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Shared Mandatory comps > Data Management - L1 > Flashcards

Data Management - L1 Flashcards

1
Q

Data Management - Extract from Candidate Guide - Aug 2018 (updated Feb 2022)

A
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2
Q

What does GDPR stand for ?

A

General Data Protection Regulation

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3
Q

When did GDPR come into affect ?

A

New rules relating to how we collect and process personal data - the EU General Data Protection Regulation (GDPR) - came into effect in the UK on 25 May 2018.

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4
Q

What could happen if you do not meet the requirements ?

A

20m Euros or 4% of the total annual worldwide turnover in the preceding financial year, whichever is higher
10m Euros or 2% of the total annual worldwide turnover in the preceding financial year, whichever is higher

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5
Q

Have you completed any training on GDPR ? what did you learn ?

A

Yes, please see CPD …..

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6
Q

What legislation covers data protection in the UK ?

A

Data Protection Act 2018 and UK GDPR

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7
Q

Who does Freedom of Information Act 2000 Apply to?

A

Public right of access to information held by public authorities.

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8
Q

Does GDPR apply post Brexit ?

A

Yes, many aspects of GDPR will be converted into UK Law on 1st Jan 2021 under the titles UK GDPR. in turn companies will still need to comply

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9
Q

What will the changes include (GDPR post Brexit)?

A

UK government will control the UK GDPR as opposed to the European union.

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10
Q

Who oversee information rights in the UK ?

A

ICO - International Commissioners Office

https://ico.org.uk/

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11
Q

What happens if you are sharing or processing data from the EU ?

A

Adhere to :
* UK GDPR
* EU GDPR
* Data Protection Act 2018

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12
Q

Who enforces the data protection ?

A

Information commissioners office - ICO

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13
Q

How do you ensure data you hold on clients is kept secure and confidential ?

A

I use secure documents that are stored on password protected machines and servers. I also only keep the information I need and use it for the purpose it has been collected without passing it on unless I have approval prior.

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14
Q

What are the 7 GDPR principles? - LADSPAS

A
  1. Lawfulness, fairness and transparency
  2. Accuracy – where necessary kept up to date, erase inaccurate personal data without dela
  3. Purpose limitation
  4. Adequate and Necessary
  5. Kept no longer than required
  6. Integrity and confidentiality
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15
Q

How have you changed the way you managed data during COVID 19 and home working ?

A

Only allowed to use work equipment, the storage of files/documents to be locked away, regular update on password protected equipment etc.

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16
Q

What does the Freedom of Information Act 2000 enable?

A

Limit access to sensitive data use smart passwords to resident details Firewalls and antivirus protection dedicated server stay on top of security updates Limit access to sensitive data use smart passwords to resident details.

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17
Q

Why do you keep company data for 12 years?

A

It is a requirement of our PII insurance that all contracts under deed are kept for a minimum of 12 years and under hand for 6 years. I am aware of the limitation act 1980 to claims which can be brought about up to 15 years after the act of negligence.

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18
Q

What is project extranet?

A

A computer network that allows controlled access from the outside for specific project purposes. Essentially is a system that allows individuals outside the company to view project files on a secure platform.

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19
Q

What is BIM?

A

Building Information Modelling. Software creating 3D models that allow industry professionals to better plan, design, construct and mange buildings/infrastructure.

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20
Q

What are the disadvantages of BIM?

A

Very expensive and not all construction professionals use it and therefore less experts.

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21
Q

How does BIM effect your role as a CA?

A

I’ve not used it but I would imagine that it simplifies the process by theoretically reducing the amount of variations required.

22
Q

What should you do if there is a data breach ?

A

Inform the Information Commissioner’s Office not later than 72 hours after becoming aware of it.

23
Q

What are ISO Standards ?

A

International Organisation for Standardisation. An international standard setting body of representatives from varying national standards.
• ISO 9000 – Quality Management Systems
• ISO 8000 – Data Quality
• ISO 14001 – Environmental Management Systems
• ISO 45001 – Health and safety

24
Q

What is the Limitation Act 1980?

A

The Limitation Act 1980 is an Act of the Parliament of the United Kingdom applicable only to England and Wales. It is a statute of limitations which provides timescales within which action may be taken for breaches of the law.

25
Q

Can you give me some example of the data you manage ?

A

• Client details
• Finances
• Contact details
• Project details
• Complaints
• etc

26
Q

What is personal data ?

A

Personal data only includes information relating to natural persons who:
• can be identified or who are identifiable, directly from the information in question; or
• who can be indirectly identified from that information in combination with other information.
• Personal data may also include special categories of personal data or criminal conviction and offences data. These are considered to be more sensitive and you may only process them in more limited circumstances.

27
Q

What are the GDPR rights ?

A

The UK GDPR provides the following rights for individuals:
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling

https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

28
Q

What is the process if there is a data breach ?

