Data Management Flashcards
Why are diaries important for property management?
The have trigger dates for rent collection, rent reviews, insurance renewals, inspections, break clauses
What should you do when accessing data reliability?
Consider the reliability of the source and its risk. Where possible you should verify data against an alternative source using triangulation.
What are some data security technologies?
Disk encryption
Regular backups
Password Protection
Anti Virus software
Firewalls and disaster recovery systems
What action is taken in your office to ensure the security of data?
Deed packets and other paper records managed by Records team. Have to request access, kept in your name and return when finished.
Undertake regular training
Data Governance Lead in team oversees use and warns of any dangers or breaches. Recently advised on using AI and that we can use Copilot but nothing else.
What is copyright?
A set of exclusive rights granted to the author or creator of any original work. They can be licensed, assigned or transferred.
What is Crown Copyright?
Refers to all materials prepared by the government such as laws, public records, OS mapping
What are the main data management regulations/acts?
UK General Data Protection Regulation
Data Protection Act 2018
What are key elements of UK GDPR?
An obligation to conduct data protection impact statements for high risk holding of data.
New rights for individuals to have access to information on what personal data is held and have it erased.
Data security breaches need to be reported to Information Commissioners Office within 72 hours.
What is the ICO?
Information Commissioners Office. Ensures organisations comply with GDPR.
What are the Principles of Data Storage in UK GDPR?
Data must be:
Processed lawfully, fairly and in transparent manner
Collected for a specified and legitimate purpose and not further processed incompatible with that purpose.
Must be limited to what is necessary for that purpose.
Personal data kept accurate and up to date and erased when it is no longer needed.
Processed in a manner that ensures appropriate security of the personal data including protection against unauthorised processing, loss , destruction or damage.
Give an example of how you comply with UKGDPR
Give an example of how your organisation complies with UKGDPR?
What are the 8 individual rights of UK GDPR?
- To be informed
- Access
- Rectification
- Erasure
- Restrict processing
- Data portability (use for own purposes)
- to Object
- to automated decision making and profiling
What is the Freedom of Information Act 2000?
Gives individuals the right of access to information held by public bodies.
Public body must tell requestor whether they hold the information
usually required to supply within 20 days
What are exemptions to providing FOI requests?
It would be contrary to GDPR requirements
It would prejudice a criminal matter under investigation
It would prejudice a persons/organisations commercial interest.
How does a non disclosure agreement work?
Protects sensitive information. Legal contract that obligates one or more parties from disclosing information to another party.
How can security of electronic data be improved?
With firewalls, encryption and passwords.
What will the RICS Statement on Data Handling and Prevention of Cybercrime professional statement include?
Ensure staff is well trained
Document the purpose the data is required for.
Only keep data as long as it is required.
Have protections in place such as passwords, firewalls, encryption, anti virus
What do you do when there is a data security breach?
Needs to be reported to the Information Commissioners Office within 72 hours.
Need to report it internally to be protected against or changes to behaviours or processes can be made.
