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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
What is a data subject?
Individual whose data is about
26
What is a data protection officer?
Person responsible for compliance with data protection regulations - monitor and ensure internal compliance
27
What constitutes personal data?
Any information relating to a person that identifies that person e.g. photo, name, email, bank details
28
What are examples of personal data under GDPR that relate to property companies?
Phone numbers Email address Registered address
29
What is the right to access?
Individuals have the right to obtain conformation that their data is being processed - access to their personal data
30
What is a GDPR breach notification?
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
How are breaches discovered?
Loss of equipment Access logs Theft Serious data security incident
32
What are examples of data held by surveying firms that are covered under GDPR?
Emails Other records Customer info held for marketing Data held to service client - e.g. bank details
33
Key requirements imposed by GDPR 2021 and Data Protection Act 2018?
- 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
What is RICS guidance for GDPR compliance?
Conduct data reviews Encrypt Keep data anonymous Understand data processes
35
What is APAM's policy for data protection?
Comply with GDPR / DPA - Report any breaches to data officer in 72 hours - or line manager
36
What is a privacy notice?
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
What is the Freedom of Information Act (2002)?
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
Can you provide an example of when you handle confidential information?
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
How do you protect data when transferring to a client?
Encryption and password protection Recorded special delivery Using secure network and software
40
When do you extract data in your role?
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
What management systems do you use?
Propman Sharepoint
42
What is an ISO 9001?
Set out requirements for how firms should control data and documents relevant to the service they provide
43
What do you know about the retention of files under the Business Limitations Act 1980?
Legal Action must be brought within 6 years of issue arising Business have responsibility to hold records for 6 years after they expire
44
How do I ensure data is kept securely?
Restrict access via password protection Firewalls - prevent hacking Undertake training Don’t share confidential info and anonymise
45
What makes a land register plan compliant?
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
What are deeds & Registered Titles?
Deed - physical document declaring persons legal ownership Registered title - ownership recorded with land registry electronically
47
What documents can be signed electronically?
Deeds - if witnessed Contracts
48
How do I comply with APAM's data protection policy?
Understand sensitive and protected data Don’t share confidential data Anonymise data Report breaches
49
Why is it important to hold accurate information?
Effectively manage property Ensure rent demands etc sent out timely and that information provided to clients is accurate Comply with GDPR/DPA
50
What reports do you run?
Tenancy schedules Arrears reports Service Charge expenditure reports Debtor payment histories
51
How do you ensure data held is accurate?
Data verification Check against original documents Error check data uploads with senior colleagues and data team
52
How are the management systems you use kept secure?
Encryption Firewalls Password protection
53
What are your KPIs for uploading data?
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
How long can you hold data?
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
If a lease was assigned, how long should you hold the assignors info on your system?
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
How can you upload /share data and how do you know its allowed?
- 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
What is the land registry? and what are the limitations?
government agency responsible for holding property data - unregistered land - title plans can be inaccurate - outdated
58
What are the limitations of Co Star?
Not always up to date Information is not guarenteed
59
Why do you undertake a data verification?
New portfolio - lots of data - to ensure it was accurate Ensure data being held is necessary Comply with GDPR
60
How was the new data kept secure?
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
What info was held on the data site?
Leases Title Sc budgets and recs H&S docs
62
How is info kept secure in our office?
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
What data can you collect from tenants and why under GDPR?
contractual, legal and legitimate reason to do so inputted onto server by creating cange note with tenant data
64
What is the Freedom of Information Act 2000
right to access information from public bodies supplied within 20 days public body can charge for data
65
individual rights under UK GPDPR
- 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
exemptions for GDPR?
if it would prejudice a criminal matter under investigation
67
what information do you hold that is sensitive and confidential?
- tenant details - client details - fees - excel models - contracts

APC ASSESSMENT (21 decks)

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