Data Management

Question 1

If two separate departments at T&T were working for two competitors, how would you ensure client sensitive data was managed?

Answer 1

• Set up password and personel restricted files
• Segregate teams working on the same commission

Question 2

What data systems do you use at T&T?

Answer 2

The Hive
Microsoft Teams
Intranet system
Servers
Dynamics 365 for finances

Question 3

What is GDPR?

Answer 3

General Data Protection Regulations - European law regarding data protection and how personal data can be used.

Question 4

What are the 7 principles of GDPR?

Answer 4

1. Data Accuracy
2. Data Minimisation
3. Purpose limitation
4. Storage limitation
5. Accountability (of data)
6. Integrity and Confidentiality
7. Lawfulness and Transparency

Question 5

Can you name the individual rights of GDPR?

Answer 5

1. To access
2. To rectify
3. To erase
4. To object
5. To be informed
6. To restrict processing
7. To data portability
8. To automated decision making & profiling

Question 6

How long should you keep data for?

Answer 6

6 years if underhand.
12 years if deed.
RICS recommends 15 years as this is how long claims can be up to.

Question 7

What is the Data Protection Act?

Answer 7

UK’s implementation of GDPR.

The act ensures data is used fairly, lawfully and transparently, used in a way that is relevant to it’s purpose and is not retained for any longer than necessary.

Question 8

What are a persons right under the DPA?

Answer 8

1. To be informed
2. To access
3. To rectify (incorrect data)
4. To have data erased
5. To stop processing
6. To object to the use

Question 9

Who are the key people under the GDPR rules?

Answer 9

• Controller - determines the purpose and means of processing the data
• Processor - processes personal data on behalf of controller
• Data Protection Officer - leadership role required by GDPR by companies who process data of EU citizens.

Question 10

What are the sanctions for breach of GDPR?

Answer 10

Up to £20m appropriate to the breach or 4% of turnover

Question 11

You mention T&T have a process for handling confidential data, what is this?

Answer 11

• Password protected information
• User based access to files and servers
• Labelling of all documents and emails issued with level of confidentiality
• Segregating teams working on confidential commissions