Portfolio Flashcards
(128 cards)
What is the DPA?
The Data Protection Act 2018 enacts the GDPR into UK Law.
Gives people rights over the way in which information about them may be collected, used and handled.
What does the data protection act 2018 control?
UKs implementation of GDPR - everyone responsible for using personal data has to follow strict rules called ‘data protection principles’.
What rights do individuals have under this legislation?
The right to be informed, right of access, right to rectification, right to erasure/to be forgotten, right to restrict processing, right to data portability, right to object and rights in relation to automated decision making and profiling.
When did GDPR come into force?
25th May 2018.
What are the key principles of GDPR?
Processing of personal data is lawful, fair and transparent.
There is a purpose for which data is collected and it is explicit and legitimate and data is only used for this purpose.
Personal data is accurate and kept up to date.
Personal data is kept for no longer than is necessary.
Personal data is processed in a manner that takes appropriate security measures.
When should a data breach be reported?
Immediately via the intranet.
Send the form to Corporate Information Governance Team.
Report to UK information Commissioner within 72 hours.
Can someone access their information?
Subject Access Right is a request for personal information that an organisation holds about an individual.
Under the GDPR/DPA we must supply the information to the applicant free of charge and within one month.
What is the maximum fine?
20 Million Euros or 4% of Global Turnover (whatever is greatest).
What are the consequences to the employer and employee of loss of data?
Loss of public trust/goodwill.
Large fines.
Disciplinary Action.
Criminal Investigation.
What does the freedom of information act 2000 provide for individuals from public authorities?
Provides public access to information held by public authorities - E.g. emails, phone recordings, CCTV footage.
What is a FOI?
Freedom of Information Act gives individuals a legal right to access information which is held by and on behalf of public authorities.
Who is the Data Subject?
Living individual whom the data relates to.
Can you refuse an FOI?
Yes if:
If it takes in excess of 18 hours of staff time to determine where the information is located.
If the information contains personal data.
The information is readily accessible to the applicant by other means for examples on the PCC website.
Where disclosure would prejudice or likely to prejudice the commercial interests of the council.
The decision about whether an exemption is going to be used in response to an FOI request is the responsibility of the FOI team.
Who is the Data Processor?
Any person who processes data on behalf of the data controller (the one who manages the way data is being controlled).
What is required before data is collected?
Consent and purpose.
Can data be moved from one company to another?
Yes with consent, purpose and lawfully
What is sensitive personal data?
Age, disability, gender reassignment, race, religion, sex, sexual orientation, marriage/civil partnership and pregnancy/maternity.
Can the Police access any data which they want?
Police must submit a countersigned DP2 form or supply a consent from when requesting information.
If you want to take documents away from site what do you need to do?
Refer to data in transit policy.
Authorisation must be given by a manager for records to be taken off-site.
Records should only be taken off-site when it is absolutely necessary and when no other alternative is available.
Should be transported from one location to another in a way that mitigates against the risk of theft or loss (locked briefcase) and stored in a separate folder away from other valuables.
How do you ensure the data you input is safe and cannot be stolen?
Physical copies - locked away.
Used correct red bins for disposal.
Mindful of visibility of computer screen.
Only taking info off site when necessary.
Avoid displaying confidential info notice boards.
Cautious who work information is discussed with.
Why is it important for data to be stored and analysed?
To identify needs and wants for clients,
Analyse will help to improve the service, eradicates inefficiencies.
Helps councils to target and tailor services.
Prevents repetition of work.
What is the importance/benefit of storing these electronically?
Ease of access.
Easily examined and analysed on computer.
Files for multiple departments.
Takes up a smaller footprint than paper resources.
Can be more secure.
How long can you store sensitive information?
As long as it is necessary.
How have you used the database in an efficient way to speed up task etc.?
How have you used the database in an efficient way to speed up task etc.?
Extracts for full FRA.
Repair history.
What is the Repairs and Maintenance Database?
The main system used to store/access the relevant data for all of our properties.
I use it to find different pieces of information (such as boiler type, construction type and FRA dates).
What external sources can you use to view data?
Energy Performance of Buildings Register - to identify if EPCs have been carried out.
Construction Information Service -to look at technical standards and legislation.