Data Management Flashcards
What is The DPA 2018 ?
It gives people the right to know how their data is being used.
Why is data management important ?
Data management is important for ensuring accuracy, compliance, confidentiality, and trust, supporting efficient operations and protecting client information.
How is data stored ?
- Cloud storage
- disk encryption
- regular backups off site
- password protection and use of anti virus storage
How is data protected
Encryption: Converting data into a secure format that can only be read by authorized users with the decryption key.
Access Controls: Implementing permissions and authentication methods (e.g., passwords, biometrics) to restrict data access to authorized personnel only.
Firewalls: Using firewalls to create a barrier between trusted internal networks and untrusted external networks, blocking unauthorized access.
Data Backup: Regularly backing up data to secure locations to prevent loss from accidental deletion, hardware failure, or cyberattacks.
Antivirus Software: Deploying antivirus and anti-malware software to detect and mitigate threats from malicious software.
How can I comply with mailing lists in accordance with UK GDPR
Surveyors must have a valid reason for including individuals on mailing lists, typically through consent (e.g., individuals have opted in to receive communications) or legitimate interest (such as sending relevant property updates to clients).
Surveyors provide a privacy notice explaining how personal data will be used, including who will receive communications, how often, and the purpose of the mailing list.
Right to Access and Erasure: Individuals on mailing lists have the right to access their data and request deletion (the “right to be forgotten”).
What is copyright ?
Copyright is a legal protection that gives creators exclusive rights to their original works, such as books, music, art, and software, preventing others from using or reproducing those works without permission.
What is a data controller ?
Decides how and why personal data is processed and is responsible for GDPR.
Who is the ICO
Information commissioners office ICO REGULATE MUST GET IN CONTACT WITH THEM WITHIN 72 HOURS IF THERE IS A DATA BREACH
UK GDPR Rights :
Right to be informed , Right of access , Right to Rectify, Right to erasure, Right to restrict processing, Right to data portability, Right to Object
Principles of UK GDPR :
- Processed lawfully , fairly and in a transparent manner in relation to indv.
- Collected for specified , explicit purposes.
- Accurate and kept upto date
- Processed in a manner that ensures appropriate security of personal data.
What is the freedom information act 2000
Gives indvs the right of access to info held by public bodies
What are the penalties for a data breach
standard maximum
the standard maximum amount will apply, which is £8.7 million or 2% of the total annual worldwide turnover in the preceding financial year, whichever is higher.
higher maximum
The higher maximum amount, is £17.5 million or 4% of the total annual worldwide turnover in the preceding financial year, whichever is higher.
What is classified as a standard breach and maximum breach
Standard Breach Failing to keep records of processing activities (Article 30 GDPR).
Inadequate data protection impact assessments for high-risk processing activities.
Failure to report a data breach in a timely manner (within 72 hours) to relevant authorities, when required.
Maximum breach
Violating core data protection principles like data minimization, accuracy, confidentiality, and integrity (Article 5 GDPR).
Failing to obtain valid consent for processing personal data, especially for sensitive data.
Unlawfully transferring personal data outside the EU/UK without adequate safeguards.
Failing to honor individuals’ rights (e.g., the right to erasure, access, or data portability).
What is sustainability
Sustainability is meeting present needs without compromising the ability of future generations to meet their own needs
ability to balance economic, environmental, and social objectives at global, national, and local levels, with respect to land, property, and the built environment.
What is net zero carbon ?
balancing the amount of carbon dioxide emitted with an equivalent amount removed from the atmosphere, achieving a state where no net carbon emissions are added to the environment
What is the Governments goal on net zero carbon ?
Achieve it by 2050 , 78% by 2030
How can net carbon zero be achieved
Reduce energy use
increase renewable energy
offset any remaining carbon
What is an EPC
The EPC measures how efficiently a building uses energy, with ratings from A (most efficient) to G (least efficient). Improving the score can reduce energy costs, increase the property’s value, and ensure compliance with regulations.
What relevant legislation is there for energy and sustainability
Climate change act 2008
What buildings require an EPC
Anything more than 50sqm
Let for more than 6 months
Sale/lease of a property
Exceptions of an epc
Listed building
places of worship
temporary builidngs
resi buildings not occupied for more than 4 months of the year
How long is an epc valid for ?
10 yrs
What is MEES and when did it come into action ?
In 2015, new laws set Minimum Energy Efficiency Standards (MEES), stating that private rented property in England and Wales must have an EPC rating of E or above. These came into force on 1 April 2018 for new tenancies, and on 1 April 2020 for existing tenancies.
MEES EXEMPTIONS ?
- Register this exemption if the property is still below EPC E after improvements have been made up to the cost cap (£3,500 incl VAT), or there are none that can be made. This exemption lasts 5 years.
- Register this exemption if you have evidence showing that making energy efficiency improvements to your property would devalue it by more than 5%This exemption lasts 5 years.
Penalties for failure to comply with regulations ?
less than 3 months = £2,000
More than 3 months - £4,000
key ways to improve the EPC score:
Upgrade insulation: Loft, wall, and floor insulation.
* Improve heating systems: Install a modern boiler and smart thermostats.
* Upgrade windows and doors: Use double/triple glazing and energy-efficient doors.
* Install renewable energy: Solar panels, heat pumps, or solar thermal systems.
* Switch to energy-efficient lighting: Use LED or CFL bulbs.
* Upgrade appliances: Use energy-efficient, Energy Star-rated appliances.
* Improve hot water systems: Modern hot water cylinder or combi boiler.
epc limitations
Generalization of Ratings: EPCs provide a broad energy efficiency rating, which may not capture specific building characteristics, seasonal variations, or actual energy usage patterns.
Focus on Energy, Not Carbon: EPCs primarily assess energy efficiency rather than carbon emissions, potentially overlooking the full environmental impact, especially when energy sources vary in carbon intensity.
What is BREEAM ?
BREEAM (Building Research Establishment Environmental Assessment Method) is a leading sustainability assessment method for buildings, infrastructure, and master planning projects. It evaluates a building’s environmental, social, and economic sustainability performance across areas like energy efficiency, health and well-being, water usage, materials, and waste management.
A BREEAM rating (ranging from “Pass” to “Outstanding”) helps guide sustainable design and construction, promoting high standards for reducing environmental impacts and improving building performance.
What data room software’s do I use
Estate create
How do you set up a data room ?
Define Purpose: Identify the data room’s purpose and intended users.
Choose Type: Select a physical or virtual data room (VDR).
Select Platform: Choose a secure VDR with strong features.
Organize Documents: Categorize documents for easy navigation.
Set Permissions: Control user access rights.
Upload Documents: Upload clear, labeled documents.
Provide Instructions: Create a user guide.
Monitor Activity: Track user access for security.
Update Regularly: Keep documents current
What is Part M
Part M refers to a section of the UK Building Regulations that sets standards for accessibility and usability
