Data Management - Summary Of Experience Flashcards
What are the GDPR principles?
Personal data must:
- Be processed lawfully, fairly and in a transparent manner in relation to individuals.
- Collected for specified, explicit and legitimate purposes.
- Accurate and up to date.
- Kept in a form which permits identification.
- Processed in a manner that ensures security of personal data.
What is GDPR?
GDPR is the General Data Protection Regulation.
The EU’s GDPR no longer applies in the UK but was almost entirely transcribed into the UK GDPR in 2016.
UK GDPR is covered by the Data Protection Act 2018.
What is the aim of GDPR?
To create a single data protection regime affecting businesses and empower individuals to take control of how their data is used by third parties.
What act implemented the GDPR in the UK?
The Data Protection Act (2018) which replaces the Data Protection act 1998 after 20 years.
What are some of the key requirements set out in the UK GDPR & Data Protection Act 2018
1) Policed by the ICO
2) Fines up to 4% global turnover of the company or £17.5 million (which ever is greater)
3) An obligation to conduct data protection impact assessments.
4) New rights for individuals to have access to information on what personal data is held.
5) A data controller decides how and why personal data is processed and directly responsible for GDPR.
6) Data security breaches need to be reported to ICO within 72 hours where these is loss of personal data.
What are a few data security technologies that can be used?
- Disk encryption
- Regular back ups
- Password Protection
- Use of anti-virus software
What are the 8 individual rights under UK GDPR?
1) Right to be informed
2) Right of access
3) Right to rectification
4) Right to erasure
5) Right to restrict processing
6) Right to data portability
7) Right to object
8) Rights to automated decision making
How do you hold client data?
We hold all our client data on password protected folders.
What is your firm’s disaster recovery plan if your servers go down?
We have a backup procedure in place (daily,) we have a back up server which is regularly maintained by an outsourced IT Company.
I understand that a quick insight can be useful in respect to monthly reporting but it carries a number of risks too. Can you explain those you recognised and how you overcame ?
The risks could include provide inaccurate data to parties which could lead to confusion. This occurred when obtaining a contractors report to confirm access was available from a certain manhole to clear a communal waste pipe. This was incorrect information at the time which was reported. I overcame this by attending site with the contractor, obtaining another survey and providing the correct information to the client. I met with the client face to face to explain and re-issued the monthly report.
What asset management initiatives were part of the report?
A schedule of lease renewals and rent reviews where regularly updated ensuring that portfolio maximisation was kept on top of in line with our clients objectives.
What was included in your tenant’s guidance note?
We included:
1) Managing Agents contact details in respect to Property Management & Accounts Personnel.
2) Out of Hours Contact Details
3) Contractor Details
4) Local Authority Details
5) Fire Safety in the Communal Areas
6) Fire Prevention in occupiers demised areas.
7) Smoking in the premises.
Describe the internal property management/accounts database that you use ?
We use a software system called Tramps managed by Trace Solutions. It is a fully integrated Cloud-based platform.
In respect to Property Management Tramps allows us to create workflow processes around common tasks and link reports and files directly to property records.
In respect to Accounting Tramps allows us to fully integrate budget-to-reconciliation which is fully compliant with RICS regulations.
What information was included in the Tenancy Schedules you provided?
- Total sq.ft of the Unit.
- Tenant name
- Lease start date and lease expiry date
- Whether there was a break date or rent review.
- Rent per annum and rent per square feet.
- Unexpired term to expiry.
- % of income of total building.
What are the regulations in moving an abandoned vehicle from private land?
- Council / Local Authority are responsible for removing abandoned vehicles from:
Land in the open air (including private land)
Roads (including private roads)
When removing a vehicle from land in the open authorities:
- Cannot charge the landowner or occupier.
- Must give the landowner 15 days notice that they propose to remove the vehicle.
- Cannot remove if landowner objects.
