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PM - Summary of Experience - APC > Data Management - Summary of Experience > Flashcards

Data Management - Summary of Experience Flashcards

1
Q

What is GDPR

A

EU General Data Protection Regulations 2016

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2
Q

What is the data protection act?

A

Data Protection Act 2018
- UKs application of GDPR

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3
Q

When was DPA and GDPR introduced

A

May 2018

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4
Q

Why was DPA 2018 introduced?

A

1998 Act introduced to cover modern data and technology
2018 Act to incorporate GDPR legislation

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5
Q

What are the principles of GDPR and DPA 2018

A
  • Information used lawfully, fairly and transparently
  • Information collected for specified, explicit and legitimate purposed
  • Information is adequate, relevant and limited to necessity
  • Information is accurate and kept up to date
  • Information is kept no longer than necessary
  • Information is kept safe
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6
Q

What are tje individual rights under GDPR and DPA 2018?

A
  • To be informed
  • To access
  • To rectification
  • To reasure
  • To restrict processing
  • To data portability
  • To object
  • To automated decision making and profiling
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7
Q

What are tje individual rights under GDPR and DPA 2018?

A
  • To be informed
  • To access
  • To rectification
  • To reasure
  • To restrict processing
  • To data portability
  • To object
  • To automated decision making and profiling
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8
Q

What is the purpose of GDPR and DPA 2018?

A

To protect citizens data

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9
Q

What are the penalties under GDPR and DPA 2018?

A

Fines
- 4& annual gloabl turnover or 20 million euros

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10
Q

What constitutes personal data?

A

Information relating to a person to identify that person
e.g names, photo, email, bank details, IP address

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11
Q

Give some examples of personal data and how they apply to property companies

A
  • Data relating to investors
  • Data relating to fund managers / Clients
  • Valuations
  • Compliance
  • Bookkeeping payroll
  • Background checks
  • HR
  • Tenant information
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12
Q

What organisations are exempt from GDPR

A
  • Exceptions for organisations with fewer than 250 employees
  • Private individuals not engaged in business activities
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13
Q

What is your firms data protection policy?

A
  • Follow legislation
  • Suspected breaches should be reported to the individual line managers or firms data protection officer
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14
Q

How do you apply your firms data protection policy?

A
  • I ensure i have an understanding of sensitive and protected data
  • I don’t send sensitive or preotected data unless it is to the individual
  • Anonymise information where possible
  • I report suspected breaches
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15
Q

Who regulates GDPR in the UK?

A

The Information Commissioners Office

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16
Q

What are the obligations imposed by GDPR

A
  • MUST have knowledge of the data you store and process (including its location and security)
  • MUST be able to delee every instance of individuals data
  • MUST demonstrated compliance in managing data
  • MUST be able to prove how information is being used
  • MUST offer data portability
17
Q

What are the RICS best practice guideance points for GDPR compliance?

A
  • COnduct data reviews to understand risks
  • Anonymise data where possible
  • Encrypt where possible
  • Create breach policy response
  • Treat commercial data as personal data
  • Understand data processes
18
Q

How do you comply with GDPR in your role?

A
  • Do not give out confidential or personal information
  • Report suspected breaches
  • Understand what information we hold that is protected
  • Anonymise data where possible
  • Upload to password and security protected data rooms
  • Keep records of consent for processing, storing and retaining data
19
Q

Give me an example of how you prcoess and handle confidential information?

A
  • Use document systems to add, amend and remove information
  • Upload files to secure data room
  • Anonymise information
  • Password protection to access files
20
Q

What is encryption?

A

Mathematical function that encodes data in such a way that only authorised users can access it

21
Q

What is a firewall?

A

Network security system that monitors and controls incoming and outgoing network traffic, based on predetermined security rules

22
Q

What should be included in a firms privacy notice?

A
  • What information you have
  • What information will be used for
  • Which third parties you may share information with
  • How long information is being kept for
  • What legal right the firm has
23
Q

Explain your use of Tramps and Horizon

A
  • Systems used to manage tenant information and accounting information, such as invoices, rent received etc
  • Tenant contact information and Client information also stored
  • Password protected
24
Q

Explain your use of Sharepoint and vRoom

A

Document management systems that store legal documents such as title information, leases, licences
- Password protected

25
Q

Explain your use of data input forms

A

When information requires amending or uploading, data input form is used to submit to the system

26
Q

How do you ensure accuracy of information on data management systems

A

Chekck against original documents such as lease

27
Q

How do you review arrears?

A

Through TRAMPS / Horizon -> able to see tenant payment / financial history

  • monies received are allocated by credit controllers and this is reflected on TRAMPS / horizon
28
Q

How do you review SC expenditure

A

Run a SC expenditure report on TRAMPS / Horizon

29
Q

How do you review leases

A

Sharepoint / vRoom -> any missing information, liaise with solicitors and have the relevant documents securely uploaded

30
Q

Explain Workmans EFS

A

Electronic Filing System -> secure system where information is stored
i.e Budgets, reconciliation, service contracts, contruction info

31
Q

What reports do you run in your role?

A
  • Arrears reports
  • Transaction listing
  • Expenditure reports
  • Dilapidation reports
32
Q

Explain how you monitor compliance on Meridian and QUOODA

A
  • Linked to my email, so i get notifed daily when action or document is non-compliant
  • Get notified when document or action is becoming overdue
  • Update comments weekly on current status of documents and actions

PM - Summary of Experience - APC (16 decks)

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