Data management Flashcards
What are three principles of UK GDPR and the Data Protection Act 2018?
- Lawfulness, fairness, and transparency – Data must be processed lawfully and openly.
- Data minimisation – Only necessary data should be collected and stored.
- Security and integrity – Data must be kept secure and protected from unauthorised access.
How do you comply with UK GDPR and the Data Protection Act 2018 in your role?
Ensuring personal and client data is stored securely.
Only processing data for legitimate business purposes.
Anonymising data where necessary and obtaining client consent before sharing.
How do you process and handle confidential information?
When handling valuation reports, I ensure documents are password-protected and shared securely via encrypted email.
How do you ensure that data is kept securely?
Using encrypted storage systems and access control measures to prevent unauthorised access.
What do the Privacy and Electronic Communications Regulations 2003 apply to?
Regulates marketing communications, cookies, and data privacy in electronic communications.
What is copyright?
Legal protection for original works such as documents, reports, and software, preventing unauthorised use.
What is Intellectual Property? Can it be transferred?
Intellectual Property (IP) includes copyright, trademarks, patents, and designs.
It can be licensed or transferred via agreements.
What is the Freedom of Information Act 2005?
This is the primary piece of UK legislation that controls access to official information.
The act permits the public right of access to information held by public authorities.
Information must also be published through the public authorities publication scheme.
The act covers all information held and not just information since the act came into effect.
Can you tell me about the retention of files and the Limitation Act 1980?
The Limitation Act 1980 sets time limits for legal claims (e.g., six years for contracts).
Professional records are typically retained for at least six years to comply with legal and RICS requirements.
Give me an example of a property information tool.
HM Land Registry Portal – Used to check title deeds and property ownership records.
How do you extract data from a source regularly used in your role?
Using CoStar for commercial property comparables and extracting rental value trends.
What are the limitations of primary/secondary data sources?
Primary data (e.g., site inspections) is accurate but time-consuming to collect.
Secondary data (e.g., market reports) is readily available but may be outdated.
How do you validate information?
Cross-checking data from multiple sources.
Ensuring sources are authoritative and up to date.
What is the difference between a deed and a registered title?
Deed: A physical document proving ownership before electronic registration.
Registered title: A digital record of ownership stored with HM Land Registry.
How do you source title information?
Through HM Land Registry searches or title deed reviews.
What are the differences between manual and electronic records?
Manual records: Paper-based, harder to access, at risk of physical damage.
Electronic records: Easier to store, search, and back up securely.
What is an index map?
A map held by HM Land Registry showing registered land and ownership boundaries.
What does encryption mean?
Converting data into a coded format to prevent unauthorised access.
What is a firewall?
A security system that prevents unauthorised network access, protecting sensitive data.
How can you protect electronic data from viruses?
Using antivirus software and firewalls.
Avoiding suspicious emails and links.
What does block chain mean?
A decentralised digital ledger that records transactions securely and transparently.
Which records are manually kept in your office and why?
Signed client agreements and legal documents, as some require physical signatures for validity.
What is BIM and how can it be used?
Building Information Modelling (BIM) is a digital representation of a building’s lifecycle.
Used for design, construction, and facility management.
Explain the growing use of AVMs in the industry.
Automated Valuation Models (AVMs) use data algorithms to estimate property values.
Used by lenders and valuers for quick, data-driven property assessments.
What AVMs are you aware of?
Hometrack
Zoopla Zed-Index
Rightmove AVM
What is ISO 9001?
An international quality management standard ensuring consistent service delivery.
What are the requirements of ISO 9001?
Establishing a quality management system (QMS).
Continuous improvement and customer satisfaction focus.
What does ISO 27001 relate to?
Information security management, ensuring data is protected against cyber threats.
Why is quality management important?
Ensures consistency, compliance, and client satisfaction.
What is an Electronic Document Management System (EDMS)?
A system that stores, manages, and tracks digital documents securely.
What do you understand by the Civil Evidence Act 1995?
Allows electronic documents and records to be used as legal evidence in court.
Are electronic signatures accepted by the Land Registry?
Yes, HM Land Registry accepts certain types of electronic signatures.
What type of documents can electronic signatures be used for?
Contracts, leases, and property agreements, provided they comply with Land Registry requirements.
What is data redundancy?
The unnecessary duplication of data, which can waste storage and slow processing.
What is VLOOKUP used for?
A Microsoft Excel function used to search for values in large datasets.
What is a pivot table?
A tool in Excel used to summarise, analyse, and visualise large data sets efficiently.
What is your understanding of the term confidentiality?
Where information is provided but is subject to confidence and not shared without permission.
What is your understanding of the term meta data and why is this important?
Meta data is information about a specific piece of data.
For example when sharing a cost planning document, the meta data associated with this could consist of information about the author, the file size, the date the document was created and keywords to describe the document.
We must ensure that this meta data is afforded the same level of care as all other confidential data.
In a scenario where we are sharing a document or removing confidential components of a document we should ensure that any confidential meta data is not shared inadvertently.
What is your understanding of Intellectual Property and copyright?
This is the right to control the use and ownership of original works.
Work generally created by an employee usually belongs to their employer unless copyrights are put in place.
It is common within construction for a client to be granted license for use and reproduction of copyright material which should be clearly defined.
This could be the right to use a particular design by a subcontracting specialist who retails control of the original copyright.
What are the benefits of cloud-based storage systems?
Information is backed up securely on encrypted servers.
Accessibility can be managed via online settings.
Cloud systems are environmentally friendly.
Cloud systems are usually cheaper.
What is the meaning of a nondisclosure agreement?
Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential information.
Prior to the confidential data being shared with a recipient, clients will typically request that the recipient sign up to an NDA.
They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.
How would you manage two departments working for rival companies with sensitive data?
Arranging exclusivity of staff.
Separate working locations.
Separate document storage.
What is the data protection act 2018?
The act replaces previous 1998 legislation and manages how personal data is processed by organisations and the government.
It is the UK legislation for the implementation of the EU General Data Protection Regulations (GDPR).
What are the key principles of the data protection act 2018?
The act ensures that data is:
- Used fairly, lawfully and transparently.
- Used in a way that is adequate, relevant and limited to only the purpose it is intended.
- Retained for no longer than is necessary.
- Processed securely including the protection against unlawful use, loss or destruction.
What are a person’s rights under the data protection act?
People have the right to:
- Be informed about how their data is being used.
- Access their data.
- Have incorrect information updated.
- Have their data erased.
- Stop or restrict the processing of their data.
- Data portability.
- Object to the use of their data.
Who are the key persons outlined within GDPR?
Controller: The natural person or legal entity that determines the purposes and means of processing of personal data.
Processor: A natural person or legal entity that processes personal data on behalf of the controller.
Data Protection Officer: A leadership role required by EU GDPR responsible for overseeing the data protection approach, strategy and its implementation.
What are the 8 Individual rights under GDPR?
- The right to be informed.
- The right of access.
- The right of rectification.
- The right to erasure.
- The right to restrict processing.
- The right to data portability.
- The right to object.
- Rights of automated decision making and profiling.
What different sources of information do you use in your day to day surveying?
RICS Guidance Notes
Valuation Data
Industry Journals
How do you manage these sources of information to ensure compliance with the legislation?
I use lockable and secure document storage for hard copy documents.
I always lock my computer when away from my desk.
I comply with my firm’s IT policy.
How do companies ensure compliance with the data protection legislation generally?
They should only retain data they need to perform their day to day operations.
They should only hold data securely.
Information should be kept up to date.
