Data Management

Question 1

How can you ensure data security?

Answer 1

• Ensure that all files or written information of a confidential nature are stored in a secure manner and are only accessed by people who have a need and a right to access them
• Ensure that all files or written information of a confidential nature are not left where they can be read by unauthorised people
• Refrain from sending emails containing sensitive work-related information to their personal email address
• Check regularly on the accuracy of data being entered into computers
• Always use the passwords provided to access the computer system and not abuse them by passing them on to people who should not have them
• Use computer screen blanking to ensure that personal data is not left on screen when not in use.

Question 2

What are the different types of data?

Answer 2

• Name, address, phone numbers - for individual and next of kin
• CVs and other information gathered during recruitment, references from former employers
• National Insurance numbers, tax codes
• Job title, job descriptions and pay grades
• Conduct issues such as letters of concern, disciplinary proceedings
• Holiday records, terms and conditions of employment, training details
• Internal performance information, sickness absence records, medical or health information

Question 3

How does GDPR affect your daily role?

Answer 3

• Requires me to ensure that all personal data is processed lawfully and for its intended purpose
• Client or tenant information is kept confidential and stored in secure, password-protected files.
• Responsible for ensuring that data is accurate, up-to-date, and only accessible by authorised personnel in compliance with the Data Protection Act 2018

Question 4

How does your company keep client information confidential and secure?

Answer 4

• Password-protected files and restricted access for sensitive data
• Encryption for digital files and communication
• Regular data audits and backups to ensure data integrity and prevent loss
• Multi-factor Authentication
• Ensuring staff are trained in GDPR and data protection best practices

Question 5

In your example, how did you analyse the comparable data for the valuation?

Answer 5

Verifying each data point with agents and individuals to ensure accuracy

Cross-referencing the information with market trends and local conditions to ensure it was relevant and up to date

Organising the data into a comparable evidence schedule, ensuring it was clear and easy to interpret for the purposes of the valuation

Question 6

How did you implement a systematic approach to data management at Basildon Council?

Answer 6

• By creating a standardised template for property inspection reports
• Ensured consistency in data collection and reporting
• Also set up regular audits to verify the accuracy of the data and address and discrepancies

Question 7

In your Basildon example, what did the standardised template contain?

Answer 7

Included:

• Property details: Address, type, and key features
• Inspection dates and purpose and inspector details
• Sections for building condition, defects identified, and repair recommendations
• Photographs and site notes for consistency and detail

Question 8

What is the importance of having accurate and up-to-date data?

Answer 8

1. Supports informed decision-making for valuations, property management, and lease negotiations
2. Ensures compliance with legal obligations and client requirements
3. Helps to maintain trust with clients, knowing that decisions are based on reliable and current information
4. Reduces the risk of errors, which could impact property valuations or legal obligations

Question 9

How do you verify data when collecting it for professional purposes?

Answer 9

• Cross-referencing it with multiple sources, such as internal records, agents, or official documents
• Directly contacting individuals involved in the transactions to confirm key details
• Checking for consistency and ensuring the data aligns with current market conditions

Question 10

What key principles of data management do you follow in your practice?

Answer 10

1. Accuracy and reliability: Ensuring data is correct and up-to-date
2. Confidentiality and security: Protecting sensitive information through encryption and restricted access
3. Verification: Cross-checking information from multiple sources to confirm accuracy
4. Compliance: Following GDPR and Data Protection Act 2018 guidelines to manage and store data lawfully

Question 11

What would you do if there was a breach of data?

Answer 11

1. Immediately report it to the DPO or the person responsible for data compliance within the company
2. Notify insurers
3. Contain the breach by securing the data and preventing further unauthorised access
4. Document the breach: Record details of the breach, how it occurred, the data involved, and any actions taken to mitigate damage
5. Follow company procedures for investigating and responding to the breach

Question 12

Who would you report data breaches to?

Answer 12

1. The Data Protection Officer within my organisation
2. If the breach poses a risk to individuals’ rights or freedoms, the Information Commissioner’s Office (ICO) must be notified within 72 hours of becoming aware of the breach

Question 13

What is your company’s procedure for handling data breaches?

Answer 13

1. Immediate internal reporting of the breach to the DPO
2. Containment and mitigation to prevent further loss or unauthorised access to data
3. Investigation into the cause and extent of the breach
4. Notification to the ICO if the breach poses a risk to individuals’ rights or freedoms, and, where required, notify affected individuals
5. Documentation of the breach and actions taken to prevent recurrence

Question 14

What is the Data Protection Act 2018 and GDPR?

Answer 14

The DPA 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).

Governs how personal data is handled, ensuring it is processed lawfully, transparently, and securely

GDPR provides the framework for data protection across the EU, and DPA 2018 adapts this to the UK’s legal context post-Brexit

Question 15

What are the key requirements of the DPA 2018 and GDPR?

Answer 15

1. Lawful Processing: Personal data must be processed lawfully, fairly, and transparently
2. Purpose Limitation: Data should only be collected for specified, explicit, and legitimate purposes
3. Data Minimisation: Collect only the data necessary for the purpose
4. Accuracy: Keep data accurate and up to date
5. Storage Limitation: Data should not be kept longer than necessary
6. Security: Ensure appropriate security to protect data from breaches

Question 16

What are the 8 individual rights under UK GDPR?

Answer 16

1. Right to be informed: Individuals must be informed about how their data is being used
2. Right of access: Individuals can request a copy of their data
3. Right to rectification: Individuals can request corrections to inaccurate data
4. Right to erasure: Individuals can request their data to be deleted
5. Right to restrict processing: Individuals can limit how their data is used
6. Right to data portability: Individuals can request their data is transferred to another service
7. Right to object: Individuals can object to their data being processed
8. Rights related to automatic decision-making and profiling: Individuals have protections against decisions made without human involvement

Question 17

Can you give me some examples of personal data?

Answer 17

• Name and address
• Email address and phone number
• NI number
• Medical records
• Employment records

Question 18

How long can personal date be kept for?

Answer 18

For as long as necessary to fulfil the purpose for which it was collected.

Once data is not longer needed, must be deleted or anonymized.

Question 19

In the event of failure to adhere to GDPR, what are the penalties for your organisation?

Answer 19

1. Fines of up to $20 million or 4% of annual global turnover, whichever is higher
2. Potential legal action or reputational damage due to data breach
3. Sanctions or restrictions imposed by the ICO, such as suspension of data processing activities

Question 20

How do you ensure that data is accurate?

Answer 20

Cross-verifying information from multiple reliable sources, such as agents, internal records, and official documents

Regular data audits to check for discrepancies and keep information up-to-date

Communicating with key parties involved, such as clients or tenants, to confirm details are correct and relevant

Question 22

What is EDM?

Answer 22

Electronic Document Management

Question 23

Who would usually own the copyright of a valuation report?

Answer 23

• The surveyor
• The client is licensed to copy it in connection with the purpose

Question 24

Who does the DPA 2018 apply to?

Answer 24

Data controllers and processors

Question 25

Could a Professional Indemnity Claim be based on lost or corrupted data?

Answer 25

Yes