Enhancing Your Dealership's Data Security with DealerCenter's Secure ADF Lead Integration

Introduction:

In today's digitally-driven marketplace, protecting your customers' sensitive information is paramount. DealerCenter is committed to ensuring the highest standards of data security for our dealer partners. We're excited to introduce a new secure method for integrating Auto Dealer Format (ADF) leads with our Customer Relationship Management (CRM) system, fully compliant with the Gramm-Leach-Bliley Act (GLBA) Safeguards Rule. This guide outlines the steps you need to follow to enhance the security and compliance of your lead management process.

Understanding the Change:

• Background: The Federal Trade Commission (FTC) has enforced new regulatory changes requiring the secure transmission of customer Personally Identifiable Information (PII). In response, DealerCenter now offers a secure method to send ADF leads to our CRM, ensuring your dealership remains compliant with GLBA.

• Old vs. New Method: Previously, ADF leads were integrated via email, which is no longer considered secure under GLBA. The new method utilizes Secure File Transfer Protocol (SFTP), ensuring encryption and compliance.

Step-by-Step Compliance Guide:

1. Generate SFTP Credentials:

   • From the homepage go to "Dealer Settings" in DealerCenter.
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   • Under the "Customer" tab go to "Lead Management".
   • In the new section named ‘File drop via SFTP to Lead,’ click on the ‘Generate SFTP Credentials to Provide Lead Sources’ button.
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   • Retrieve the generated credentials for uploading ADF lead files securely.
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2. Send SFTP Credentials to Lead Providers:

   • Identify lead sources/providers sending ADF Lead Emails to your CRM by accessing the "ROI" report under "Customer Reports". If you do not have access to this report, please reach out to your Manager/Admin for assistance.
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   • Check if any of the lead sources from this list are sending ADF Lead emails by opening the most recent lead for each source. Click on the ‘Received Leads’ count and open the first customer record. In the Lead Activities tab, check if you see an incoming lead email (as illustrated below) - this is typically one of first activities on the lead so it will be toward the bottom of the activity list.
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   • Provide the following SFTP credentials to lead sources securely, such as password protected file attachment using Gmail, urging them to support secure file transfer.
     • Host: DealerCenter server that will securely store the ADF lead files sent from lead providers
     • Port: Server port number where new file uploads/transfers from lead providers are listened to and processed for lead creation in DealerCenter CRM
     • Username: Username for creating SFTP session to transfer ADF lead files
     • Password: Password or secret for creating SFTP session to transfer ADF lead files
     • Directory: Folder location where lead providers need to upload (or transfer) ADF files
   • If any of your lead providers do not support sending ADF leads as files via SFTP, please urge them to do since it is their responsibility to keep their lead’s personal info secure when forwarding data over the internet. They are the originators of the customer info, so they are also legally responsible to ensure the data getting transferred over the internet is secure and doesn’t open the door for hackers.

3. Confirm New Lead Integration:

   • Confirm with your lead providers their support for SFTP file transfer.
   • Test the integration with a sample lead and verify its creation in DealerCenter CRM. Ensure the ADF files include the vendor ID XML tag with your DCID as the value. You can find out your DCID (DC Company ID) under Dealer Setting tab within Dealer Profile Settings:
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4. Notification Process for New ADF Leads:

   • Continue receiving email notifications for new leads.
   • Access sensitive lead information securely via a link to DealerCenter, with multi-factor authentication.

5. Optional - ADF File Naming Convention:

   • Lead providers can use a recommended naming scheme for ADF files for better organization and tracking.

Additional Support:

• If you encounter challenges or have questions, please reach out to your CRM specialist.
• Remember, compliance with GLBA is crucial for the security of your customer's information.

Conclusion:

Adopting this secure ADF leads integration method is not only a step towards better data security but also ensures your dealership's adherence to the latest regulatory standards. DealerCenter is here to support you in this transition, enhancing your customers' trust and your dealership's reputation.

For more information or additional help, contact our support team. Together, let's make your dealership's digital journey secure and compliant.