Can this be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act and UETA in most states, provided the signer shows intent and consent and a retrievable record is retained.

Who must sign the document?

An authorized representative of the dealer (owner or delegated officer) and an authorized representative of the recipient should sign; include printed name and title to show authority.

Is notarization required?

Not typically for DTAs, but some states or internal policies may require notarization for certain authorizations; check state rules and include a notary block if required.

How do I revoke a previously granted authorization?

Issue a written revocation referencing the original DTA, deliver it to the recipient and internal teams, and revoke technical credentials within the agreed SLA to prevent further access.

What happens if data is transferred in error?

Notify the recipient immediately, request secure deletion or return, document the event, and follow breach notification procedures if personal data was exposed.

How long should I retain signed DTAs?

Retain the signed document for the active contract term plus at least three years; extend retention for tax or healthcare records per federal rules.

Electronic Signature
Templates
Sales
Sales CDK DTA Document

Sales CDK DTA Document

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Sales CDK DTA Document

Parties and Transaction Identification

Seller Name:

Seller Billing Address Seller Contact

Buyer Name:

Buyer Billing Address Buyer Contact

Agreement Effective Date: Purchase Order / Reference No.:

Recitals and Definitions

This Sales CDK DTA Document (the "Agreement") sets forth the terms under which Seller will supply the products and related Data Transfer Authorization ("DTA") services described below to Buyer. Capitalized terms used in this Agreement and not otherwise defined shall have the meanings set forth in the text.

Products / Services (Itemized)

Item	Description	Quantity	Unit Price	Total

Subtotal Taxes Shipping & Handling Total Amount Due

Payment Terms

Payment Due Date: Accepted Payment Methods:

Credit Card Wire Transfer Check Other

If Other, specify

Late payment shall incur a late fee equal to % per month on the outstanding balance, or the maximum permitted by law, whichever is less.

Delivery and Risk of Loss

Delivery Date (estimated):

Shipping Method Delivery Address

Risk of loss and title for products pass to Buyer upon delivery to Buyer’s designated delivery address or carrier, as applicable. Seller will use commercially reasonable efforts to meet the estimated delivery date but shall not be liable for delays caused by events beyond its reasonable control.

Data Transfer Authorization (DTA)

Buyer hereby authorizes Seller to access, extract, transfer and deliver Buyer data necessary to effectuate the sale, installation, configuration, or migration of the Products and Services. The data categories to be transferred (select all applicable) are:

Personal / Customer Data Financial / Billing Data Technical / System Data Other

If Other, describe Data Types and Scope

Seller shall implement commercially reasonable technical and organizational measures to protect transferred data during transmission and for the period Seller retains such data. Seller will only use transferred data to perform obligations under this Agreement and will not sell or otherwise distribute Buyer data except as required by applicable law or with Buyer’s written instruction.

Warranty; Returns; Refunds

Seller warrants that the Products will conform to the specifications set forth in this Agreement for a period of months from delivery. Warranty coverage excludes damage caused by misuse, unauthorized modification, accidents, or third-party products.

Return Window: Buyer must notify Seller in writing within days of delivery for defective products. Approved returns are subject to Seller’s return authorization and may be subject to restocking fees as agreed in writing.

Limitation of Liability; Indemnification

Except for willful misconduct or gross negligence, neither party shall be liable for consequential, incidental, indirect, special or punitive damages arising out of this Agreement. The aggregate liability of Seller for any claim arising under or in connection with this Agreement shall not exceed the total amount paid by Buyer to Seller under this Agreement in the twelve (12) months preceding the claim.

Buyer shall indemnify and hold Seller harmless from and against claims, damages and liabilities arising from Buyer’s misuse of the Products, violations of applicable law in connection with the Buyer’s data, or Buyer’s breach of this Agreement.

Confidentiality

Each party shall treat the other party’s confidential information as confidential and shall not disclose such information except to its employees and contractors on a need-to-know basis and subject to confidentiality obligations no less protective than those in this Agreement. Confidential information does not include information that is or becomes publicly available through no breach of this Agreement.

Termination

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured thirty (30) days after written notice. Termination does not relieve Buyer of its obligation to pay for Products delivered or services performed prior to termination. Upon termination, Seller will, at Buyer’s election, return or destroy Buyer data in Seller’s possession, subject to applicable law and Seller’s retention obligations.

Governing Law; Dispute Resolution

This Agreement shall be governed by the laws of without regard to conflict of laws principles. The parties shall attempt in good faith to resolve disputes by negotiation. If unresolved, disputes shall be resolved by the courts of the chosen jurisdiction.

Notices

All notices under this Agreement shall be in writing and delivered to the addresses below.

Seller Notice Address Buyer Notice Address

Acknowledgment and Certifications

By signing below, each party certifies that it has authority to enter into this Agreement, that the information provided herein is true and complete, and that it accepts the terms and conditions contained in this Sales CDK DTA Document.

Seller

Printed Name:

By:

Date:

Buyer

Printed Name:

By:

Date:

What the Sales CDK DTA Document Is and when it’s used

The Sales CDK DTA Document is a written authorization used to permit transfer or sharing of sales-related data held in a CDK dealership system to a third party or internal business unit. It documents which data sets are authorized, the parties involved, the permitted uses, and any retention or confidentiality obligations. Organizations use this form to record consent, set effective dates, and establish technical and administrative responsibilities for data export, ingestion, or synchronization. The document is commonly completed in dealer sales, finance, and back-office integrations where clear data transfer authority and auditability are required.

Why a clear Sales CDK DTA Document matters

A concise DTA reduces compliance risk, confirms consent for access to customer and sales records, and creates an auditable trail for integrations and reporting.

