Under Tools -> Configuration -> Business Configuration -> Data Retention you have the option to set these settings.  

Data Retention Configuration

See the ICO website for more information.  

As all records, the Landlord has its own Action Menu, available from the Right Click of the mouse or the white list icon at the top right hand side of the record.  

Save - This will Save the Landlord Record.  

Save Options - (1 on above image) 

Save and Flag - This will save the record and flag it in Red in your Navigation History 

Revert - This will revert to the last Save point.  

Last Contact - This updates the Landlord's last contacted date and will allow you to set a Next Contact date for you to keep on top of your call lists.  

Preferences - This will allow you to update the Landlords Consent Preferences.  See GDPR Consent. 

Change Branch - If you are part of a Multi Branch Firm you may have the option of changing the branch on this Landlord.  

Change Negotiator - You can also change the Negotiator on the Landlord.  

Outputs - (2 on above image)

Create Blank SMS Text - allows you to create a blank text message to your Landlord.  

Create Letter / E-Mail / SMS - will take you to the Template Grid to use any of your Letter/Email/SMS templates 

Quick Message - This will send an internal Quick Message to a chosen colleague with the Landlord Record attached.  

Data Management - (3 on above image) 

Delete Landlord  - This allows you to delete the Landlord Record - please see GDPR Deletions for more information 

Subject Access Request  - If a Landlord requests all the personal information you hold on them, you can do this from here  - please see GDPR Subject Access Request for more information (COMING SOON!) 

Portability Request  - If a Landlord requests a .csv format of the data you hold on them, you can do this from here - please see GDPR Data Portability for more information (COMING SOON!) 

Send Landlord Portal Email - Please see Landlord Portal Configuration & Usage for more information

Open Landlord Portal - Please see Landlord Portal Configuration & Usage for more information

Financial - (4 on above image) 

If you are using Lettings Finance there is a lot of options under the Finance menu.  Please see Lettings Financials - The Basics and Lettings Financials - Advanced for more information. 

Add Sticky Note - You can add a virtual Post-It note to all records within Expert Agent.  Please see Sticky Notes for more information.  

With the new GDPR Regulations coming into force on May 25th, we have added the ability for your to supply your customers with their personal data if they request it.  

Personal Information Requests can be broken down to two formats:  

Subject Access Request - a contact requests to see what personal data you hold on them.  

Data Portability Request - a contact requests their personal data to transfer one one data controller to another.  

Both of these can be done from the contact record.  

Article Contents

Applicants

Vendors

Landlords

Applicants

From the Applicant Record, under Data Management on the Action Menu you can run a Subject Access Request or Portability Request.  

Subject Access Request 

When an Applicant requests to see what personal data you hold on them, you can do this from the Action Menu.  Right Click -> Data Management -> Subject Access Request

You then get presented with the below screen: 

This will send the Negotiator requesting the data an email (NOT the contacts negotiator).  The Zip file will be accessed by a randomly generated password that will be presented to you on the above screen.  Pressing Submit will send the email.  

Once you receive the zip file, it is your responsibility to provide the data to the data subject.  

Data Portability Request

An applicant has the right to request a file of their data in a format that can be transferable to a different data controller.  If this happens you can request this from the Applicant record.  Right Click -> Data Management -> Data Portability. 

Once you press Portability Request you will be presented with the screen below: 

Once again this will send the the negotiator requesting the data rather than the negotiator assigned to the contact.  The password will be randomly generated.  

With both of the above requests, once you press Submit you will receive the green confirmation flash at the bottom of your screen: 

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Vendors 

The process with Subject Access Requersts and Data Portability for Vendors is exactly the same as Applicant (as above), however with Vendors you get the option for either Vendor 1 or Vendor 2.  

Subject Access Request 

You will get the same screen, confirming that the zip file will be sent to the negotiator requesting the data, with a randomly generated password: 

Data Portability Request 

Once again you will get the Data Request screen with a randomly generated password to access the zip file of data: 

And pressing submit on either Subject Access Request or Data Portability will give you the green confirmation flash: 

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Landlords

Subject Access Request

As with Applicants and Vendors you can access the Subject Access Request option from the Data Management option on the Action Menu: 

On the Data Request screen, note the randomly generated password and press Submit: 

Data Portability Request 

This is access via Data Management on the Landlords record: 

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Personal Information Requests GDPR FAQs