Data management

Question 1

Can you tell me three principles of UK GDPR and Data Protection Act 2018

Answer 1

The DPA 2018 transposes the GDPR, an EU Regulation, into UK law and controls how the personal data is used

Lawfulness, fairness and transparency - processed lawfully, fairly and in a transparent manner in relation to individuals
Purpose limitation - collected for specified, explicit and legitimate purpose
Data minimisation - adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed

Question 2

How do you comply with UK GDPR and the Data Protection Act 2018 in your role?

Answer 2

• Store files securely on company’s internal network- two factor authentication to get in
• Password protected files
• If a client requests any information I provide it to them

Question 3

Give me an example of how you process and handle confidential information.

Answer 3

Hersham Place - received dataroom and property information whilst under NDA. Ensured I aligned my actions to the terms of the NDA, did not disclose information to anyone. We were allowed to approach consultants, but talked generally about the location as to avoid being site specific.

Kept my files in password protected computer and off my personal latop

Question 4

Give me an example of how you ensure that data is kept securely.

Answer 4

Password protected laptop, lock my computer anytime I walk away from it

Do not use my personal laptop for work

Multi factor authentification on email

Question 5

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 5

rules that govern how you conduct your electronic marketing, such as email or telephone. The regulations will also affect you if you use cookies on your website or if you operate telephone or similar directories.

Question 6

What is copyright?

Answer 6

the exclusive and assignable legal right, given to the originator for a fixed number of years, to print, publish, perform, film, or record literary, artistic, or musical material.

Question 7

What is Intellectual Property?

Answer 7

intangible property that is the result of creativity, such as patents, copyrights, etc.

Question 8

Can you transfer intellectual property

Answer 8

Yes, you can share your intellectual property rights through licensing or assignment agreements. Licensing allows others to use your intellectual property while you retain ownership, while assignment involves transferring ownership to another party.

Question 9

What is the Freedom of Information Act 2000?

Answer 9

The Freedom of Information Act was passed on 30 November 2000. It creates a general right of access to all types of recorded information held by most UK public authorities,

Question 10

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 10

Limitation Act 1980 - sets time limits on various types of legal action. From this, businesses can determine how long they need to keep documents in case they are required to produce them in court.

IN contract and tort - negligence claims can be brought up to 6 years after breach. So minimum 6 years to keep documents

HOWEVER - claims can also be brought forward within 3 years of the claimant finding out about the breach, subject to a longstop date of 15 years. SO might want to hold them for that period.

Question 11

Give me an example of a property information tool.

Answer 11

LandInsight
Molior
Rightmove
Land Registry

Question 12

Tell me about how you extract data from a source regularly used in your role.

Answer 12

Landinsight - second hand property transactions

Question 13

What are the limitations of primary/secondary data sources?

Answer 13

Primary - would be from local agents or from our completed development sites. Takes more time but is more accurate

Secondary - relying on existing data sets from Landinsight. Quicker and more cost effective but not as accurate. Not always up to date

Question 14

How do you validate information?

Answer 14

Validate sales values by phoning up local agents

Question 15

What is the difference between a deed and a registered title?

Answer 15

A property deed is a legal document that transfers property from a seller to a buyer.

A property title is a legal term that represents ownership of a property. While property title is represented by several legal documents, including a deed and tax records, property title itself is not technically a legal document. Instead, property title is the overall concept of ownership

Question 16

What are the differences between manual and electronic records?

Answer 16

Electronic records are for the most part an improvement over physical records. The downside of electronic records is that they can be easily tampered with or deleted. Physical records on the other hand, provide a more secure way to manage data, but they are not as flexible as electronic ones.

Question 17

What is an index map?

Answer 17

The index map contains information on all land and property that’s registered or being registered with HM Land Registry. Use it to find the title number of a property that does not appear in a search of the register.

Question 18

What does encryption mean?

Answer 18

encryption is the process of protecting information or data by using mathematical models to scramble it in such a way that only the parties who have the key to unscramble it can access it.

Question 19

What is a firewall?

Answer 19

A firewall is a network security device that monitors traffic to or from your network. It allows or blocks traffic based on a defined set of security rules.

Question 20

How can you protect electronic data from viruses?

Answer 20

• Be aware of phishing attacks via email
• Update passwords regularly
• Back up important business data

Question 21

What does block chain mean?

Answer 21

a system in which a record of transactions, especially those made in a cryptocurrency, is maintained across computers that are linked in a peer-to-peer network.

Question 22

Which records are manually kept in your office and why?

Answer 22

Signed appointment letters - scanned but also kept in physical form
Copies of development briefs

Question 23

What is BIM and how can it be used?

Answer 23

Building Information Modeling

BIM models can be used to create virtual walkthroughs of a construction project, which can be used to evaluate the layout of a space and identify potential problems. They can also be used to create visualizations of the finished project, which can be used to market the property or obtain funding.

Question 24

What is ISO 9001?

Answer 24

ISO 9001 is defined as the international standard that specifies requirements for a quality management system (QMS). Organizations use the standard to demonstrate the ability to consistently provide products and services that meet customer and regulatory requirements.

Question 25

What are the requirements of ISO 9001?

Answer 25

The ISO 9001 standard requires your organisation address seven key areas – also known as clauses – in order to achieve continual improvement within your Quality Management System:

Context of the organisation
Leadership
Planning
Support
Operation
Performance evaluation
Improvement

Question 26

What does ISO 27001 relate to?

Answer 26

ISO/IEC 27001 is the international standard for information security. It sets out the specification for an effective ISMS (information security management system).

Question 27

Why is quality management important?

Answer 27

Risk mitigation
Uphold standards to the client
Client confidentiality

Question 28

What is an Electronic Document Management System (EDMS)?

Answer 28

An Electronic Document Management System (EDMS) is a software that centrally stores and organises documentation in one digital repository.

Question 29

What do you understand by the Civil Evidence Act 1995?

Answer 29

An act of the Parliament of the United Kingdom that primarily deals with rules and procedures related to the admissibility of evidence in civil proceedings

One of the most important changes introduced by the Act is related to hearsay evidence. Hearsay evidence is a statement made by a person who is not a witness in the proceedings, and it is typically considered less reliable than direct evidence. The Act expanded the admissibility of hearsay evidence in civil cases, subject to certain conditions and exceptions.

Question 30

Are electronic signatures accepted by the Land Registry?

Answer 30

Yes - both parties need to agree

Question 31

What type of documents can electronic signatures be used for? Land registry

Answer 31

Check Practice guide 82: electronic signatures accepted by HM Land Registry

Question 32

What is data redundancy?

Answer 32

Data redundancy refers to the practice of keeping data in two or more places within a database or data storage system. Data redundancy ensures an organization can provide continued operations or services in the event something happens to its data – for example, in the case of data corruption or data loss.

Question 33

What is VLOOKUP used for?

Answer 33

VLOOKUP stands for “Vertical Lookup” and is used to search for a specific value in the first column of a dataset and retrieve a corresponding value from a different column within the same row.

Question 34

What is a pivot table?

Answer 34

a tool to explore and summarize large amounts of data, analyze related totals and present summary reports