RICS APC Planning and Development > DATA MANAGEMENT > Flashcards

DATA MANAGEMENT Flashcards

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1
Q

Can you tell me three principles of UK GDPR and the Data Protection Act 2018?

A

Lawfulness, fairness, and transparency

Personal data should be processed in a lawful, fair, and transparent manner.

Purpose limitation

The purpose for processing data should be clear.

Data minimisation

Organisations should only collect the amount of data they need.

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2
Q

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

A

Protect Data: Securely handle and store personal data.

Ensure Transparency: Inform clients about data use and obtain necessary consent.

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3
Q

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

A

Data from clients remains confidential, this is not expressed anywhere public.

Secure Storage: Store documents and data in encrypted digital systems.

Controlled Access: Restrict access to confidential information to only those team members who need it for their role.

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4
Q

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

A

Direct Marketing: Rules on consent and opt-out options for marketing via phone, email, and text.

Cookies: Requirements for informing users and obtaining consent for cookies.

Security: Ensuring the security of public electronic communications networks.

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5
Q

What is Intellectual Property?

A

Creations of the mind, such as inventions, literary and artistic works, designs, symbols, names, and images used in commerce.

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6
Q

What is the Freedom of Information Act 2000?

A

Provides: The public with the right to access information held by public authorities.

Requires: Public bodies to disclose information unless there are valid exemptions.

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7
Q

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

A

Deed - A legal document that formally transfers ownership of property or other rights from one party to another.

Registered title - An official record of property ownership maintained by the land registry.

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8
Q

What is an index map?

A

An index map is a type of map used to locate and reference detailed maps or plans.

It provides an overview, often with a grid or key, showing the areas covered by individual maps or plans, making it easier to find specific locations or documents.

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9
Q

What is a firewall?

A

A firewall is a security system that monitors and controls network traffic.

It acts as a barrier between a trusted internal network and untrusted external networks.

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10
Q

What does block chain mean?

A

Blockchain is a decentralised system that records transactions across multiple computers in a way that ensures the data cannot be altered retroactively.

Used in Cryptocurrencies.

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11
Q

Explain the growing use of AVMs in the industry

A

Automated Valuation Models (AVMs)

Can be more efficient and timely.

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12
Q

What is ISO 9001?

A

ISO 9001 is an international standard for quality management systems

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13
Q

Who are they key persons outlined within GDPR

A

Controller - person or legal entity controlling an employees data for example.

Processor - person or legal entity processing data on behalf of controller

Data protection officer - responsible for overseeing the process

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14
Q

What are the 8 rights under GDPR?

A

To be informed

Right of access

Rectification

Erasure

To restrict processing

Data portability

To object

To to profiling

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15
Q

What is GDPR

A

General data protection regulation 2016

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16
Q

Confidentiality

A

Where information is provided but is subject to confidence and not shared without permission.

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17
Q

Meta Data

A

Meta Data is information about a specific piece of data. For example when sharing a cost planning document, the Meta Data associated with this could consist of information about the author, the file size, the date the document was created and keywords to describe the document. We must ensure that this Meta Data is afforded the same level of care as all other confidential data. In a scenario where we are sharing a document or removing confidential components of a document we should ensure that any confidential meta data is not shared inadvertently.

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18
Q

Intellectual Property and Copyright

A

This is the right to control the use and ownership of original works. Work generally created by an employee usually belongs to their employer unless copyrights are put in place. It is common within construction for a client to be granted license for use and reproduction of copyright material which should be clearly defined. This could be the right to use a particular design by a subcontracting specialist who retains control of the original copyright.

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19
Q

Freedom of Information Act 2005

A

This is the primary piece of UK legislation that controls the access to official information. * The act permits the public right of access to information held by public authorities. * Information must also be published through the public authorities publication scheme. * The act covers all information held and not just information since the act came into effect.

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20
Q

Benefits of cloud-based storage systems

A

Information is backed up securely on encrypted servers. Accessibility can be managed via online settings. Cloud systems are often cheaper than the costs of physically storing and managing files. It is convenient to send and share files online instead of mailing physical copies. Cloud systems are environmentally friendly. Multiple users can access the same documents. Documents and folder systems can be synchronized.

