Portfolio Flashcards
What is the DPA?
The Data Protection Act 2018 enacts the GDPR into UK Law.
Gives people rights over the way in which information about them may be collected, used and handled.
What does the data protection act 2018 control?
UKs implementation of GDPR - everyone responsible for using personal data has to follow strict rules called ‘data protection principles’.
What rights do individuals have under this legislation?
The right to be informed, right of access, right to rectification, right to erasure/to be forgotten, right to restrict processing, right to data portability, right to object and rights in relation to automated decision making and profiling.
When did GDPR come into force?
25th May 2018.
What are the key principles of GDPR?
Processing of personal data is lawful, fair and transparent.
There is a purpose for which data is collected and it is explicit and legitimate and data is only used for this purpose.
Personal data is accurate and kept up to date.
Personal data is kept for no longer than is necessary.
Personal data is processed in a manner that takes appropriate security measures.
When should a data breach be reported?
Immediately via the intranet.
Send the form to Corporate Information Governance Team.
Report to UK information Commissioner within 72 hours.
Can someone access their information?
Subject Access Right is a request for personal information that an organisation holds about an individual.
Under the GDPR/DPA we must supply the information to the applicant free of charge and within one month.
What is the maximum fine?
20 Million Euros or 4% of Global Turnover (whatever is greatest).
What are the consequences to the employer and employee of loss of data?
Loss of public trust/goodwill.
Large fines.
Disciplinary Action.
Criminal Investigation.
What does the freedom of information act 2000 provide for individuals from public authorities?
Provides public access to information held by public authorities - E.g. emails, phone recordings, CCTV footage.
What is a FOI?
Freedom of Information Act gives individuals a legal right to access information which is held by and on behalf of public authorities.
Who is the Data Subject?
Living individual whom the data relates to.
Can you refuse an FOI?
Yes if:
If it takes in excess of 18 hours of staff time to determine where the information is located.
If the information contains personal data.
The information is readily accessible to the applicant by other means for examples on the PCC website.
Where disclosure would prejudice or likely to prejudice the commercial interests of the council.
The decision about whether an exemption is going to be used in response to an FOI request is the responsibility of the FOI team.
Who is the Data Processor?
Any person who processes data on behalf of the data controller (the one who manages the way data is being controlled).
What is required before data is collected?
Consent and purpose.
Can data be moved from one company to another?
Yes with consent, purpose and lawfully
What is sensitive personal data?
Age, disability, gender reassignment, race, religion, sex, sexual orientation, marriage/civil partnership and pregnancy/maternity.
Can the Police access any data which they want?
Police must submit a countersigned DP2 form or supply a consent from when requesting information.
If you want to take documents away from site what do you need to do?
Refer to data in transit policy.
Authorisation must be given by a manager for records to be taken off-site.
Records should only be taken off-site when it is absolutely necessary and when no other alternative is available.
Should be transported from one location to another in a way that mitigates against the risk of theft or loss (locked briefcase) and stored in a separate folder away from other valuables.
How do you ensure the data you input is safe and cannot be stolen?
Physical copies - locked away.
Used correct red bins for disposal.
Mindful of visibility of computer screen.
Only taking info off site when necessary.
Avoid displaying confidential info notice boards.
Cautious who work information is discussed with.
Why is it important for data to be stored and analysed?
To identify needs and wants for clients,
Analyse will help to improve the service, eradicates inefficiencies.
Helps councils to target and tailor services.
Prevents repetition of work.
What is the importance/benefit of storing these electronically?
Ease of access.
Easily examined and analysed on computer.
Files for multiple departments.
Takes up a smaller footprint than paper resources.
Can be more secure.
How long can you store sensitive information?
As long as it is necessary.
How have you used the database in an efficient way to speed up task etc.?
How have you used the database in an efficient way to speed up task etc.?
Extracts for full FRA.
Repair history.
What is the Repairs and Maintenance Database?
The main system used to store/access the relevant data for all of our properties.
I use it to find different pieces of information (such as boiler type, construction type and FRA dates).
What external sources can you use to view data?
Energy Performance of Buildings Register - to identify if EPCs have been carried out.
Construction Information Service -to look at technical standards and legislation.
Why is the stock database used & what are some benefits of it?
The main system used to store/access the relevant data for all of our properties. Central system used throughout the organisation and enables collaborative working and processing of data.
I use it to find different pieces of information (such as installations within a property, construction type & age, and previous FRA dates).
Why is the stock database used over a paper copy approach?
only employees can access it, therefore is more compact and difficult to ascertain than storing paper copies, and it further allows PCC to meet data storage compliances under the data protection act.
What is Approved Document L?
Guidance document in relation to the Building Regulation setting standards for the energy performance of new and existing buildings.
L1A - new dwellings.
L1B - Existing Dwellings.
What is embodied energy?
Embodied energy is the total energy consumed by all of the processes associated with the production of a building.
What is the Passivhaus Standard?
Passivhaus is an international energy performance standard, its focus is to reduce the requirement for space heating and cooling whilst creating excellent indoor comfort levels.
