Data Management (Level 1)

Question 1

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

Answer 1

Lawfulness, fairness & transparency – Data must be processed legally, fairly, and in a way that is clear to individuals (privacy notices, clear consents).

Purpose limitation – Data can only be collected for specified, explicit, and legitimate purposes, and not used for incompatible purposes.

Data minimisation – Only collect and process the minimum personal data necessary to achieve the purpose.

Accuracy – Personal data must be accurate and kept up to date; inaccuracies corrected or erased without delay.

Storage limitation – Data must not be kept longer than necessary for the purpose (e.g. 6 years under Limitation Act, 15 years for property-related matters).

Integrity & confidentiality (security principle) – Data must be processed securely, protecting against unauthorised or unlawful processing, loss, destruction, or damage (using technical and organisational measures like encryption, firewalls, and access controls).

Accountability – Organisations must not only comply, but be able to demonstrate compliance (e.g. policies, audits, training, Data Protection Impact Assessments).

Question 2

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

Answer 2

Use mailing lists with opt-in and unsubscribe.

Retain only necessary info (e.g. 15 years for property work).

Handle personal data securely (passwords, encryption).

Complete mandatory GDPR/cyber training.

Report any breaches per ICO rules (72 hours).

Question 3

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

Answer 3

Rent review instructions are saved in Electronic Document Management System (EDMS) with restricted access.

Shared only with authorised colleagues.

External sharing requires NDAs/ consent/ approval.

Question 4

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

Answer 4

Encrypt laptop hard drives.

Use firewalls, anti-virus software, and cloud backups.

Apply role-based access and multi-factor authentication.

Question 5

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

Answer 5

Electronic marketing (emails, texts, calls).

Use of cookies and online tracking.

Requires user consent for direct marketing.

Question 6

What is copyright?

Answer 6

Exclusive right of creators to copy, use, and distribute original works (e.g. text, drawings, maps).

Question 7

What is Intellectual Property?

Answer 7

Legal rights protecting creations of the mind, including copyright, patents, trademarks, and designs.

Question 8

Can intellectual property be transferred?

Answer 8

Yes — it can be sold, assigned, or licensed.

Question 9

What is the Freedom of Information Act 2000?

Answer 9

Gives the public the right to access recorded information held by public authorities within 20 working days, subject to exemptions (e.g. security, GDPR conflicts).

Question 10

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

Answer 10

Standard limitation: 6 years for most contracts. 12 years for Deeds.

Longstop: 15 years for property, trusts, and negligence claims.

Deeds and wills often kept indefinitely.

Question 11

Give me an example of a property information tool.

Answer 11

Land Registry portal (title and index map searches).

BCIS Online (cost planning).

CoStar/EGi (market data).

Question 12

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

Answer 12

I use our internal property database/management system.

I apply filters (e.g. property type, location, lease dates, rent review triggers), then export the data into Excel.

I clean it by removing duplicates and checking for errors, and then analyse it using pivot tables and VLOOKUP to identify trends and create reports that support decision-making.

Question 13

What are the limitations of primary/secondary data sources?

Answer 13

Primary data – e.g. measured building surveys, site inspections, tenant interviews.

Limitations: reliable and accurate, but costly, resource-heavy, and time-consuming to collect.

Secondary data – e.g. Land Registry Price Paid Data, BCIS indices, CoStar/EGi databases.

Limitations: quicker and cheaper to access, but may be outdated, incomplete, or biased (e.g. not all transactions recorded, regional gaps, or sample bias).

Question 14

How do you validate information?

Answer 14

Triangulate with multiple sources (e.g. Land Registry + agent confirmation + ONS data).

Cross-check with site inspection or professional judgement.

Question 15

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

Answer 15

A deed is the original signed legal instrument (e.g. lease, transfer).

A registered title is the official record at Land Registry confirming ownership, boundaries, and rights.

Question 16

How do you source title information?

Answer 16

Via the Land Registry portal (or Registers of Scotland), obtaining official copies of the register and title plan.

For unregistered land, check the Index Map to confirm registration status.

Question 17

What are the differences between manual and electronic records?

Answer 17

Manual = paper deeds, leases, contracts; secure but harder to search, risk of physical loss.

