L2 - Confidential information (Retail)

Question 1

What information/should remain confidential?

Answer 1

• Confidential information is any information that is not accessible in the public domain.
  
  • Main ones set out in the Data Protection Act 1998 are; Advice given to clients and information concerning client affairs.
    In this instance it was information relating to lease terms and passing rents.

Question 2

What is personal data?

Answer 2

Any information that can identify an individual- name, address, date of birth etc as well as information captured on CCTV.

Question 3

How long should old files be held for?

Answer 3

Old files should be held for a minimum of 6 years. There is no maximum time it is just however long the information is necessary to be held for its intended use.

Question 4

What should happen if you overhear some confidential information?

Answer 4

The information received in error cannot be used for their own purposes. The client and sender should be advised of the error. The matter should be recorded in a note to the firms compliance officer.

Question 5

What process did you take in providing information to other surveyors?

Answer 5

1. Determine whether the information you hold is personal information, sensitive information or confidential information from clients or other stakeholders.
   
   2. Document the purpose for which you are allowed to hold the information and the process for gaining consent, if applicable.
   3. Keep a record of consent (where needed) for processing, storage and retention.
      Check if you have appropriate contractual clauses for the use of the information or that data used for measurement, valuation, calculation, analysis etc. Is owned or license for that use.

Question 6

How do you become aware of your company’s compliance officer?

Answer 6

Internal training on the companies confidential information requirements.

Question 7

What is your companies policy?

Answer 7

Confidential information included (without limitation) the Company’s prospective business plans or projections, internal affairs as well as information on clients’ businesses, projects and property matters. Employees are expected to exercise absolute discretion in respect of confidential information. No information is to be shared with the Marketing team prior to receiving client approval to do so.

Question 8

What assumptions are to be made about information?

Answer 8

It is only to be used for its intended purpose, and for anything other than this, client approval is necessary.

Question 9

What is your companies policy if you were to leave the company?

Answer 9

All equipment, software and company data/data storage must be returned to the Technology Solutions department. Any information held must be disposed of.