It is achieved by adopting a fabric first approach to the design by specifying high levels of insulation to the thermal envelope with exceptional levels of airtightness and the use of whole house mechanical ventilation.
What is BREEAM?
Building Research Establishment Environmental Assessment Method.
It is an international sustainability assessment methods for planning projects, infrastructure and buildings.
It recognises and reflects the value in higher performing assets across the built environment lifecycle (from new construction to in-use and refurbishment).
How else can construction assist in reducing pollution?
Constant innovation in construction is a key way of reducing pollution.
Sustainability in construction should focus on innovative materials and construction techniques but also focus on the whole process of construction.
Why is sustainability important in the maintenance of buildings?
When sustainability is considered in the maintenance of buildings it can reduce long term running costs.
Improves quality of life for residents, living in a warm home that is less costly to run.
Meeting the climate change act 2008 by reducing CO2 output by 2050.
What is social sustainability and how do you ensure a project is socially sustainable?
Relationship with the stake holder and maintaining efficient communication between all duty holders involved.
Community engagement.
What methods can be used to reduce CO2 in the construction/operation/maintenance of buildings?
Design - utilising as much natural light as possible reducing the need or artificial light and renewables into the design. E.g. PV panels & green roofs can be beneficial.
Use of alternative materials such as timber frame, reduce imposed loads on foundations and has less embodied CO2 than bricks.
In maintenance measures such as building improvement and energy reduction such as increased insulation and more energy efficient heating.
What actions can you take at work to help contribute to sustainability?
Using PLAN alongside making decisions to help come to sustainable conclusions.
In plan team it is more crucial in design and specification e.g. locally sourced materials and lifetime of product.
What are PV Panels?
It is an assembly of photo-voltaic cells mounted in a framework for installation.
They use sunlight as a source of energy and generate direct current electricity.
These panels have been put on PCC blocks to generate electricity which can be used in the communal areas of the blocks.
How can sustainability influence a buildings design?
Sustainability seeks to reduce negative impacts on the environment, thereby improving building performance.
Sustainability promotes environmental protection by coming up with ways to reuse natural resources such as water and energy.
E.g. green buildings can often be powered using wind or solar energy and can be built with the ability to collect rainwater that is then used for toilets.
Sustainability goals in PCC?
LEAP is for residents in Portsmouth who are in fuel poverty to try and put measures in place to improve the energy efficiency of a building.
Can you give an example of where design options have been chosen to make a property more sustainable within the PCC housing stock?
Environmentally integrated Passivhaus EnerPHit approach - full retro fit.
extending the life of an existing building with robust building design and attention to detail.
gives better thermal performance, airtightness & ventilation, leading to improved health & comfort for occupants and very low energy bills.
retrofit build cost compares favourably with costs for new-build housing to similar density & build quality.
existing community remains intact, no social displacement caused by the alternative decant, demolish and re-build approach.
What is the MEES and how has this had an impact on energy efficiency of properties within the PCC housing stock?
The Minimum Energy Efficiency Standard which came into force on 1 April 2018 applies to private rented domestic properties.
Since 1 April 2020, landlords can no longer let or continue to let properties covered by the MEES Regulations if they have EPC rating below E, unless they have a valid exemption in place.
How does the equality act 2010 protect individuals?
Protects people from discrimination, harassment, and victimisation.
How can you take positive action against discrimination?
Informally reporting to employer, formally submitting a complaint through employers procedures, make a claim through employers tribunal.
What is the importance of diversity within the workplace?
A diverse workforce is more likely to understand your customers’ needs and come up with ideas to fulfil them due to different backgrounds and experience.
Diversity in the workplace will also increase employee morale and instil a desire to be more effective and work more efficiently. This will greatly increase the overall productivity.
How can you work safely under this legislation?
Carry out management surveys, wear correct PPE, keep asbestos database records up to date.
What is the importance of teamworking within the workplace?
Collaboration within a group can help solve difficult problems and is a good opportunity for the team to exchange ideas and come up with creative ways of doing things.
A combination of solid leadership, communication, and access to good resources contribute to productive collaboration. Having mutual respect, common and aligned goals, open communication, and patience can all help make for a successful team.
What is the importance of ease of contact between all members of an organisation?
Collaboration within a group can help solve difficult problems and is a good opportunity for the team to exchange ideas and come up with creative ways of doing things.
What factors make a strong team?
Good leadership, a diverse team, effective communication, working collaboratively towards a common goal.
How can regular team meetings help to overcome problems an individual may have?
Collaboration within a group can help solve difficult problems and is a good opportunity for the team to exchange ideas and come up with creative ways of doing things.
What measures can be put in place to reduce/eliminate these risks?
Use of railings, appropriate PPE which has been inspected, proper choice of ladder/scaffold/lift, proper use/set up of ladders, carrying out risk assessments.
What are the risks associated with working at height?
Items/tools falling from height onto someone and workers falling from height, both of which causing serious damage or injury.
What is the health and safety at work act 1974?
Protects individuals as it puts obligations on employers to provide a safe place to work.
