7. Data Management

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:-
  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.

Question 10

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

Answer 10

• 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

Question 11

Who are the key persons outlined within GDPR?

Answer 11

• 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.

Question 12

What are the 8 individual rights under GDPR?

Answer 12

• 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.
• Diversity, Inclusion & Team Working.

Question 13

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

Answer 13

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

Question 14

How do you manage these sources of information to ensure compliance with the legislation?

Answer 14

• 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.

Question 15

How do companies ensure compliance with the Data Protection legislation generally?

Answer 15

• 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.