Data Management (L1)

Question 1

Who are the parties involved in GDPR?

Answer 1

1. Data Subject
   - Individuals date whose personal data is being processed
2. Data Controller
   - Person or entity that determines the purpose and means of processing the data
3. Data Processor
   - Person or entity that processes the personal data on behalf of the data controller
4. Data Protection Officer (DPO)
   - Person or team appointed to oversee and ensure compliance with GDPR
   - Mandatory for public authorities
5. Supervising Authorities
   - Public authorities overseeing GDPR enforcement
6. Third Parties
   - May access or process data as part of services provided
7. Joint Controllers
   - 2 or more controllers sharing control over processing

Question 2

What are the potential penalties for breaching GDPR? What are the violations?

Answer 2

Tier 1 Penalties
- Up to €10,000 or 2% of global annual turnover

Tier 2 Penalties
- Up to €20,000 or 4% of global annual turnover

Violations include:

• Failure to maintain proper records of data processing
• Not conducting a data protection impact assessment
• Failure to report data breach to the supervisory authority within 72 hours of data breach
• Failure to obtain valid consent from data subject
• Violation of data subject’s rights, access, restriction, erasure or data portability
• Failing to appoint a data protection officer

Question 3

What are some of the rights of individuals?

Answer 3

• Right to access
• Right to erase
• Right to object
• Right to restrict processing

Question 4

Workspace - Why is this important?

Answer 4

• Provides secure network for handling data
• Internal auditors using the software to ensure compliance
• Organised data and reports
• Only internal access allowed

Question 5

What is the General Data Protection Regulation?

Answer 5

• Focuses on the importance of data controlling and processing
• Identifies the right is individuals whose data is being processed
• The duties and responsibilities of each of the parties
• Outlines penalties for breach of any of the data protection regulations put in place

Parties Include:
- Data Subject
- Data Controller
- Data Processor
- Data Protection Officer
- Supervising Authority
- Third Party
- Joint Controllers

Question 6

Why do you do Quality Assurance Audits?

Answer 6

• Ensure internal teams are processing information as per the company procedures
• To maintain a thorough and diligent service to all clients
• To identify non-compliance and track progress of corrective actions from previous audits
• To report to senior members of the compliance team

Question 7

What are the data management policies in your organisation?

Answer 7

• Minimise data being stored where possible
• Use secure network called workspace to store data and issue data
• Report any suspected breaches of data processing in the first instance to the compliance team
• To receive consent for using or sharing data from clients

Question 8

Can you tell me 3 principles of UK GDPR and the Data Protection Act 2018?

Answer 8

• The Data Protection Act is the UK’s implementation of the GDPR, both came into effect in 2018
• Work together to regulate the processing of personal data in the UK

1. Lawfulness, Fairness, and Transparency
   - Must have a legal basis and obtained consent
   - Should not result in detriment for the individual
   - Organisations must provide clear, and accessible information
2. Data Minimisation
   - Adequate, relevant and limited to what is necessary
3. Accountability and Governance
   - Data controllers take responsibility for the personal data they process
   - Regular assessment and documentation

Question 9

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

Answer 9

• Use secured network called workspace for storing and sharing data
• Retrieve consent from clients prior to processing data
• Undertake QA audits to ensure internal data processing policies are being adhered to
• Provide clear and accessible information where required
• Minimise data being stored by only requesting what’s required

Question 10

Can you give me an example of how you process and handle confidential information?

Answer 10

• Obtain consent from the data subject prior to processing
• Use secured network for storing and issuing data as per company policies
• Retention of data limited to what’s required and then delete, I.e Toronto Close surveys

Question 11

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

Answer 11

• Use secured business network called workspace for storing and issuing data
• Undertake regular training ensuring I am up to date with company policies
• Multi-factor authentication to access secured platforms

Question 12

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

Answer 12

• Alongside GDPR and Data Protection Act 2018
• Protect individuals privacy and ensure their data is handled responsibly in the context of electronic communication

1. Marketing
   - Requires consent for marketing
2. Cookies
   - Requires consent for placing cookies
3. Confidentiality
   - Illegal to intercept or monitor electronic communications
4. Security of Networks and Services
5. Traffic and Location Data
   - Requires consent

Question 13

What is copyright?

