Data Management Flashcards
What does the Data Protection Act mean to customers/clients of the VO?
VOA customers/clients can be confident that data we hold relating to them is held securely, is accurate, is being used in an appropriate way, and is not held for any longer than necessary
What does the Freedom of Information Act mean to customers of the VOA?
Members of the public can request to receive information about them but they cannot request information on another individual that does not relate to them.
What is the Freeedom of Information Act 2000?
Gives individuals the right of access to information held by public bodies. The public body must tell any individuals requesting sight of the information if it holds it. It must be supplied within 20 working days in the format requested. Can be charged for the provision of information.
What is the main principle of the Freedom of Informatuon Act 2000?
People have a right to know about the activities of public authorities
What are the exemptions from Freedom of Information?
CRCA 2005
Criminal matter under investigation
What is the Commissioners for Revenue and Custom Act 2005?
All information held by the VOA is covered by the duty of confidentiality and it specifies the circumstances when that information may be disclosed.
It is a criminal offence to disclose personal or confidential information to someone without the right to receive it.
What is Section 2018 of the Commisionerw for Revenue and Custom Act?
Sets out circumstances when information can be disclosed. DO NOT DISCLOSE UNLESS
- Is essential for one of our functions
- Is allowed by a specific piece of legislation
- Is with the consent of the taxpayer, customer or client
- Is in the course of civil proceedings in the course of our work
What is Section 7 of the Commisioners for Revenue and Customs Act 2005?
Sets out the VOAs functions:
- Compilation and maintenance of rating lists and council tax lists
- The Valuation of property
What is Section 18 of the Commisioners for Revenue and Customs Act 2005?
Allows the VOA to disclose information where the disclosure relates to one of our functions, we may disclose information during the conduct of our work
What is the Data Protection Act 2018?
UKs implementation of the General Data Protection Regulations 2016
As well as covering personal data under GDPR it covers all other general data previously covered by the Data Protection Act 1998
What is GDPR?
General Data Protection Regulations
Relates to personal data
Gives people stronger rights about how their personal information is used
What are the 8 individual rights under GDPR?
AIRER POA
- right of Access
- right to be Informed
- right to Rectification
- right to Erasure
- right to Restrict processing
- right to data Portability
- right to Object
- right to Automated decision making and profiling
How has your firm changed their data management practises to comply with GDPR?
Trained staff
What are Automated Valuation Models?
Software systems which can provide property valuations using mathematical modelling combined with a database
Mostly used for residential modelling
What are the advantages of AVMs?
Saves time, money and resource. Can consider a larger number of data points.
What are the disadvantages of using AVMs?
Does not take into account nuanced factors such as view or level of street noise, does not take into account property condition
What does copyright mean?
Set of exclusive rights granted to the author or creator including the right to copy, these rights can be licensed, assigned or transferred.
What does crown copyright cover?
All materials created and prepared by the Government
What is a deed?
A legal document made under seal
Are electronic signatures accepted by the land registry?
Yes, on some occasions. Would check Land Registry guidance for the particulars.
What is data redundancy and data inconsistency?
Data redundancy - When the same piece of data exists in multiple places
Data inconsistency - when the same data exists in different formats in multiple tables.
What are the principles of UK GDPR and Data Protection Act 2018?
- Lawfulness, fairness and transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage limitation
- Integrity and confidentiality
- Accountability
What are the limitations of Primary/Secondary data sources?
Secondary data sourcew can be less accurate because they rely on third party sources
Primary data sources can be time consuming and laborious to collect
Can intellectual property be transferred?
Yes, through a written agreement such as a contract or assignment.
What is an Electronic Document Management System? What are the benefits?
A software that centrally stores and organises documentation in one digital repository
Benefits - can save templates, easy to save plans and emails, access control as you can determine security levels
What are the sanctions for if a company doesn’t abide by GDPR?
Fines of up to £17.5million or 4% of your annual turnover, whichever is greater
Who enforces GDPR in the UK?
Information Commissioner’s Office
What is the timeframe for reporting a breach to the Information Commissioner’s Office?
72 hours
Who is at the head of information governance in the VOA?
CEO Jonathan Russell is at the top as ‘Accounting Officer’, but everyone has a responsibility to act within the law and protect data.
What is personal data?
Information that can directly identify an individual eg name, address, email address
What is property personal?
Data such as number of bedrooms, type of property. Can enable a person’s identity to be deduced.
What is sensitive personal
Financial information or information inadvertently provided to us, certain addresses
Special category
Personal data which is more sensitive and so needs more protection eg race, religion
What is Section 19 of the Commisioners for Revenue and Customs Act CRCA 2005
Criminal offence to disclose personal or confidential information to someone without the right to receive it, eg identifiable property information
When can you copyright material at VOA?
When necessary for performance of statutory functions
When necessary in the course of judicial proceedings
With express permission of copyright owner
Done in accordance with terms and conditions of the publisher
When copyrighting ‘Copyright’ material it is important to acknowledge the source
What types of data security are you aware of?
Anti virus software, secure encryption
