Data Management

Question 1

What are the process for handling personal data under the Data Protection Act 2018

Answer 1

• Clear use. Collect for specified, explicit and legitimate purposes
• Stored only as long as necessary
• Handled securely
• Data kept accurate and up to date
• Data must be adequate, relevant and limited
• Process data, lawfully, fairly and transparently

Question 2

What are an individuals rights under the Data Protection Act 2018

Answer 2

1. Access
2. Restrict processing
3. Data portability
4. To erasure
5. Care in automation and profiling
6. Retification
7. To be informed
   8 To object

Question 3

What data security process do you use?

Answer 3

1. Passwords
2. Share points
3. MFA multi factor authentication
4. Restricted access
5. Firewall drive for sharing externally
6. Dealrooms

Question 4

What should you do in the event of a data breach?

Answer 4

1. Report it to the ICO with 72 hrs

Question 5

What is the ICO and what are their powers?

Answer 5

Information Commissioners Office
Fines up to £17.5m or 4% of turnover

Question 6

What is the Freedom of Information Act 2000

Answer 6

It is the right to access information held by a public body.
Aim is to improve transparency and accountability. Information should be disclosed in 20 days for a fee unless exempt for national security reasons.

Question 7

How do you comply with UK GDPR and the Data Protection Act 2018 in your role?

Answer 7

• Data is held on secure databases & files and only shared for specific purposes.
• Our admin and marketing team keep the data up to date through regular tenant communication.
• Data is only shared on a business needs basis.

Question 8

Give me an example of how you process and handle confidential information.

Answer 8

• Leases are held securely in a Legal Dataroom and on secure electronic files. Access is restricted via permissions and password protections.

Question 9

Give me an example of how you ensure that data is kept securely.

Answer 9

• Use of encrypted laptops and secure cloud storage.
• Shred hard copies when no longer required.

Question 10

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 10

• Marketing by email, text and phone.
• Use of cookies and tracking technologies.
• Security of electronic communications services.

Question 11

What is copyright?

Answer 11

• A legal right protecting original works (literary, artistic, digital, databases).

Question 12

What is Intellectual Property, and can it be transferred?

Answer 12

• Set of exclusive rights granted to the author or creator of original work, including the right to copy.
• Yes, it can be licensed, assigned or sold.

Question 13

What is the Freedom of Information Act 2000?

Answer 13

• The right to access any recorded information held by public bodies, within 20 working days.
• Except: National security, personal data, commercially sensitive data, law enforcement and public interest.
• Requests must be in writing.

Question 14

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 14

• 6 years for simple contracts
• 12 years for deeds
• RICS recommends 15 years

Question 15

Give me an example of a property information tool.

Answer 15

• CoStar
• Land Registry

Question 16

Tell me about how you extract data from a source regularly used in your role.

Answer 16

• I use the Land Registry to download title plans for use in lease renewals.
• I use Power BI to extract data from our property database.

Question 17

What are the limitations of primary/secondary data sources?

Answer 17

• Primary data is direct from the source, so it’s more reliable. But gathering it can be costly and time-consuming.
• Secondary data is quicker but can be outdated, inaccurate or biased.

Question 18

How do you validate information?

Answer 18

• KYC – request identification documents
• Talk to agents to verify data behind comparables in CoStar.

Question 19

What is the difference between a deed and a registered title?

Answer 19

• A deed is a signed legal document (lease etc)
• Registered title is an official record of ownership held by the Land Registry.

Question 20

How do you source title information?

Answer 20

• HM Land Registry website.

Question 21

What are the differences between manual and electronic records?

Answer 21

• Manual is a physical document.
• Electronic records are data held on a computer.

Question 22

What is an index map?

Answer 22

• HM Land Registry’s map showing all registered land and boundaries in England and Wales.

Question 23

What does encryption mean?

Answer 23

• Converting data into a coded form that can only be accessed with a decryption key

Question 24

What is a firewall?

Answer 24

• A security system that monitors and controls network traffic, preventing unauthorised access.

Question 25

How can you protect electronic data from viruses?

Answer 25

* Antivirus software, firewalls and regular updates. * Don’t download unknown attachments or links.

Question 26

Which records are manually kept in your office and why?

Answer 26

* We are primarily paperless but have some historic plans, lease and O&M manuals held in a secure data warehouse.

Question 27

What is BIM, and how can it be used?

Answer 27

* Building Information Modelling is a 3D model of a building. It can be used to understand a building’s design, construction and operation, to manage costs, track maintenance and improve efficiency.

Question 28

Explain the growing use of AVMs in the industry

Answer 28

* Automated Valuation Models use algorithms and large datasets to produce property valuations quickly. They are increasingly used for portfolio reviews and lower-value assets, but they must always be sense-checked by a qualified valuer.