Answer 13

• Legal concept which grants the creator of an original piece of work exclusive rights to its use and distribution
• Copyright expresses protection of ideas
• Creative works

Question 14

What is intellectual property?

Answer 14

• Creations of the mind such as inventions, designs, brand names, artistic works, and trade secrets
• Protected by law for unauthorised use
• Giving creators exclusive rights to their creations, allowing them to control and profit from their ideas

Question 15

Can intellectual property be transferred?

Answer 15

• Yes, can be transferred by transferring rights to another party
• licensing or assignment

Question 16

What is the Freedom of Information Act 2000?

Answer 16

• Gives public the right to access information held by public authorities
• Promotes transparency and accountability in government
• Government departments such as educational institutes, local authorities, NHS bodies etc

Question 17

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

Answer 17

• Legislation that sets limits on how long a person has to bring a legal claim to court
• Crucial in determining the retention of files and documents

Key points in the Act;

1. General limitation period of 6 years
2. Special rules for certain claims
3. Time limit for claims including minors
4. Postponement of limitation period; I.e fraud
5. Extending the limitation period

Question 18

Give me an example of a property information tool?

Answer 18

• Gov.uk, land registry search tool
• Planning portal
• Rightmove, Zoopla, Purple Bricks

Question 19

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

Answer 19

• Planning portal; extract existing and past planning applications for properties

Question 20

What are the limitations of primary / secondary data sources?

Answer 20

Primary

• Refers to data collected directly from original sources; surveys, interviews, experiments etc
• Cost and time intensive
• Potential bias
• Access and feasibility

Secondary

• Refers to data that was collected from other sources and revised for new analysis
• Relevance
• Data quality and reliability
• Data accessibility and availability
• Potential bias in input findings

Question 21

How do you validate information?

Answer 21

• Review the source and initial details
• Cross reference with new information
• Communicate with stakeholders
• Contact original source
• Evaluate consistency with known factors

Question 22

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

Answer 22

Deed

• Formal, legal document used to convey or transfer an interest in property
• Transfer of owenership

Registered Title

• Official record of ownership maintained by a government body
• System through which land ownership is publicly document d and verified

Question 23

How do you source title information?

Answer 23

• Online search via land registry
• Obtain physical copies through Land Registry
• Using third party providers and solicitors

Question 24

What are the differences between manual and electronic records?

Answer 24

Storage and accessibility format, physical and electronic

• Physical storage requires space, electronic storage requires hard drive
• Electronic records are more adaptable, cost-effective, and compliant with modern regulations

Question 25

What is an index map?

Answer 25

- Visual reference of land parcels or properties - Map that shows a grid or framework, which can be further referenced to locate specific details about land files, boundaries or ownership - Land Registry Index Maps - Planning Index Maps

Question 26

What does encryption mean?

Answer 26

- Process of converting information or data into a code - Converting into unreadable format, which can only be reverted to its original state using an decryption key

Question 27

What is a firewall?

Answer 27

- Network security system designed to monitor and control incoming and outgoing network traffic based on predefined security rules - Used to protect computer networks and devices from cyber attacks

Question 28

How can you protect electronic data from viruses?

Answer 28

- Adequate training and supervision - Utilising a firewall in place to secure the network system against cyber attacks and unwanted access - Have encryption in place for stored data - Keep software updated - Anti virus software - Use strong unique passwords

Question 29

What does block chain mean? And why is it useful?

Answer 29

- Decentralised, distributed database where information is stored in blocks that are linked together in a chain Advantages of block chain; - Security - Decentralised - Transparency - Reduced costs - Faster transactions - Immutability

Question 30

What records are kept manually in your office and why?

Answer 30

- Scaled drawings for designers and engineers drawings - Legal documents and contracts - Internal communications, I.e minutes

Question 31

What is BIM and how can it be used?

Answer 31

- Building Information Modelling - Can be used to store property, design, construction and operations and maintenance data (asset management) - Useful to increase collaboration during design and maintenance of buildings - Single point of information storage for all stakeholders

Question 32

Explain the growing use of AVMs in the industry?

