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APC ASSESSMENT > Data Management (Level 1) > Flashcards

Data Management (Level 1) Flashcards

1
Q

What is triangulation?

A

Process used to verify data through an alternative source
- Important when considering reliability of a source and risks

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2
Q

How have you ensured data is secured safely?

A

Regular back ups undertaken off site
Disk encryption
Firewalls and disaster recovery procedures
Using anti-virus protection
Password protection

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3
Q

What is copyright?

A

Exclusive rights to work provided to the author or creator
- Rights can be assigned and transferred
- Essential to acknowledge any copyright in your own work

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4
Q

What is crown copyright?

A

Refers to material created and prepared by the government, such as laws, public records and OS mapping

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5
Q

What is Data Management?

A

The practice of collecting, storing and using data securely, efficiently and cost effectively

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6
Q

What is hard and soft data?

A

Hard - quantifiable
Soft - less measurable - e.g. opinions

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7
Q

What is an information barrier?

A

Physical or electronic barrier which prevents the transmission of information between individuals or firms

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8
Q

What is the Data Protection Act (2018)

A

UK implementation of GDPR

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9
Q

What is the purpose of GDPR?

A

Harmonise data protection across the EU
Alter how personal data is managed and handled to ensure stricter regulation

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10
Q

How have consent conditions been strengthened under GDPR?

A

Consent must be given with the purpose of data processing attached to that consent
- It must be as easy to give consent as it is to reverse it

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11
Q

What is the role of the Data Protection Act 2018?

A

Controls how personal information is used by organisations, businesses and the government
- Also govern data protected by GDPR

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12
Q

Is there any RICS guidance on Data Management?

A

(Archived) RICS Guidance Note - Electronic Data Management

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13
Q

Why did the Data Protection Act come into force?

A

1999 - Respond to the rise of Data
2018 - incorporate new GDPR regulation s

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14
Q

What are the key principles of GDPR / DPA?

A

Data must be
- Lawful, fair and transparent
- Collected for specified, legitimate and explicit purposes
- Adequate, relevant and limited to necessity
- Accurate and kept up to date
- Kept no longer than required
- Kept safe

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15
Q

What are the 8 individual rights under GDPR?

A

1) To be informed
2) To have access
3) To rectification
4) To erasure
5) To restrict processing
6) To data portability
7) To object
8) To automated decision making and profiling

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16
Q

Who does GDPR affect?

A

All companies who hold date EU data

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17
Q

Who polices and regulates GDPR in the UK?

A

Information Commission Office (ICO)

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18
Q

What are the penalties under GDPR and DPA?

A

Greater of 4% annual turnover or 20m euros

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19
Q

What should you do in the event of a GDPR breach?

A

Report to the ICO in 72 hours

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20
Q

What is the right to be forgotten?

A

Article 17
Individuals have the right to have personal files erased if:
- Data no longer required
- Data has been processed unlawfully

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21
Q

What is data portability?

A

Right for a data subject to receive personal info concerning them which they have provided and transmit data to another controller

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22
Q

What is privity by design?

A

Legal GDPR requirement
- Requires data protection from onset of designing a system, rather than in addition

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23
Q

What is a data controller?

A

Decides how and why personal data is processed and is directly responsible for GDPR

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24
Q

What is a data processor?

A

Someone who processes data on behalf of and in accordance with a data controller instruction

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25
Q

What is a data subject?

A

Individual whose data is about

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26
Q

What is a data protection officer?

A

Person responsible for compliance with data protection regulations - monitor and ensure internal compliance

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27
Q

What constitutes personal data?

A

Any information relating to a person that identifies that person
e.g. photo, name, email, bank details

28
Q

What are examples of personal data under GDPR that relate to property companies?

A

Phone numbers
Email address
Registered address

29
Q

What is the right to access?

A

Individuals have the right to obtain conformation that their data is being processed - access to their personal data

30
Q

What is a GDPR breach notification?

A

uty under GDPR - must report breach in writing within 72 hours
If breach means an individuals rights or freedom may be impacted - must be reported straight away

31
Q

How are breaches discovered?

A

Loss of equipment
Access logs
Theft
Serious data security incident

32
Q

What are examples of data held by surveying firms that are covered under GDPR?

A

Emails
Other records
Customer info held for marketing
Data held to service client - e.g. bank details

33
Q

Key requirements imposed by GDPR 2021 and Data Protection Act 2018?

A
  • data protection risk assessment
  • rights for individuals
  • data controller responsible for GDPR
  • provide information to ICO on compliance
  • breaches reported to ICO within 72 hours
  • fines of 4% global turnover or £17.5m
  • policed by ICO
34
Q

What is RICS guidance for GDPR compliance?

A

Conduct data reviews
Encrypt
Keep data anonymous
Understand data processes

35
Q

What is APAM’s policy for data protection?

A

Comply with GDPR / DPA
- Report any breaches to data officer in 72 hours - or line manager

36
Q

What is a privacy notice?