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21
Q

Non-disclosure agreement

A

Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential data. Prior to the confidential data being share with a recipient, clients will typically request that the recipient signs up to an NDA. They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.

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22
Q

Managing client sensitive data between rival companies

A

I would make the client aware of the risks involved and check their understanding of the conflict of interest. I would ensure a letter of instruction to continue was obtained from the client. Exclusivity of staff would be arranged. The use of non-disclosure agreements would be considered. Separate working locations from each of the teams would need to be put in place. Secure document and data storage would be arranged to be used exclusively for the separate teams.

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23
Q

Data Protection Act 2018

A

The act replaces previous 1998 legislation and manages how personal data is processed by organisations and the government. It is the UK legislation for the implementation of the EU General Data Protection Regulations (GDPR).

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24
Q

Key Principles of the Data Protection Act 2018

A

The act ensures that data is:- o Used fairly, lawfully and transparently. o Used in a way that is adequate, relevant and limited to only the purpose it is intended. o Is retained for no longer than is necessary. o Processed securely including the protection against unlawful use, loss or destruction.

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25
Person’s rights under the Data Protection Act
People have the right to:- o To be informed about how their data is being used. o The right to access their data. o The right to have incorrect information updated. o To have their data erased. o To stop or restrict the processing of their data. o The right of portability. o To object to the use of their data.
26
Key persons outlined within GDPR
Controller o The controller is the natural person or legal entity that determines the purposes and means of the processing of personal data for example when processing an employee’s personal data, the employer is considered to be the controller. Processor o A natural person or legal entity that processes personal data on behalf of the controller for example a call centre acting on behalf of its client is considered to be a processor. Data Protection Officer (DPO) o The Data Protection Officer is a leadership role required by EU GDPR. This role exists within companies that process the personal data of EU citizens. A DPO is responsible for overseeing the data protection approach, strategy, and its implementation.
27
8 individual rights under GDPR
The right to be informed. * The right of access. * The right of rectification. * The right to erasure. * The right to restrict processing. * The right to data portability. * The right to object. * Rights of automated decision making and profiling.
28
Sources of information used in day-to-day surveying
RICS Guidance Notes. Contract Documentation. Previous Tenders. Cost Plans. Valuation data. Industry Journals. Specialist sub-contractor information.
29
Managing sources of information for compliance
If signed up to an NDA with a client I ensure complete confidentiality and am not able to talk about these projects with colleagues who are not party to the project. I use lockable and secure document storage for hard copy documents. The electronic information is kept securely on encrypted servers. I am always sure to lock my computer when away from my desk and comply with my firms IT security policies for example attendance at Cyber security courses and regularly updating my passwords. If I am sharing or processing information not available in the public domain from a previous project I always obtain the clients written permission to do so.
30
Ensuring compliance with Data Protection legislation
They should only retain data they need to perform their day-to-day operations. If they are retaining someone’s data they should ensure the person is kept informed and advised on why they have it. They should hold the data securely. They should also keep the information up to date and delete information they no longer need.
31
Three principles of GDPR
General Data Protection Regulation (2016) 1. Lawfulness, fairness, transparency 2. Purpose limitation 3. Data minimisation 4. Accuracy 5. Storage limitation 6. Integrity and confidentiality 7. Accountability.
32
Three principles of the Data Protection Act
Data Protection Act (2018) 1. Fairness 2. Lawfulness 3. Transparency.
33
Complying with GDPR and the Data Protection Act 2018
Ensure access to data is only granted to people who require it. I ensure that all files and folders are labelled correctly. Data is only stored for as long as necessary – either for the length of time needed for a project or to comply with statutory regulations e.g money laundering. Secure confidential and sensitive information with password encryption. Only share data using secure systems.
34
Example of ensuring data security
Ensure access to data is only granted to people who require it. Secure confidential and sensitive information with password encryption. Only share data using secure systems. Separate out data in a logical and secure fashion.