Who typically completes and signs this document

The Sales CDK DTA Document is completed by business owners and authorized representatives responsible for dealer data and integrations.

Dealership general managers and sales directors who authorize external integrations or vendor data pulls.
IT or integration leads managing system-to-system connections and API access permissions.
Third-party integrators, software vendors, or internal teams that will receive or process CDK sales data.

Signatures are recorded from authorized signers and receiving-party representatives to ensure accountability and a clear chain of custody.

Core elements to include in a professional Sales CDK DTA Document

A complete DTA defines parties, data scope, authorized uses, security controls, timelines, and signature blocks so technical and legal teams can act consistently.

Parties

Full legal names, DBA names, and contact details for the data owner and the recipient. Include a liaison name, phone, and email for operational follow-up and incident response.

Data Scope

A specific list of data elements authorized for transfer (for example, VIN, buyer name, sales price, financing terms). Avoid vague phrases like 'sales data' without field-level detail.

Permitted Uses

Describe exactly what the recipient may do with the data (reporting, marketing, loan processing) and explicitly forbid unauthorized resale or repurposing.

Security Controls

State required protections such as encryption in transit/storage, access controls, and any required attestations or certifications the recipient must maintain.

Retention & Deletion

Specify how long the recipient may retain data, deletion or return procedures on termination, and evidence required to verify deletion or destruction.

Signatures & Dates

Signature blocks for authorized signers, printed names, titles, and date fields. Include a space for a witness or notary if state rules or internal policy require notarization.

Required data elements and identifiers

Dealer Identifier: CDK account ID or dealer code

Customer Identifiers: Full legal name and DOB if required

Vehicle Information: VIN and model year

Transaction Details: Sale date and agreed purchase price

Recipient Contact: Receiving entity name and technical contact

Authorization Scope: Field-level list of allowed records

Step-by-step: completing the Sales CDK DTA Document

Follow these steps in sequence to complete the form accurately and create an auditable record of consent and permission.

01

Identify parties: Enter full legal names and contacts for owner and recipient.
02

Define scope: List fields, date range, and any excluded data elements.
03

Specify security: State encryption requirements and access controls.
04

Sign and date: Authorized representatives sign, date, and record titles.

How to configure an online DTA workflow

When you complete this document online, configure fields and routing to match internal approval and technical steps.

Field	Configuration
Party fields	Separate signer roles for Owner \| Recipient \| IT Approver
Conditional routing	Route to legal if high-risk data or cross-border transfer
Authentication	Use email + SMS or stronger MFA for recipient verification
Audit capture	Enable timestamps, IP logging, and download copies

Where to file and who receives copies

Routing should include operational, legal, and archival destinations so records are discoverable and enforceable.

Primary recipient: The receiving party retains the operative copy.
Dealer records: Dealer retains a signed copy in sales file or DMS.
Legal team: Legal receives a copy for compliance tracking.
Audit archive: Store a copy in the records retention system.

Technical and delivery options for electronic completion

Electronic completion supports secure signing, evidence capture, and integration with dealer systems.

File formats: PDF or DOCX are preferred for preservation
Integration: Use APIs to export signed copies to DMS
Authentication: SMS or knowledge-based checks recommended

Ensure the chosen platform captures an audit trail and retains a tamper-evident record for compliance and dispute resolution.

Typical timelines and processing expectations

Processing times vary by dealer and recipient; include target dates so all parties know when data exports will occur.

Authorization effective date:

The documented effective date starts contractual obligations and triggers technical work.

Data export window:

Schedule exports within a defined window, commonly 1–10 business days after authorization.

Access revocation:

Allow up to 48–72 hours for revoked credentials to be disabled.

Retention checkpoint:

Confirm deletion or return within the agreed retention period.

Dispute response:

Set a 10–30 business day SLA for addressing data use disputes.

Common mistakes to avoid when preparing the DTA

Failing to list specific fields leads to ambiguous permissions and downstream disputes between vendor and dealer.
Using a generic recipient name instead of the legal entity can invalidate authorization or complicate audits.
Omitting technical contact information delays integration and troubleshooting when transfers fail or data mapping is unclear.
Neglecting to document data deletion procedures leaves unclear obligations and raises regulatory risk after termination.

Risks and consequences of an incomplete or incorrect DTA

Operational delays: Integration and reporting stalls

Regulatory exposure: Potential HIPAA or state privacy violations

Contract disputes: Claims over unauthorized use or resale

Data breaches: Inadequate controls increase breach risk

Financial penalties: Fines or indemnity obligations may apply

Reputational harm: Customer trust loss and business impact

Frequently asked questions about completing and signing the DTA

Answers to common questions about scope, signatures, retention, and electronic execution to help avoid delays and ensure enforceability.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act and UETA in most states, provided the signer shows intent and consent and a retrievable record is retained.
Who must sign the document?
An authorized representative of the dealer (owner or delegated officer) and an authorized representative of the recipient should sign; include printed name and title to show authority.
Is notarization required?
Not typically for DTAs, but some states or internal policies may require notarization for certain authorizations; check state rules and include a notary block if required.
How do I revoke a previously granted authorization?
Issue a written revocation referencing the original DTA, deliver it to the recipient and internal teams, and revoke technical credentials within the agreed SLA to prevent further access.
What happens if data is transferred in error?
Notify the recipient immediately, request secure deletion or return, document the event, and follow breach notification procedures if personal data was exposed.
How long should I retain signed DTAs?
Retain the signed document for the active contract term plus at least three years; extend retention for tax or healthcare records per federal rules.

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