Repeated Mock Questions Flashcards
State two types of Data Controllers and give examples of the roles
An Individual Data Controller is a person who keeps personal data on people, for example, a business may keep personal data on their customers, a doctor on their patients or a solicitor on their clients.
Companies: Any company, Private or Public (Government Bodies) who keep personal information.
List and explain four types of meetings
Ordinary Meeting: These are meetings that are held regularly (for example, once every week or month) to discuss the day-to-day running of a business.
Extrodinary General Meetings (E.G.M.): These meetings are arranged to discuss items which may arise that are not usually part of the ordinary meeting and are urgent. All members/shareholders should be notified of an E.G.M.
Class Meeting: If a company has different levels of shareholders, for example, ordinary shareholders and preference shareholders, the different types of shareholders may have different voting rights. The class meeting has the different types of shareholders present.
Annual General Meeting (A.G.M.): A company must hold their first A.G.M. within the first 18 months. Items that are usually dealt with are: Audited Accounts Director and Auditor Reports Appoint Directors to the Board Appoint Auditors
Describe Personal Data
Personal Data is data that relates to or can identify any living person, either by itself or together with other information available. Examples of personal data would be a living person’s name, mobile number, bank details or medical records.
Describe Data Subject
The Data Subject is the person the personal information is about.
Describe Data Processor
If you hold or process data, but do not exercise responsibility for or control over the personal data, then you are a “Data Processor”. Examples include payroll companies, accountants and market research companies.
List the procedure for planning and organising work, for the future, day-to-day and urgent activities in the workplace.
Record all items in a diary
Try to estimate times for starting and finishing tasks
Arrange a To-Do list for the manager
The To-Do list should be prioritised by tasks of importance
As new work comes in each day the To-Do list order may change
Tasks not completed should be carried over the the to-Do list of the next day if urgent or added to the diary to be dealt with at a later date
Explain three features of an Electronic Diary
Tasks can be added to the diary and changed as priority requires
The electronic diary can be viewed in day, week, month or year format
Can allow different levels of access, for example, read only for some users
List four duties of the Chairman and four duties of the secretary in relation to business meetings
Chairman:
Controls a Meeting
Manages discussions fairly
Ensures he does not influence discussions
Abstains from voting unless there is a tie
Secretary: Sends out Notice of Meetings Prepares all documentation relevant to the meetings Ensure a suitable venue has been booked Takes minutes of the meeting
What is a Notice of a Meeting used for and what should it contain?
A Notice of a Meeting informs people that a meeting is due to take place and can be sent out in hard copy format or soft copy format (e.g. email). Depending in the type of meeting, a certain number of days’ notice must be given
The Notice of a Meeting should contain:
Date, time and location of meeting
The type of meeting being called
An agenda should be attached
Any extra documents relevant to the meeting should be attached
If a member is entitled to vote by proxy, a proxy form should be attached
What are the obligations on Public Bodies under the Freedom of Information Acts?
Public Bodies must publish information on their activities and must make information on an individual available to them on request
What is a Meeting Agenda and list three headings that appear on an Agenda?
An Agenda usually lists any items to be discussed in a meeting and the order in which these items are to be discussed
Apologies from people who cannot attend
Minutes of previous meeting and matters arising
Any Other Business (A.O.B.)
With regard to Data Protection what is the right of the Data Subject?
Details being held must be used in line with Data Protection Regulations
Individuals can access their personal details
Individuals should know if their personal details are being held
Individuals can change or remove their details
Individuals can remove their details from a Direct Marketing List
Individuals can prevent the use of their personal details
Describe the format for the minutes of a meeting and explain why they would be taken
Date, time, location of meeting
Names of people present?absent (Apologies from those who cannot attend)
Minutes of last meeting
Matters arising/items from Agenda
Minutes of a meeting are a legal record of the events that have taken place at the meeting
List and explain six items that need to be completed when employees are travelling abroad on behalf of the business
Check if a Visa is required for the destination being visited
Ensure the person travelling has a current valid passport
Check if inoculations are required and arrange them
Book travel tickets and print boarding passes
Prepare documentation for any meetings
Book accommodation
State the advantages of holding a Video Conference
Meetings can take place without people leaving the office
Experts in a particular field can be involved in the meeting
A video conference can be included in training sessions for employees
Employees who might need to be at a different location at the some time can still meet