A

Document provided to individuals that explains how a company uses and holds data.

Identify who data controller and data protection officer is

Also should include:
- What information is held
- What information is used for
- Which 3rd parties may you share information with
- How long info is held
- What legal right a firm has

37
Q

What is the Freedom of Information Act (2002)?

A

Gives individuals the right to request information held by public bodies
Public body must
- Confirm whether they hold the info
- Provide the info in 20 days of request

38
Q

Can you provide an example of when you handle confidential information?

A

Data input forms - add, amend and remove data

Sending info to solicitors - use secure data room

Password and account for management systems

Protected excel workbooks

39
Q

How do you protect data when transferring to a client?

A

Encryption and password protection
Recorded special delivery
Using secure network and software

40
Q

When do you extract data in your role?

A

Using leases to fill out new lease forms
- Form filled out and sent securely to senior team member to sense check.
- Then sent to data team to securely upload to Propman
- Data then held securely using password protection

41
Q

What management systems do you use?

A

Propman
Sharepoint

42
Q

What is an ISO 9001?

A

Set out requirements for how firms should control data and documents relevant to the service they provide

43
Q

What do you know about the retention of files under the Business Limitations Act 1980?

A

Legal Action must be brought within 6 years of issue arising
Business have responsibility to hold records for 6 years after they expire

44
Q

How do I ensure data is kept securely?

A

Restrict access via password protection
Firewalls - prevent hacking
Undertake training
Don’t share confidential info and anonymise

45
Q

What makes a land register plan compliant?

A

Correct scale 1:100, 1:200 - noted on plan
Have scale measurement bar
Include a 1:1250 scale map of location
Full address
North point
Demise in red outline

46
Q

What are deeds & Registered Titles?

A

Deed - physical document declaring persons legal ownership
Registered title - ownership recorded with land registry electronically

47
Q

What documents can be signed electronically?

A

Deeds - if witnessed
Contracts

48
Q

How do I comply with APAM’s data protection policy?

A

Understand sensitive and protected data
Don’t share confidential data
Anonymise data
Report breaches

49
Q

Why is it important to hold accurate information?

A

Effectively manage property
Ensure rent demands etc sent out timely and that information provided to clients is accurate
Comply with GDPR/DPA

50
Q

What reports do you run?

A

Tenancy schedules
Arrears reports
Service Charge expenditure reports
Debtor payment histories

51
Q

How do you ensure data held is accurate?

A

Data verification
Check against original documents
Error check data uploads with senior colleagues and data team

52
Q

How are the management systems you use kept secure?

A

Encryption
Firewalls
Password protection

53
Q

What are your KPIs for uploading data?

A

7 days from receipt
Data input tracker used to track when info received, uploaded by data team and relevant accounts work complete
Client kept informed throughout

54
Q

How long can you hold data?

A

No limit - no longer than necessary
- As agreed with data subject
- Depends on several factors
- Is it a current project
- No you need them to justify fees
- Required for litigation?

55
Q

If a lease was assigned, how long should you hold the assignors info on your system?

A

Depends on the terms
- If an AGA in place - hold details until the end of the lease
- Same for privity of contract
- Could be argued that info can be held until arrears cleared

56
Q

How can you upload /share data and how do you know its allowed?

A
  • Firms privacy policy - dictates what info is held, how processed and how shared with 3rd parties
  • Time it may be allowed - property sale
  • Privacy notice issued to all tenants
57
Q

What is the land registry? and what are the limitations?

A

government agency responsible for holding property data

  • unregistered land
  • title plans can be inaccurate
  • outdated
58
Q

What are the limitations of Co Star?

A

Not always up to date
Information is not guarenteed

59
Q

Why do you undertake a data verification?

A

New portfolio - lots of data - to ensure it was accurate
Ensure data being held is necessary
Comply with GDPR

60
Q

How was the new data kept secure?

A

Held on solicitor data room
- Encryption and firewall
- Password protected
- I was given username and password
Loaded in compliance with Workman processes to ensure safety

61
Q

What info was held on the data site?

A

Leases
Title
Sc budgets and recs
H&S docs

62
Q

How is info kept secure in our office?

A

Follow privacy policy
- understand what info is held and why
- understand who info can be shared with
- ensure protection - password / encryption
- IT implementations - Firewalls

63
Q

What data can you collect from tenants and why under GDPR?

A

contractual, legal and legitimate reason to do so

inputted onto server by creating cange note with tenant data

64
Q

What is the Freedom of Information Act 2000

A

right to access information from public bodies
supplied within 20 days
public body can charge for data

65
Q

individual rights under UK GPDPR

A
  • right to be informed
  • right to rectify
  • right to erase
  • right to restrict processing
  • right to use data for own purposes
  • right to object
66
Q

exemptions for GDPR?

A

if it would prejudice a criminal matter under investigation

67
Q

what information do you hold that is sensitive and confidential?

A
  • tenant details
  • client details
  • fees
  • excel models
  • contracts

APC ASSESSMENT (21 decks)

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