Data Management

Question 1

What is confidentiality?

Answer 1

confidential information held electronically, verbally or in hard copy that must not be disclosed unless required or permitted by law or the party concerned.

Question 2

Why is it important to prevent data breaches?

Answer 2

Security of data is essential to maintain client confidentiality

Question 3

Are you aware of any legislation regarding data protection?

Answer 3

Data Protection Act 2018 and UK GDPR 2018

The Data Protection Act implemented into UK Domestic Law the EU GDPR as the UK GDPR

Relates to rights of personal data.

Question 4

What is the fine for a data breach?

Answer 4

The greater of 4% of annual turnover or £17.5mil

Question 5

What are the 8 individual rights under GDPR?

Answer 5

1. be informed
2. access
3. rectification
4. object
5. processing
6. profiling and automated decision making
7. portability
8. erasure

Question 6

How do you store data safely?

Answer 6

In password protected files that are only accessible to those that require it.

Question 7

What regulations do businesses follow under UK GPDR?

Answer 7

• provide a copy of personal data if it required
• customers have rights to be forgotten
• if client is no longer a client, their data must be eradicated

Question 8

What are the protocols if data is breached?

Answer 8

• inform the client and whoever the mistake has been sent to, ask them to delete and not open the email
• if receving an email sent to me by mistake, inform the sender, do not open and delete.

Question 9

What are the principles of UK GDPR?

Answer 9

According to artical 5, personal data stored should be;
- lawfully processed
- only collected for specific purposes
- adequate, relevant and limited to necessary information
- accurate
- kept for no longer than necessary
- processed in a manner that ensure appropriate security

Question 10

What is data security?

Answer 10

security against corruption and suitable controlled access to ensure privacy;
eg disk encryption, regular backups, password protection/updates, firewalls

Question 11

How do you prevent data breaches?

Answer 11

Update computer/email passwords regularly

Lock computers and don’t leave notes out

Never leave notes/information in view in the car when driving to inspections/viewings

Question 12

What is a data processor?

Answer 12

an external third party to process personal data on behalf of the controller

Question 13

What is a data regulator?

Answer 13

someone who determines the purpose for which data is processed and the manner in which is it so

Question 14

What are the key requirements of the Data Protection Act?

Answer 14

• an obligation to conduct data protection impact assessments for high risk holding of data
• a data controller decides how and why personal data is processed and is directly responsible for GDPR
• data breaches must be reported to the ICO within 72 hours where there is a loss of personal data.

Question 15

What is personal data?

Answer 15

data that identifes a person eg name, address, d.o.b

Question 16

How ould you ensure accuracy of data from third parties

Answer 16

eg when using Rightmove Plus for comparable evidence, call the agent involved to confirm the information provided.

Question 17

How did you firm prepare for the introduction of GDPR?

Answer 17

training, passwords updates

Question 18

What sort of information can a firm reasonably retain to comply with other laws?

Answer 18

limit data held to what is necessary for the purposes of the work

Question 19

What is the Freedom of Information Act 2000

Answer 19

Right to access information held by public bodies eg government departments, local councils, the NHS, the police/fire services or publicly owned companies

They should send the information within 20 working days

Question 20

Who police’s the Data Protection Act?

Answer 20

Information Comissioners Office (ICO)