Answer 32

- Automatic valuation models - Ability to quickly and accurately estimate property values based on a range of data inputs - Advancements to technology - Increased demand for speed and accuracy - Growing need for data-driven decision-making - Up to date real time market analysis

Question 33

What AVMs are you aware of?

Answer 33

- Automatic valuation models - Rightmove, Zoopla, Purple Bricks AVMs - Land Registry AVM

Question 34

What is ISO9001?

Answer 34

- International standard for Quality Management Systems - Helps organisations enhance customer satisfaction and product quality by focusing on effective management processes - ISO9001:2015 is the most current version 1. Quality Management System - Sets out criteria 2. Customer Focus - Customer oriented approach 3. Leadership - Importance of top managements commitment 4. Engagement of People - Importance of involving employees 5. improvement - Continuous improvement is core principle 6. Evidence-based Decision Making - Well-informed 7. Relationship Management - Establish mutually beneficial relationships

Question 35

What is ISO9001?

Answer 35

- International standard for Quality Management Systems - Helps organisations enhance customer satisfaction and product quality by focusing on effective management processes - ISO9001:2015 is the most current version 1. Quality Management System - Sets out criteria 2. Customer Focus - Customer oriented approach 3. Leadership - Importance of top managements commitment 4. Engagement of People - Importance of involving employees 5. improvement - Continuous improvement is core principle 6. Evidence-based Decision Making - Well-informed 7. Relationship Management - Establish mutually beneficial relationships

Question 36

What are the requirements of ISO9001?

Answer 36

- Develop and maintain Quality Management Systems - Maintain documented evidence - Undergo an external audit - Ensure continuing improvement

Question 37

What does ISO27001 relate to?

Answer 37

- International standard for helping organisations manage and projects their information assets - Provides framework to protect sensitive information from threats such as cyber attacks, data breaches etc - Deals with Information Security Management System - Builds trust with customers and stakeholders Main requirements: 1. Establishing the Information Security Management System 2. Risk Assessment and Treatment 3. Security Controls 4. Documentation 5. Monitoring and Review 6. Continuous Improvement

Question 38

Why is quality management important?

Answer 38

- Builds trust and confidence - Increases reputation and protects reputation - Repeat business and satisfaction - Boosts efficiency and reduces waste - Drives continuous improvement - Improvement of services

Question 39

What is Electronic Document Management System?

Answer 39

- Software developed by organisations to store, track, and manage data and information - Ridge has Workspace

Question 40

What do you understand by the Civil Evidence Act 1995?

Answer 40

- Governs rules of evidence in civil court proceedings - Modernises and simplifies the process of presenting evidence in civil court cases - How evidence is admitted, presented, and weighed by the courts 1. Admissibility of Documents 2. Witness statements, with written statements 3. Heresay evidence 4. Expert evidence 5. Electronic evidence 6. Cost and efficiency

Question 41

Are electronic signatures accepted by the Land Registry?

Answer 41

- Yes, provided they meet the relevant security and identity verification requirements

Question 42

What types of documents can electronic signatures be used for?

Answer 42

1. Commercial and business contracts 2. Real estate and property transactions 3. Financial documents 4. Employment documents 5. Healthcare and medical documents

Question 43

What is data redundancy?

Answer 43

- Duplication or repetition of data within a database, system or storage environment - Multiple database copies - Data replication - Backup copies - Beneficial for improving data availability, backup, and disaster recovery - Can lead to inefficiencies, increased storage costs, and potential data inconsistency if not carefully managed

Question 44

What is VLOOKUP used for?

Answer 44

- Vertical Lookup - Tool used for data lookup and reference tasks, making it easier to locate information from a large database

Question 45

What is a Pivot table?

Answer 45

- Data analysis tool in MS Excel - Allows you to summarise, analyse, and organise large datasets to extract meaningful insights - Allows you to group, sort and filter information without the need to write complex formulas

Question 46

What are examples of Tier 1 and Tier 2 breaches of GDPR?

Answer 46

Tier 1 - Failure to maintain adequate date processing records - Not appointing a data protection officer - Not promptly notifying a data break Tier 2 - Processing data without a legal basis - Violation of data subject rights, access rectification, erasure - Cross-border Data transfers