Data Management Flashcards
Can you tell me three principles of GDPR and the Data Protection Act 2018?
- Lawfulness, fairness, transparency
- Data minimization
- Security
How do you comply with GDPR and the Data Protection Act 2018 in your role?
- We have a comprehensive GDPR policy which was written in collaboration with a solicitor.
- It’s sets out processes and info for all staff on how we work with data
- We have active data breach and SAR procedures
- We also have a public statement on GDPR - with a privacy statement on our website confirming our legal bases for data collection - and how it is used
- We work with a competent IT Consultancy firm to advise us on all complex issues around data storage
Give me an example of how you process and handle confidential information.
Redacting personal data before sharing reports with third parties, ensuring only authorized personnel have access to sensitive information
Use Asana software to hide streams of employment data from Team Managers, while sharing others
Give me an example of how you ensure that data is kept securely.
Data is stored on industry leadings software (Blockman) and stored within the EU - securely and encypted - relevant third parties have provided assurances of compliance in their supply chain.
What do the Privacy and Electronic Communications Regulations 2003 apply to?
Made it unlawful to, amongst other things, transmit an automated recorded message for direct marketing purposes via a telephone, without prior consent of the subscriber.
One of the key tenets of this legislation upholds that it is unlawful to send someone direct marketing if they have not specifically granted permission (via an opt-in agreement) in the absence of a previous relationship between the parties.
Organisations cannot merely add people’s details to their marketing database and offer an opt out after they have started sending direct marketing. For this reason the regulations offer increased consumer protection from direct marketing.[1]
What is copyright?
Copyright protects your work and stops others from using it without your permission.
You get copyright protection automatically - you don’t have to apply or pay a fee. There isn’t a register of copyright works in the UK.
You automatically get copyright protection when you create:
original literary, dramatic, musical and artistic work, including illustration and photography
original non-literary written work, such as software, web content and databases
sound and music recordings
film and television recordings
broadcasts
the layout of published editions of written, dramatic and musical work
Can copyright be transferred?
Yes, copyright can be transferred through assignment or licensing agreements.
What is the Freedom of Information Act 2000?
Provides public access to information held by public authorities, subject to certain exemptions.
Used in my article on reserve funds
Can you tell me about the retention of files and the Limitation Act 1980?
RICS professionals must retain records for a minimum of six years (or longer if required) to comply with the Limitation Act, which sets time limits for legal claims.
Give me an example of a property information tool
Land Registry’s online database, offering access to property ownership, title, and boundary information.
Tell me about how you extract data from a source regularly used in your role?
Verifying Directors at Companies House during new business process
What are the limitations of primary/secondary data sources?
Primary: Time-consuming, expensive, potential biases.
Secondary: Outdated, lack of control over data quality, not tailored to specific needs.
What is the difference between a deed and a registered title?
Deed - A legal document that transfers ownership.
Registered Title: A record of ownership held by the Land Registry.
How do you source title information?
Accessing the Land Registry’s online database or requesting information from a title company.
What is an index map?
A graphical representation of registered land and property boundaries.
What does encryption mean?
Encoding data to protect it from unauthorized access.
What is a firewall?
A security system that controls incoming and outgoing network traffic, preventing unauthorized access.
How can you protect electronic data from viruses?
Using antivirus software, regular updates, and safe browsing practices.
What does blockchain mean?
A decentralized, digital ledger that records transactions across multiple computers.
Which records are manually kept in your office and why?
Old client files of historical interest
Original leases
Legal documents in connection with property exchanges
Maintaining legal integrity
What is BIM and how can it be used?
Building Information Modeling: A digital representation of a building’s physical and functional characteristics, used for design, construction, and facility management.
Explain the growing use of AVMs in the industry.
AVMs (Automated Valuation Models) are increasingly used for quick, cost-effective property valuations, driven by advancements in technology and data availability.
What AVMs are you aware of?
Hometrack
CoreLogic
Zoopla
What is ISO 9001?
A globally recognized standard for quality management systems
What are the requirements of ISO 9001?
Establishing quality objectives, customer focus, leadership, risk management, and a process for continuous improvement.
What does ISO 27001 relate to?
An international standard for
information
security
management
systems
Why is quality management important?
Ensures consistent, reliable services and products, customer satisfaction, and continuous improvement.
What is an Electronic Document Management System (EDMS)?
A: A system to store, manage, and track electronic documents and images.
What do you understand by the Civil Evidence Act 1995?
Sets out rules for admissibility of:
electronic and digital evidence
in civil proceedings.
Are electronic signatures accepted by the Land Registry?
Yes, for certain documents and transactions.
What type of documents can electronic signatures be used for?
Contracts, agreements, and other legal documents, subject to specific requirements.
What is data redundancy? (in data management)
Duplication of data in a database or storage system, used for backup and fault tolerance.
What is VLOOKUP used for?
A Microsoft Excel function that searches for a value in a table and returns a corresponding value.
What is a pivot table?
A data summarization tool in Excel used to analyze and display large datasets more efficiently.
What are the rights of individuals in respect of the data protection act 2018/GDPR?
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- rights in relation to automated decision making and profiling
- the right to withdraw consent at any time (where relevant)
- the right to complain to the Information Commissioner
