Your GDPR compliance update for Evolution; what’s changing and when will it be available?
What is GDPR?
The General Data Protection Regulation is an evolution (no pun intended) of existing data protection rules and regulations. It’s aimed at ensuring businesses become more accountable for their use of Personally Identifiable Information (PII), it also enhances the existing rights of individuals.
Over the last 12 months, Gemini Systems have been working with other leading industry suppliers, business leaders and our customers to develop relevant, suitable changes within Evolution. These changes have also been key to the development of our Business Accelerators, which sets Gemini Systems apart from other, more traditional, DMS Vendors. The GDPR update will be available from February and we’ve outlined some of the changes below.
As a business, you should already be aware of what GDPR means for you and how it will affect your processes, practices and security. However, for more information on GDPR (and the steps you should make) The Information Commissioner’s Office (ICO) website is a great source of information and guidance.
How will Evolution help my business stay compliant?
Internal processes, procedure and security are vital considerations for you to make when considering GDPR. As Evolution should ideally hold all of your customer and prospecting data, Gemini Systems have made changes in key touch-point areas where Personally Identifiable Information (PII) is captured, amended or viewed.
TechMate – Digital Service Advisor (DSA)
TechMate’s DSA is already hugely popular and allows for the collection of customer contact information in a simple, intuitive and non-intrusive manner.
GDPR now requires businesses to get their customers to Opt-In to marketing and reminders, where previously they would be assumed as accepting of this correspondence unless they Opted-Out.
Every time a customer visits the workshop, by utilising DSA, you can now pro-actively prompt them to Opt-In to the relevant contact types and channels. Whats-more, because the customer digitally signs-off the jobsheet, you can be sure that their preferences are recorded.
This information is date-stamped and instantly updates the customer record.
We believe Campaign365’s marketing capabilities are second-to-none, even the manufacturers are head-over-heels about its simple, intuitive yet powerful features. In fact, many OEMs supply their official marketing assets directly to us.
For most dealers, C365 controls all of their outbound marketing, so ensuring it complies with the Opt-In preferences of your customers was paramount.
Don’t forget, you need to regularly check and update your customers’ Opt-In preferences. C365 can be configured to re-contact your customers automatically, on a regular basis to get them to review their consent.
Workshop Loading Considerations
Some dealers have a lot of manual paperwork laying around the Aftersales department. That’s a lot of Personally Identifiable Information (PII) which is on-show to anyone that walks through the door.
If you haven’t already moved to the Workshop Loading Diary within Evolution, we’d strongly recommend that you do so. When using Evolution’s Workshop Loading Diary, the user is given a confirmation prompt to ensure the customer’s contact information is accurate. We’ve enhanced this feature to include the GDPR related Opt-In preferences and any amendments instantly update the customer record.
Customer Records & the Showroom System
A customer’s preferences are held within the customer record within Evolution and the Showroom System (EvoSales). Each preference has the date automatically recorded against it, along with the user that recorded the preference. Any physically signed documents that you collect can also be scanned and saved against the customer record.
As the Automotive Industry comes to terms with what GDPR means, and as the understanding of GDPR evolves, we’ll continue to development to ensure it helps you stay legal.