In order to comply with the EU General Data Protection Regulation (GDPR) legislation which applies to anyone processing data of EU citizens, MagManager provides you with a means of recording consent given (or withheld) by your clients for processing their data for contacting them. By default, MagManager assumes you have a "legitimate interest" to process data for your clients.
The Consent tab summarises the consent set for each client. Consent automatically gets updated here when a client enters their preferences via the customer portal. You can also update consent for a client by selecting the client and clicking on the consent tab.
From the individual client's consent tab, clicking the green Add Consent button brings up a dialogue allowing you to update consent. If you have been asked not to contact, you will need to switch the toggle next to “Don’t contact”. There is a space for you to add comments.
Letting clients update their preferences
To allow a client to unsubscribe or to update their contact preferences, you must include an “update preferences” link at the end of all your marketing emails.
If your client clicks on the link, they will be taken to our customer portal where they can easily record their contact preferences or unsubscribe.
You will need to customise the portal with your own logo and add your privacy policy and terms and conditions. (More on this below).
Firstly, enable the Customer Portal by going to Settings > System Defaults and in the Client Portal section, toggle on the switches for “Use Customer Portal.”
Setting email up templates with an unsubscribe link
Email templates can be created on-the-fly when you are producing a mailshot, or by going to Settings > Document Templates. You can modify the documents under both the System Documents and My Documents tabs.
For example, using your own choice of words, you could add this line at the bottom of the template: “To update your preferences, please click ”. The token needed is found in the General section of the tokens list (see screenshot).
The token will be replaced in the actual email by the word “here” and a link to the customer portal.
Clicking “here” will take your client to the customer portal.
This screenshot shows what the client portal looks like in MagManager. You will need to customise the portal header and footer with your own logo and company name.
When your client has updated their details here, this will automatically display in the client Consent tab along with the date:
Mailshots
When you are creating a mailshot from MagManager and choose “General Communication” in the “Email Type” section, clients who have opted out of email contact will not be included in search results.
However, if you select Artwork, Invoices, Bookings or Statements in the “Email Type” section, these clients will be included as usual in the search.
Customising the Portal
You will need to customise the portal with your own logo and add your privacy policy and terms and conditions. To do this, go to Settings > Settings > Customise Portal.
Firstly, enable the Customer Portal by going to Settings > System Defaults and in the Client Portal section, toggle on the switches for “Use Customer Portal.”
Customising the portal header and footer
To customise the header and footer with your own logo and any extra text you wish to add, click on Portal Header or Portal Footer. This gives you an editor enabling you to add text, links and images.
Click on the MagManager logo and press delete to remove it. Then click the picture icon to upload your own logo in jpeg or png format.
A suitable size for your logo is 300px for a logo that is wider than it is long. For a square logo, try 200px.
In the portal footer, you will need to replace MagManager Ltd by your own company name. You can add more text and links to the footer if you choose to. You can also change the colours in the footer.
Adding your privacy policy and your terms and conditions
Go to Settings > Settings > Customise Portal and click on Portal Privacy Policy or Portal Term & Conditions.
You can copy and paste your privacy policy or your terms and conditions here. Your portal footer will then link to these pages. Or you can enter a web site link to your privacy policy and term & conditions.
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