How do I ensure that I keep the Client's information in case HMRC requests this from me?

NAVIGATION

FAQs

Applicant FAQs
- The Quick Search box is not returning the record I need?
- How do I remove an applicant from the system?
- How do I send out a mass email to clients?
- How can we set the default to 'Sales/ Lettings' when adding new applicants?
- How do I e-mail a brochure to a casual enquiry?
- What is the best way to quickly e-mail property details to existing applicants when they request them?
- How do I resend the Welcome Email
- How can my Applicants unsubscribe?
Tasks FAQs
- How do I work with tasks?
- What is the difference between tasks and messages?
- Can I create Saved Selections from the Task Grid?
Properties FAQs
- How do I add a new property to EA?
- Why is my Property not showing on Rightmove/Zoopla (or not showing correctly)?
- How do you send a mass email to all Potential Vendors?
- The area this property is located is not displaying in the location list?
- Why is my property not appearing on my website/ portals?
- How does the Vendor Login work?
- Why does my iPhone take photos upside down?
- How can I add the same property for sale and to let?
- Where has the EPC Generator gone?
- Why can't I send the Vendor Portal email?
- Extra Data Examples
- When I do a Price Change, what do all those price fields mean and do?
- How do I add a Property as Price on Application?
- Why doesn't the Postcode Lookup give me the property name or number now?
- How Do I Re-Use Key Numbers?
- How do I add a one off charge to a Sales Property?
Offers FAQs
- How do I add an offer?
- What is a Note of Interest?
- How do I get the Note of Interest functionality enabled?
- How do I add a new chain into Expert Agent?
- How do I add an element to an existing chain?
- What is the difference between Cancel Sale and Refuse Offer?
Social Networking FAQs
- QR Codes
- How do I add a search pod to our Facebook page?
Appointments FAQs
- Why haven't I received the Viewing Request email?
- When are the SMS viewing reminders sent out to vendors and applicants?
- Why cant I save changes to my appointment?
- Where has my Diary gone?
- How can I access my Viewings?
Diary FAQs
- How can I set up a recurring appointment?
- How do I add a new staff member to the diary?
- How can I order my team members in the order that I would like them to appear on the diary?
- How do I sync the Diary with Outlook?
- How do I assign records to appointments?
- Why cant I save changes to my appointment?
- Where has my Diary gone?
- How can I access my Viewings?
Matching FAQs
- Why are matches appearing for inactive applicants?
- We get exchanged or sold properties in our matches?
- I have matched properties to an applicant however I cannot send the match e-mail?
- The match has returned results however they are not displaying in the grid?
- Why is my Property/Applicant matching to too many Applicants/Properties?
Letter & Brochure FAQs
- Windows 7 Operating System Support Ends
- WordLink FAQs
HTML FAQs
- How do I make a copy of the code for my Template?
- How do I remove an HTML Page Break?
- How do I strip out unnecessary HTML code?
- How do I create an HTML Report?
- Are there any external sites that can help me understand HTML?
- Are there any extra tips for using the HTML editor?
- How do I get rid of the web address at the bottom of my Report?
- How do I export data from Expert Agent into a .csv format?
- How Do I Create an Email Template?
- How Do I Add a Logo to an HTML Template?
- How do I change the font size in an HTML Template?
- How do I change the margins on an HTML Template?
- How do I convert HTML Templates to Word Templates?
- How do I create an HTML Header?
Lettings FAQs
- How do I manage HMO's within Expert Agent?
- Why are gas and electrical safety test dates not saved on the tenancy record?
- Why do the inspection dates not automatically update once the date has lapsed?
- What is the easiest way to manage my inspections, gas safety, renewals and expiry dates?
- What do I do if a tenant in a shared tenancy gives notice and moves out?
- Why do the previous tenancies meter readings appear in the Utilities tab on the current tenancy?
- Where can I upload and save a gas safety record, inventories, tenancy agreements or any other correspondence relating to a tenancy?
- Why is the landlord not receiving their landlord portal email?
- Why are my landlord or tenant’s names merging incorrectly onto letters and tenancy agreements?
- Can I clone a landlord to make them an applicant or vice versa?
- How do I cancel a tenancy reservation?
- Can I edit tenants on a tenancy record?
- To comply with the data protection act, how can I remove records from the system?
- How do I add multiple Tenants onto a Tenancy?
- How Do I Remove a Tenant from a Tenancy?
- How Do I Remove a Landlord from a Property?
- How do Landlords reset their passwords on the Landlord Portal?
Lettings Finance FAQs
- Statements Vs Remittance
- why you should use Expert Agent to manage Lettings Finance
- Why can't I see the lettings financial functions and how can I add them?
- How do I process a Holding Deposit?
- Why did the rent not automatically charge for this tenancy?