Electronic = stored in EDMS/databases; searchable, easier to share, requires cyber security controls.

Question 18

What is an index map?

Answer 18

A Land Registry tool that shows whether land is registered and under which title number. Used when ownership is uncertain or when dealing with unregistered land.

Question 19

What does encryption mean?

Answer 19

Converting data into a coded format that can only be accessed with the correct key/password, protecting confidentiality.

Question 20

What is a firewall?

Answer 20

A network security system that monitors and controls incoming/outgoing traffic, blocking unauthorised access.

Question 21

How can you protect electronic data from viruses?

Answer 21

Use antivirus software, firewalls, email scanning, automatic updates, staff training, and restricted admin rights.

Question 22

Which records are manually kept in your office and why?

Answer 22

Original deeds, leases, wills — because originals may be legally required (wet ink signatures) and carry evidential weight in disputes.

Question 23

What is BIM and how can it be used?

Answer 23

Building Information Modelling – a collaborative, data-rich 3D model used across the asset lifecycle.

Supports design coordination, cost planning, lifecycle maintenance, and facilities management.

Question 24

Explain the growing use of AVMs in the industry

Answer 24

Automated Valuation Models use algorithms and large datasets to produce instant property valuations.

Growing in mortgage lending, portfolio reviews, and mass appraisals. Benefits = speed and scale.

Risks = data quality, bias, liability.

Question 25

What AVMs are you aware of?

Answer 25

CoreLogic, Hometrack, Zoopla Pro, Rightmove AVM, lender in-house models.

Question 26

What is ISO 9001?

Answer 26

An international standard for quality management systems, ensuring consistent processes, customer focus, and continual improvement.

Question 27

What are the requirements of ISO 9001?

Answer 27

Documented processes, leadership commitment, risk-based thinking, regular audits, and evidence of continual improvement.

Question 28

What does ISO 27001 relate to?

Answer 28

An international standard for information security management – risk assessments, access controls, monitoring, and continuous improvement.

Question 29

Why is quality management important?

Answer 29

Ensures consistent service delivery, improves client confidence, reduces errors/liability, and supports compliance with standards (e.g. RICS).

Question 30

What is an Electronic Document Management System (EDMS)?

Answer 30

A digital system for organising, storing, retrieving, and controlling access to documents. Provides metadata, version control, audit trails

Question 31

What do you understand by the Civil Evidence Act 1995?

Answer 31

It allows electronic records to be admissible in UK courts, provided authenticity and reliability can be demonstrated.

Question 32

Are electronic signatures accepted by the Land Registry?

Answer 32

Yes – HM Land Registry accepts qualified electronic signatures for many deeds since 2020, though some registrable dispositions may still require wet signatures.

Question 33

What type of documents can electronic signatures be used for?

Answer 33

Many contracts, leases, and transfer deeds; but not all legal instruments (e.g. some mortgages, powers of attorney still require wet ink).

Question 34

What is data redundancy?

Answer 34

Storing duplicate data (e.g. backups, mirrored servers) to ensure availability and prevent loss if the primary copy is corrupted or lost.

Question 35

What is VLOOKUP used for?

Answer 35

An Excel function that searches for a value in one column and returns related data from another column – useful for matching addresses to rent or sale prices.

Question 36

What is a pivot table?

Answer 36

An Excel tool that summarises and analyses large datasets quickly, allowing you to group, filter, and calculate totals/averages across categories (e.g. rent by region).

Question 37

What is the new RICS professional standard on AI?

Answer 37

It is the Responsible Use of Artificial Intelligence in Surveying Practice standard (Sept 2025, effective March 2026). It sets mandatory requirements and good practice for how RICS members and regulated firms procure, use, and oversee AI systems. The focus is on responsible adoption, client transparency, risk management, and ensuring professional judgement is always applied alongside AI outputs.

Question 38

What baseline knowledge must surveyors have when using AI?

Answer 38

Surveyors must understand: The different types and subsets of AI and their limitations/failure modes. The risk of erroneous or biased outputs. Data usage and privacy risks when training or using AI systems. That professional scepticism, oversight, and record-keeping remain essential whenever AI materially impacts service delivery.