automation in GDPR confirmation request

Inmovilla offers the possibility to automate sending the GDPR confirmation email in two key situations:

• When manually creating a new contact.
• When modifying the email address of an existing contact.

This automation facilitates integrating the validation request into the usual contact registration process. For example, when a client contacts by phone or visits the office, their record can be immediately registered and notified that they will receive an email to confirm their communication preferences.

In this way, consent is precisely recorded on the platform, allowing effective use in global sending rules.

Validation options for new contacts and demands

The GDPR configuration contemplates various registration scenarios that simplify recording consent and the lead's origin, optimizing document management and regulatory compliance.

Mark as validated by the office

The option can be activated so that contacts created from the following channels are automatically marked as validated by the office:

• Contacts registered after a call.
• Contacts generated from the agency's website.
• Demands or new demands entered manually.

This alternative is useful when confirmation is obtained during direct contact management. However, the agency must ensure it has adequate documentary support justifying this validation.

Mark property sends as validated by portal

For demands coming from portals, Inmovilla allows configuring independent permissions for each communication channel:

• Mark property sending by email as validated by portal.
• Mark property sending by WhatsApp as validated by portal.

This differentiation enables specific and flexible treatment of each channel, even when the contact comes from the same origin, ensuring more granular and adapted control.

How to verify that a communication can be sent

Before launching a campaign, sending a property, or contacting via WhatsApp, it is advisable to verify the consistency between the global policy and the individual contact status:

• Check the active rule in Options > GDPR for the channel to be used.
• Open the contact record and review its status: validated by client, validated by office, validated by portal, or pending.
• Confirm the type of action: individual email, property match, WhatsApp, or newsletter.
• If the record does not meet the globally defined condition, update the consent or select a channel allowed by the current configuration.

For example, if the agency has configured sending exclusively to validated contacts and a demand is pending, Inmovilla will block sending properties by email. However, if the contact is validated and the global configuration allows it, the send will be processed correctly.

Recommended guide for optimal and orderly configuration

Effective configuration requires not only appropriate technical adjustments but also a coherent and well-defined internal process for contact registration. This facilitates the entire team working with homogeneous criteria, improving management and compliance.

• Clearly define which communications will be managed as individual email, WhatsApp, or newsletter.
• Enable automatic sending of GDPR confirmation for manual registrations and email changes, integrating validation into the usual workflow.
• Establish clear criteria for using the validated by office status, ensuring the conservation of documentation supporting consent.
• Configure independently the treatment of leads coming from portals for email and WhatsApp, respecting their particularities.
• Carefully review each demand record before sending matched properties, especially if the status is pending.
• Implement a specific policy for newsletters, keeping it separate from property sends requested directly by clients.

Summary

The GDPR tab in Inmovilla centralizes and facilitates control over the conditions under which the agency can communicate with its contacts. It allows comprehensive management of individual emails, property matches, WhatsApp messages, and newsletters, always based on the validation status recorded in each record.

A well-designed configuration combines coherent global rules, automation in the confirmation request, and thorough review of contact data. In this way, each send perfectly adapts to the consent given and the channel used, ensuring regulatory compliance and strengthening the relationship with clients.