- Why have I got a message saying "No Rent Payer Set Up"?
- How do I create an opening bank balance?
- How can I pay off a contractor if there is no landlord payment to make?
- Why is EA calculating VAT on the whole amount of my purchase invoice with uplift?
- How do I manage HMO's within Expert Agent?
- How do I create a statement for just one of my Landlord's properties?
- How can I create an annual statement for my Landlord?
- What should I do if a Tenant has paid for something on behalf of the Landlord and the Landlord has agreed to receive less rent?
- How do I set up a Landlord as NRL and then deduct Tax from the income?
- What do I do if one of my non-resident Landlords returns to the UK?
- What do I do if Excel is removing zeros from my sort codes in bank export?
- What is Making Tax Digital (MTD?)
- What do I do if I'm renewing a tenancy where the deposit exceeds the threshold set in the Tenant Fees Act 2019?
- How do I re-save the VAT rate for my Standard Invoices?
- How do I set my contractor as VAT registered so 20% is automatically added to purchase invoices?
Statistics FAQs
- What are the definitions for the Statistics option?
- What are the definitions for the Sales KPIs?
- What are the definitions for the Lettings KPIs?
Speed and Reliability FAQs
- Help!... Expert Agent is too slow?
- Network Troubleshooting
Portal FAQs
- Why is my property not appearing on my website/ portals?
- My property is not displaying the correct type on portals?
- The full details are not displaying on the portals?
- The property advert is not displaying in full?
- How can I display a 'Character' property on Rightmove?
- How do I set up a new portal feed?
- Do you have contact details for the portals?
- The property I put on the market last night is not displaying this morning?
- How can I list my property on Rightmove as a Premium property?
- Why do you charge to send data to the portals?
- How can we use a new portal that EA does not yet feed to?
- How do i configure and set up the Rightmove Live Feed?
- Rightmove Live Failure
- How do I display Lettings Fees on Rightmove and other portals?
- What do we do about OnTheMarket?
PC Setup FAQs
- Setting up Chrome
- What is my PC's Configuration?
- How do I clear my cache?
- What are the recommended system requirements to run Expert Agent?
- How do I do Full Screen on a Mac?
- Why Can't I See The Advert 1 Text Box?
- How do I save a CSV file on a Mac?
General FAQs
- How do I add a new staff member into EA?
- How can I check which staff are logged in to Expert Agent?
- What do I need to do when a staff member leaves?
- How do I change label formats?
- How can I get a Data Extract from Expert Agent?
- Can I still use Windows XP?
- How much do the SMS bundles cost?
- My grids don't seem to be loading?
- Where's the manual for "Classic" Expert Agent
- How do I take a screenshot?
- What is the best way to bookmark Expert Agent?
- How Do I Delete A Contact?
- What happens when I forget my Password?
- How do I upload documents to a record?
- I want to close one of my branches in Expert Agent, how do I do this?
- How Do I Stay Safe Online?
- National Trading Standards - Keeping your property listings compliant
- Expert Agent - Request a quote
- Expert Agent - Changes to your Account
- Expert Agent - Billing Enquiries
- Vebra Solutions Limited is the new home of Expert Agent
Consent GDPR FAQs
- What is Classed as a Marketing Email?
- How can I find all my Clients for whom I have no consent?
- What can I send out to Clients if they say they don't want to be contacted about General Marketing?
- How can I record consent for individual marketing services?
- Why do I have to fill in a Consent Method when saying "No" for GDPR?
- When dealing with Tenancies, should I gain consent for 3rd Parties?
- How can my Applicants unsubscribe?
Deletion GDPR FAQs
- How do I delete a Property Record?
- How Do I Delete A Contact?
- How do I remove an applicant from the system?
- How do I ensure that I keep records for Anti Money Laundering reasons?
- How do I ensure that I keep the Client's information in case HMRC requests this from me?
- If I delete a record, can I get it back?
- What happens to documents that I store on the Events tab when I delete a record?
Personal Information Requests GDPR FAQs
- If I am asked to show a Client what data I hold on them, is there an easy way to get this to them?
- Can I charge for a Subject Access Request?
eSigning FAQs
- eSigning Merge Codes Do's and Don't's
- Can I used EA eSigning for issuing Section 21 and Section 8 notices?
- What do I do if I have a signature that needs to be witnessed?
- What do I do if I want to get a tenant to initial at the bottom of each page of an AST?
- Which Compliant Agreements & Documents are available for eSignature?
- Why Can't I use eSignature for my Section 21 and other notices?
- Why can't I format an eSigning document?
- Why am I seeing the error message 'Unable to find required merge codes' when I have inserted them into the document?
- What do I do if I have more than one tenant/landlord that I need to get an eSignature from?

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.