Data Management (Level 1)

Question 1

What is your understanding of the term Confidentiality?

Answer 1

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

Question 2

What is your understanding of the term Meta Data and why is this important?

Answer 2

• 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.

Question 3

What is your understanding of Intellectual Property and Copyright?

Answer 3

• 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.

Question 4

What is the Freedom of Information Act 2005?

Answer 4

• 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.

Question 5

What are the benefits of cloud-based storage systems?

Answer 5

• 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.

Question 6

What is the meaning of a non-disclosure agreement?

Answer 6

• 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.

Question 7

If two separate departments within your firm were working for two rival companies how would you ensure client sensitive data was managed?

Answer 7

• 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.

Question 8

What is the Data Protection Act 2018?

Answer 8

• 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).

Question 9

What are the key Principles of the Data Protection Act 2018?

Answer 9

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

Question 10

What are a person’s rights under the Data Protection Act?

Answer 10

• To be informed about how their data is being used.
• The right to access their data.
• The right to have incorrect information updated.
• To have their data erased.
• To stop or restrict the processing of their data.
• The right of portability.
• To object to the use of their data.

Question 11

Who are the key persons outlined within GDPR?

Answer 11

• Controller
• Processor
• DPO Data protection officer

Question 12

What different sources of information do you use in your day-to-day surveying?

Answer 12

• RICS Guidance Notes.
• Contract Documentation.
• Previous Tenders.
• Cost Plans.
• Valuation data.
• Industry Journals.
• Specialist sub-contractor information.

Question 13

What is the maximum fine someone can recieve for breach of GDPR?

Answer 13

Under the General Data Protection Regulation (GDPR), the maximum fine for a breach can be up to €20 million (approximately £17 million) or 4% of the company’s global annual turnover, whichever is higher.

Question 14

Why was the data protection act introduced?

Answer 14

Following the departure from the EU, it was introduced in the UK to address growing concerns around privacy and the use of personal data as we were no longer covered under GDPR.

Question 15

What are the two roles under the DPA?

Answer 15

Controller
Processer

Question 16

What are the main principles of the Data Protection Act?

Answer 16

Portability
Objection
Update
Restrict
Informed
Access
Erase

Question 17

What is ISO 27001?

Answer 17

ISO standard for correct use of data

Question 18

How do you ensure that you comply with GDPR?

Answer 18

Don’t share any confidential data
Ensure data is stored securely