35
Can copyright be transferred?
A copyright owner can sell or transfer their rights to someone else. This is known as a copyright assignment.
36
Example of a property information tool
Land Registry – used to access a title register which includes: o Title number o Ownership o How much the property was last sold for o Whether the property has a mortgage o Details of ‘restrictive covenants’ - promises to not do certain things with the land, like not building on a particular area o Details of any ‘easements’ - the rights of one piece of land over another, like a right of way.
37
Limitations of primary/secondary data sources
Primary Data – data/information gathered first hand for your specific purpose. Secondary Data – data published by a different researcher or firm.
38
Validating information
Source – is the source credible and reliable. Time – how recent is the information gathered is it as up to date as possible. Relevance – is the information gather directly related to your need or purpose. Sense check – try to verify the information by cross referencing.
39
Difference between a deed and a registered title
Title refers to the ownership of a property. Deeds is the legal document that transfers title from one person to another.
40
Sourcing title information
Land Registry – used to access a title register.
41
Differences between manual and electronic records
A manual record is where records are maintained by hand, without using a computer system. An electronic record is where records are maintained on automated storage systems rather than physical files.
42
Index map
The index map contains information on all land and property that's registered or being registered with HM Land Registry. Use it to find the title number of a property that does not appear in a search of the register.
43
Encryption
Encryption the process of converting information or data into a code, especially to prevent unauthorized access.
44
Firewall
Firewall is software that blocks unexpected connections coming into or out of a network.
45
Protecting electronic data from viruses
Firewall and anti-virus software. Provide password protection. Back up your data. Educate your users on the dangers of viruses.
46
Records manually kept in your office
Signed contracts – signed in wet ink, original copies may be required for proof of signature.
47
Electronic signatures accepted by the Land Registry
From July 2020 – the Land Registry will accept witnessed electronic signatures with immediate effect.
48
Documents for electronic signatures
o Offer letters. o Sales contracts. o Permission slips. o Rental/lease agreements. o Liability waivers. o Financial documents.
49
Data redundancy
Data redundancy occurs when the same piece of data exists in multiple places.
50
Data
Data is defined as facts or figures, or information that’s stored in or used by a computer. eg. an email.
51
Ensuring the security of data
Password protecting documents. Reviewing who has access to folders. When sending emails make sure they are encrypted so they cannot be intercepted.
52
Legislation dictating the storage and sharing of information
Data Protection act 2018 The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR). Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is: used fairly, lawfully and transparently. The UK’s 2018 Data Protection Act is an almost identical copy of GDPR for a reason: when the UK leaves the EU, there won’t be a huge shift in the law.
53
GDPR
General Data Protection Regulation (GDPR) 2018 Companies covered by the GDPR are accountable for their handling of people’s personal information.
54
What is the purpose of data management in professional practice?
55
What are the key stages in the data management process (collection, storage, retrieval, disposal)?
56
What types of data might you handle in your role as a planning and development professional?
57
What are the key principles of the General Data Protection Regulation (GDPR)?
58
What does “personal data” mean under GDPR?
59
What is the difference between a data controller and a data processor?
60
What is meant by “data minimisation” under GDPR?
61
How long can personal data be stored?
62
What are the potential consequences of breaching GDPR?
63
How would you ensure client confidentiality when handling data?
64
What steps would you take if you discovered a potential data breach?
65
How do you ensure data is shared securely between colleagues and consultants?
66
What is the role of a Data Protection Officer (DPO)?
67
What are the main data security measures used in your workplace (e.g. password protection, restricted access, encryption)?
68
How do your company’s policies ensure compliance with GDPR and data security requirements?
69
What electronic systems or databases do you use to store and manage project information?
70
How is sensitive client or project data managed within shared digital environments (e.g. SharePoint, BIM platforms, project management portals)?
70
What are the advantages and disadvantages of digital versus paper-based filing systems?
71
What steps do you take to ensure the accuracy and reliability of the data you collect?
72
How does effective data management support wider business operations, such as project delivery or compliance?
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