A

• The UK GDPR introduces a duty on all organisations to report certain personal data breaches to the relevant supervisory authority. You must do this within 72 hours of becoming aware of the breach, where feasible.
• If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, you must also inform those individuals without undue delay.
• You should ensure you have robust breach detection, investigation and internal reporting procedures in place. This will facilitate decision-making about whether or not you need to notify the relevant supervisory authority or the affected individuals, or both.
• You must also keep a record of any personal data breaches, regardless of whether you are required to notify.

29
Q

Can you expand on what BCIS is ?

A

The Building Cost Information Service, provides cost and price data for the UK construction industry. It is a part of the Royal Institution of Chartered Surveyors.

30
Q

What are the principles of the Bribery Act ?

A

PCRCDM
• Proportionality
• Commitment (Top Level)
• Risk assessment
• Communication
• Due Diligence
• Monitor and Review

31
Q

What kind of information is ‘sensitive’ information?

A

Health records, financial information, address, educational records etc

32
Q

What are the benefits of using external data sources such as BCIS etc?

A

• Industry wide data
• Standardisation
• Data management

33
Q

How long do you keep client’s data and how do you ensure it is deleted when necessary?

A

Dependent on the type of data and the contract
• Under hand - 6 years
• Under deed - 12 years
• Limitations act – 15 years

34
Q

What types of breaches are there under GDPR ? DDA

A

• Disclosure
• Destruction
• Alteration

35
Q

What is copyright ?

A

Copyright is an intellectual property right assigned automatically to the creator. It prevents unauthorised copying and publishing of an original work. Copyright applies to research data and plays a role when creating, sharing and reusing data.

36
Q

Methods to keep data safe?

A

Disk encryption
Regular backups off site
Password protection
Anti-virus software
Firewalls

37
Q

What is an AVM?

A

An automated valuation model (AVM) is a software-based tool that’s used in residential and commercial real estate to determine property value. The service uses mathematical or statistical modeling with a combination of existing databases to determine the value of a particular property.

38
Q

What is a SIM?

A

A search of the index map, or SIM, as it’s usually referred to, is a search of the Land Registry’s mapping records. It shows whether a particular piece of land is registered or not.

39
Q

Name some parties involved in Data Management

A

Data Protection Officer
Data Controller
Data Handler

40
Q

What is copyright?

A

Copyright is a legal right, which protects the copyright owner and/or the creator of a work. Copyright gives the owner control over their work and now it is used. Normally, copyright protects a work created by an author. Owners of copyright can use, sell or license a work (to a third party).

Copyright is one of the four areas of intellectual property:

Patents: how something works
Designs what something looks like
Trademarks: what you call it, and
Copyright: the expression (literary, artistic etc)

41
Q

Can copyright be transferred

A

A copyright owner can sell or transfer their rights to someone else. This is known as a copyright assignment. Assignment can take place in several ways: Automatic assignment - where ownership of copyright transfers automatically to a third party, eg by inheritance or by insolvency.

42
Q

How to check reliability of a data source

A

Assessment of Accuracy and Authority

43
Q

Limitations of primary and secondary data sources

A

The limitation to primary data is the expense and time is spent on gathering data, whereas secondary information may be inaccurate or irrelevant.

44
Q

what is a firewall?

A

In computing, a firewall is a network security system that monitors and controls incoming and outgoing network traffic based on predetermined security rules. A firewall typically establishes a barrier between a trusted network and an untrusted network, such as the Internet.

45
Q

What is the difference between a Deed and a Title?

A

A title is a concept which grants ownership rights to a property owner, while the deed is the legal document stating the rights of ownership.

46
Q

What is block chain?

A

A blockchainis a distributed database or ledger shared among a computer network’s nodes.

47
Q

Are electronic signatures accepted by the Land Registry?

A

Yes - HM Land Registry will accept consents, certificates and application forms signed electronically by non-conveyancers as long as these documents are lodged by a conveyancer (see also practice guide 19).

48
Q

What is data redundancy?

A

Data redundancy occurs when the same piece of data exists in multiple places, whereas data inconsistency is when the same data exists in different formats in multiple tables. Unfortunately, data redundancy can cause data inconsistency, which can provide a company with unreliable and/or meaningless information.

49
Q

What is VLOOKUP used for?

A

For findings contents of an excel spreadsheet in a table by range or by row

50
Q

What is a pivot table?

A

A PivotTable is a powerful tool to calculate, summarize, and analyze data that lets you see comparisons, patterns, and trends in your data.

51
Q

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

A

The Privacy and Electronic Communications (EC Directive) Regulations 2003 is a law in the United Kingdom which made it unlawful to, amongst other things, transmit an automated recorded message for direct marketing purposes via a telephone, without prior consent of the subscriber.

52
Q

What is Encryption?

A

What is Encryption and How Does it Work? - TechTarget
Encryption is the method by which information is converted into secret code that hides the information’s true meaning.

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