Data Management - Level 3 Flashcards by Carys Burnard

What is GDPR?

General Data Protection Regulations (2016) effective May 2018

It aims to create a singe data protection regime for the EU.

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How is data protection legislated in the UK?

UK GDPR 2020

Data Protection Act 2018 implemented GDPR (2016)

Replaced DPA Act 1998

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What are the 8 individual rights under GDPR?

Informed
Access
Rectification
Erasure
Restrict Processing
Data Portability (their own use)
Object
Automated Decision Making and Profiling (Insurance companies)

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Who are the key persons outlined within GDPR?

Controller - Determine the purposes and means of the processing of personal data. (Employer)

Processor - Processes personal data on behalf of the controller. (Call centre)

Data Protection Officer - Oversees the data protection approach, strategy and its implementation. Leadership role required by GDPR (2016).

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What are some changes brought about by GDPR?

Data Controller responsible for GDPR

Individuals can request what personal data is held and request it is deleted

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Who is GDPR policed by?

Information Commissioners Office (ICO)

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What do you know about forthcoming data legislation?

On 8 March 2023, the Government published the Data Protection and Digital Information Bill (2nd).

The New Bill looks to reform the current UK data protection framework comprising of UK GDPR, the DPA 2018 and the Privacy and Electronic Communications Regulations 2003.

Intended to make data protection legislation simpler for businesses to understand and implement.

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What is the Freedom of Information Act 2000?

Primary piece of UK legislation controlling the access to official information

Allows an individual to request access to information held by a public body.

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What are the timescales for requesting information under the Freedom of Information Act 2000?

20 working days in the requested format
A fee may be charged

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What is personal data?

Under GDPR, Personal data is any information which is related to an identified or identifiable natural person.

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What is a non-disclosure agreement?

NDAs are used to protect against the disclosure or sharing of any confidential data.

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What is a subject access request?

SAR - demand that the individual be given all information that a company holds on them.

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What is copyright?

A set of exclusive rights granted to the author or creator of any original work, including the right to copy which can be licensed, assigned or transferred.

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What is meant by confidentiality?

Where information is provided, but is subject to confidence and not shared without permission.

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What is Meta Data and why is this important?

Meta Data is information about a specific piece of data, e.g., file size, author, date a document was created
It is important as we must ensure that Meta Data is afforded the same level of care as all other confidential data.

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What are the benefits of cloud based storage systems?

Information is backed up securely on encrypted servers.
Accessibility can be managed via online settings.
Often cheaper than costs of physically storing and managing files.
Convenient to send/share files online
More environmentally friendly
Multiple users can access the same documents
Documents and folder systems can be syncronized

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What different sources of information do you use in your day to day work?

Historic England
Land registry
Landlords
EGI
Rightmove
Inspections
Tenants
EPC
Council tax/business rates

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What data is held in your office?

Employee Data - Individual information
Client Data - Leases, plans, deeds
Company Data - Accounts, TOE, Instructions

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What do you need to do if you have a data breach?

Notify the Information Commissioners Officer (ICO) within 72 hours of the breach occurring

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What are the fines for non-compliance with GDPR?

Up to 4% of global turnover or 20 million euros (whichever is greater)

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What is some best practice to employ in managing data?

Changing passwords
Don’t connect to open wifi
Locking laptop when away form desk
Firewalls
No leaving devices open in a car etc

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What are the main aims of the Equality Act 2010?

Study These Flashcards

The Equality Duty has three aims. It requires public bodies to have due regard to the need to:

1 - eliminate unlawful discrimination, harassment, victimisation and any other conduct prohibited by the Act;

2 - advance equality of opportunity between people who share a protected characteristic and people who do not share it;

3 - foster good relations between people who share a protected characteristic and people who do not share it.

What act implemented the GDPR in the UK?

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Data Protection Act (2018) which replaced the Data Protection Act 1988

What are the individual rights under GDPR?

Study These Flashcards

There are 8:
Information
Access
Rectification
Erasure
Restrict Processing
Data Portability
Object
Automated decision making

What are the principles of GDPR?

There are 7: Lawfulness, fairness and transparency Purpose of limitation - be specific about the purpose of the data collection Data minimisation - only collect it when you need it Accuracy Storage limitations - store data for a necessary limited period and then erase Integrity and confidentiality - keep it secure Accountability - record and prove compliance

What is your understanding of the term confidentiality?

Where information is provided but is subject to confidence and not shared without permission

What is your understanding of Intellectual Property and Copyright?

This is the right to control the use and ownership of original works. Work generally created by an employee usually belongs to their employer unless copyrights are put in place.

What is the Freedom of Information Act 2005?

Primary piece of UK legislation that controls the access to official information. The act permits the public right of access to information held by public authorities. Information must be published through the public authorities publication scheme. The act covers all information held and not just information since the act came into effect

What is data?

Information - especially facts or numbers, collected to be examined and considering and used to help decision making

What data do you use to make decisions?

Local rental data Valuation data Location data Measurement data

What is the purpose of the information Act?

The fair and and proper use of peoples personal data

How do you keep data secure?

Encryption Firewalls Don't connect to open wifi Passwords changed every 30 days Not leaving devices in open car/ on desk etc

What is the freedom of information act?

A piece of legislation that grants public access to documents or other data in the possession of a government agency or public authority

What are the public bodies?

Local authority Council HMRC NHS Police Schools

Basic principles of FOI legislation

Maximum disclosure Publish Key Information Promote open government Exceptions narrowly down Processes rapidly and fairly Minimum costs

What does it mean by maximum disclosure?

Shouldn't be holding back things that should be shared with you unless their is good reason

What does it mean by publish key information?

Public bodies should be under an obligation to publish key information.

What does it mean by promote open government?

Public bodies must actively promote open government - democracy

What does it mean by exceptions narrowly drawn?

Should be narrowly drawn as to avoid including material which does not harm the legitimate interest.

What does it mean by processed rapidly and fairly

Requests should be dealt with promptly and should be treated equally and there should be an independent review of refusals

What does it mean by minimum costs?

Individuals should not be deterred from making request for information by excessive costs.

Name you main sources of data?

Historic England Land registry EGI Rightmove EPC Council tax Business rates Inspections Tenants Landlords

What is your favourite professional standard?

RICS Red book global standards

Who makes the final decision if you act for the client or not?

Me - if I don't feel confident then I will not act for the client.

What are rules of conduct?

These rules set out the standards of professional conduct and practice expected of members and firms registered for regulation by RICS

What are international standards?

High level standard developed in collaboration with other relevant bodies

What are professional statements?

Mandatory requirements for RICS members and regulated firms.

What are guidance notes?

A document that provides users with recommendations or an approach for accepted good practice as followed by competent and conscientious practitioners

What are codes of practice?

A documents developed in collaboration with other professional bodies and stakeholders that will have the status of a professional statement or guidance notes

What are Jurisdiction guides?

This provides relevant local market information associated with an RICS international standard or RICS professional statement. This is not guidance or best practice material, but rather information to support adoption and implementation of the standard or statement locally

What software and other systems do you use?

One drive Central database The hub Share point Word Excel

How/where do you store data within your organisation?

Computer Phone Office - draws

How long should data be retained for?

As long as it is necessary 7-10 years for Vickery Holman depending on

Data Management - Level 3 Flashcards

(53 cards)