Data Management

Question 1

Can you tell me the three principles of GDPR?

Answer 1

GDPR - Lawfulness, fairness and transparency

Question 2

Can you tell me the 7 principles of the Data Protection Act 2018?

Answer 2

Lawfulness, fairness and transparency.
Purpose limitation.
Data minimisation.
Accuracy.
Storage limitation.
Integrity and confidentiality (security)
Accountability

Question 3

How do you comply with data protection in your role?

Answer 3

Data is stored on a secure property management system - which limits access to those who need to use it

I ensure that all data is stored here and not in common data folders, this is where personal data is stored and requires password access.

Question 4

How do you process and handle confidential information?

Answer 4

Control access.
Use confidential waste bins and shredders.
Lockable document storage cabinets.
Secure delivery of confidential documents.
Email encryption
Employee training

Question 5

What do the privacy and electronic communications regulations 2003 amended 2016 relate to?

Answer 5

Extra data protection rules for e-communications

Question 6

What is copyright?

Answer 6

Author of original work has exclusive rights to control distribution

Question 7

What is the freedom of information Act 2000?

Answer 7

• Right to information held by the public sector
• Request must be in writing
• Information must not be exempt
• 20 Days to respond

Question 8

What legislation relates to the disposal of old files?

Answer 8

Limitation Act 1980

Question 9

How long do old files need keeping?

Answer 9

At least 6 years, 12 if a deed

ideally 15 for PII

Question 10

What is the difference between a deed and registered title?

Answer 10

A deed is absolute proof and title is good indication

Question 11

What does encryption mean?

Answer 11

The process of converting information or data into a code, especially to prevent unauthorized access.

Question 12

How can you protect electronic data from viruses

Answer 12

Educate your employees about ransomware and phishing attacks.

Firewall/antivirus software.

Review your password policy and update if necessary.

Back up your important business data.

Test your backup and its restore capabilities.

Question 13

What is Blockchain?

Answer 13

A system of recording information in a way which makes it difficult or impossible to change or hack

Question 14

What is a data controller?

Answer 14

Decides the purpose and manner that personal data is used

Question 15

Name some ways you ensure data security?

Answer 15

1. Firewalls
2. Password management
3. Don’t leave devices unattended
4. Encryption
5. Virus protection
6. Caution on sharing social media
7. Back up data
8. Automatic updates
9. Two step verification

Question 16

What constitutes personal data?

Answer 16

information that relates to an identified or identifiable individual. What identifies an individual could be as simple as a name or a number or could include other identifiers such as an IP address or a cookie identifier, or other factors

Question 17

What is EDM and what does it do?

Answer 17

Electronic Document Management

Collection of tech which manages electronic assets

Question 18

Who owns the copyright of a valuation report?

Answer 18

The Surveyor - client is licensed to copy

Question 19

Key legislation in the UK relating to data protection?

Answer 19

Data protection act 2018

Question 20

What does GDPR stand for?

Answer 20

General Data Protection Regulation

Question 21

What legislation specifically relates to Data held by public bodies?

Answer 21

Freedom of Information Act 2000

Question 22

How must a FOI request be made and how long for a reply?

Answer 22

In writing

20 days

Question 23

Do public bodies need to reply to an FOI - any exceptions?

Answer 23

Yes have to reply - either with info or refusal (with explanation)

Refusal can be = to expensive, unreasonable or not in public interest

Question 24

How could a data system breach DPA?

Answer 24

“processed in a manner which ensures appropriate security”

Windows 7 came to the end of its supported life in 2020 and is therefore highly vulnerable to malware & ransomware attacks.

Question 25

In relation to your advice around changing operating systems what evidence did you rely on?

Answer 25

The system was already in place for my client so I had first hand experience.

The software provider is able to tailor the system to the needs of the user.

Windows 7

Question 26

How do you ensure data on your system is accurate?

Answer 26

There is a system in place to ensure data updates, for example a tenant leaves a premises we complete a record amendment form which our property information team input and double check. This is completed for all changes of data.

Question 27

What are the limitations of primary/secondary data?

Answer 27

Secondary data =
Information may be outdated, therefore inaccurate.
The data may be biased and it is hard to know if the information was collected is accurate.
The data was not gathered for the specific purpose the firm needs or is not relevant to the original context.

Primary Data =
Cost is one of the major reasons why researchers, and organisations will choose not to use primary research. …
Time
Feasibility

Question 28

What is malware?

Answer 28

Malware is a type of malicious software designed to harm or exploit any programmable device, service or network.

Used it to extract data that they can leverage over victims for financial gain.

That data can range from financial data, to healthcare records, to personal emails and passwords.