Data Man Q2024 Flashcards
(18 cards)
What are the advantages and disadvantages of third-party sources? How do you confirm its validity?
Advantages:
- Time-saving , speeds up research
- Market Coverage - gives access to a broader range than you would be able to collect internally
- provides a benchmark
Disadvantages:
- Potential inaccuracy - maybe out of date, incomplete or estimated (asking vs. achieved)
- Cost - Subscriptions are expensive
Confirming Validity
- Triangulate data / speak to agents
- sense check with your market knowledge/professional judgement
- Only use trusted, reputable sources with a history of accuracy
How do you protect client data?
- Confidentiality agreements - only share client data internally to those who need it.
- Secure systems: use password protected databases e.g. salesforce
- Secure communications: use secure email or file sharing platforms; avoid sharing sensitive info in open emails
- Training: Regular data protection and cyber awareness training
How does your company manage data in line with the Data Protection Act?
- Complies with the UK GDPR and Data Protection Act 2018
- Follows data minimisation only collects what’s needed for a specific purpose
- Has retention policies: data is stored only as long as necessary
- Allows subject access requests: clients can request to see or delete their data
- Company has a Data Protection Offices (DPO) appointed
- Data is stored securely and processed lawfully, fairly and transparently
What are the disadvantages of holding data?
- Risk of Breach - data leaks can lead to legal consequences and reputational damage
- Cost - secure storage, compliance and systems can be expensive
How do you personally ensure data security in your work?
- I store all my data on out secure clous based system (Microsoft One-Drive) rather than downloading onto local devices.
- I avoid using personal devices for work and lock my screen when away from my desk
- I use multi-factor authentication
- Follow Clear desk policy
- Ensure sensitive data is password protected
How does your firm ensure data security?
- My firm uses encrypted servers and cloud-based platforms with restricted access (Microsoft One-Drive.
- Regular staff training on cyber threats like phishing
- We get sent fake phishing emails regularly from I to help us identify them
- Data is regularly baked up and monitored by an internal IT security team.
How do you make sure your excel spreadsheets are up to date?
Regular updates - I schedule time, either daily or weekly to update
Audit trails - For spreadsheet’s that are updated by multiple users, I enable ‘Track Changes’ or maintain a ‘Change Log’ tab to record what was updated, by whom, and when.
What legislation is related to data management?
Key legislation includes:
- UK General Data Protection Regulation UK (UK GDPR), governs how personal data is collected, stored and processed.
- Data Protection Act 2018 (supplements the UK GDPR)
- Freedom of Information Act 2000 (if public data is involved)
How do you and your firm adhere to the Data Protection Act?
Personally:
- I only collect and store data that is necessary for the task
- I store documents on secure- company approved systems such as the Microsoft One Drive
- I delete or archive data once it is no longer required, in line with internal retention policies
Firm-wide
- We have a Data Protection Officers who overseas compliance
- Clear Desk Policy
- There are clear data retention and destruction policies
- Colliers issue ‘Data protection Notices’ to clients explaining how they will use their data
- All staff complete mandatory protection training and refreshers
- We respond to Subject Access Requests (SARs) in compliance with the law
What are Subject Access Requests (SARs)?
SARs are a key right under data protection laws, such as UK GDPR and the DPA 2018. They allow individuals to request access to their personal data that an organisation holds about them.
A Subject Access Request is a formal request made by an individual (the ‘data subject’) to a data controller (e.g. a company, employers) for:
Confirmation that the their data is being processed, a copy of that data, who the data is shared with retention periods.
The organisations must respond within one month of receiving the request. This can be extended by two further months if the request is complex or if multiple requests are made.
What is your understanding of copyright law?
Copyright law protects original works (like images, maps, reports) from being copied or reused WITHOUT PERMISSION.
In property this often related to photos, plans/maps, reports - just because something is publicly online doesn’t mean it is free to use.
My firm has access to licensed material (e.g. OS Mapping, EGI, Co-star) and I make sure I only used content we have permission for.
Are you allowed to use photos from google maps in presentations?
Not without permission - Google maps is protected copyright, it is governed by their terms of service.
You can:
- Use screenshots internally if your firm has accepted their usage terms
- You can use them in presentation is you put their source ‘credited by google - where allowed under their fair use or API license.
- For public facing reports or client presentations, we typically use OS Maps or licenced sources which we are legally permitted to use.
What would you find on an OS map that you wouldn’t on a google map.
OS Maps are more detailed and designed for surveying and land reference points. You would find:
- Land boundaries and parcel outlines (e.g. freehold and leasehold)
- Public rights of way and footpaths
- Contours and topographical details (e.g. elevations)
Google maps in contrast is more just for imagery and navigation.
How do you verify data?
- Data triangulation, I speak to agents and compare date from multiple trusted sources including internal databases, land registry, planning portals.
- Professional judgement, I always apply my market knowledge to sense-check figures
What is the freedom of information act?
The Freedom of Information Act 2000 gives members of the public the right to access information held by public bodies in England, Wales, and Northern Ireland.
It applies to organisations like: Local authorities, Government departments, Public health bodies
It does not apply to private firms (like most surveying practices), but it’s relevant if working with public sector clients, such as local authorities or housing associations.
How do you keep clients data safe?
Personally:
- Clear Desk Policy
- I use company approved platforms for data storage and communication such as Microsoft One Drive
- I avoid using personal devices or unsecure apps for work-related data
- I password protect sensitive documents
- I follow data minimisation - I only collect the necessary data
Firm-wide:
- We have strong IT infrastructure , including firewalls, encrypted storage and multi-factor authentication
- Staff receive regular data protection and cyber security training
- there are clear policies for document retention, access and deletion
What is a special category in data protection?
Under the UK GDPR and Data Protection Act 2018, special category data refers to sensitive personal information that is subject to extra protection. This includes:
* Racial or ethnic origin
* Political opinions
* Religious or philosophical beliefs
* Trade union membership
* Genetic and biometric data (used for identification)
* Health data
* Sex life or sexual orientation
What are OS Maps?
OS map is produced by the Ordnance Survey. They are highly detailed maps and including things such as buildings, boundaries, road. They are mapped to national grid references. They are often used for property boundaries, planning applications, DA’s and lease plans and title plans.
