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Rapid course · Chapter 2 · English

Chapter 2 — Scope, permission and safe practice

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Chapter 2 — Scope, permission and safe practice

Lesson map

Lesson 02 published. Map, example, EX053.

flowchart TD
  N0["Learning outcomes"]
  N1["2.1 Agreeing the scope"]
  N2["2.2 Safe handling during review"]
  N3["2.3 When asked to go further"]
  N4["2.4 Reporting problems"]
  N5["2.5 Respecting staff"]
  N6["Concepts — the signed page decides, a copy counts as"]
  N7["Data — five requests against the signed page"]
  N0 --> N1 --> N2 --> N3 --> N4 --> N5 --> N6 --> N7
  N7 --> EX["Worked example"]
  EX --> Q["Exercise EX053"]

Logical drawing

flowchart LR
  N0["Learning outcomes"]
  N1["2.1 Agreeing the scope"]
  N2["2.2 Safe handling during review"]
  N3["2.3 When asked to go further"]
  N4["2.4 Reporting problems"]
  N5["2.5 Respecting staff"]
  N6["Concepts — the signed page decides, a copy counts as"]
  N7["Data — five requests against the signed page"]
  N0 --> N1 --> N2 --> N3 --> N4 --> N5 --> N6 --> N7 --> Q["EX053"]

[Learning outcomes]
    |
    v
[2.1 Agreeing the scope]
    |
    v
[2.2 Safe handling during review]
    |
    v
[2.3 When asked to go further]
    |
    v
[2.4 Reporting problems]
    |
    v
[2.5 Respecting staff]
    |
    v
[Concepts — the signed page decides, a copy counts as]
    |
    v
[Data — five requests against the signed page]
    |
    v
[Worked example] --> [Exercise EX053]

Learning outcomes

You will (1) work within agreed permission when reviewing privacy; (2) handle customer data safely during a review; (3) report problems through the right channel.

2.1 Agreeing the scope

Before Sofia reviews anything at Juniper, Mr. Patel asks her to agree a written scope with the owner. It lists what she may look at: the loyalty app settings, the privacy notice, the paper prescription filing, staff access to the dispensing system and the shop's CCTV signs. It excludes reading individual customer records, contacting customers and changing settings. The owner signs it. Mr. Patel explains that a scope protects customers, the business and Sofia, because it sets clear limits before curiosity or pressure can push them.

2.2 Safe handling during review

Sofia uses screenshots of settings, not customer screens. When she needs examples of records, she asks the pharmacist to create a test customer in the dispensing system with an invented name. She keeps her notes in a locked drawer and in an encrypted folder on the shop computer, not on her personal phone. Mr. Patel reminds her that a review can itself create a privacy risk if notes and screenshots spread, so the review must follow the same care it recommends. Notes are destroyed afterwards.

2.3 When asked to go further

A colleague asks Sofia to check whether a neighbour has collected a prescription. Sofia declines, explains that looking up a person without a work reason is a misuse of access, and records the request in her review log. Later, the owner asks her to look at the delivery driver's phone to see whether customer addresses are stored. Because this is outside the scope, she asks the owner to add it in writing first, and the owner agrees after speaking with the driver.

2.4 Reporting problems

During her review, Sofia finds a box of old prescription copies in an unlocked storeroom. She does not move or read them. She reports the finding to the owner and Mr. Patel the same day, with the location, time and what she saw. The owner locks the room and arranges secure shredding of copies past the retention period. Mr. Patel explains that quick, factual reporting allows the business to judge whether a breach occurred and whether notification is needed. Mr. Patel records the event.

2.5 Respecting staff

Sofia's review also touches on staff, such as their access to the dispensing system and CCTV images of the counter. She explains to her colleagues what she is checking and why, and she avoids recording opinions about individuals. Staff are data subjects too, with rights under the GDPR and LGPD. Mr. Patel notes that reviews go better when staff understand that the aim is to improve processes and protect customers, not to catch people out, and that openness encourages them to mention problems.

Worked example

Sofia agrees a signed scope, uses a test customer and encrypted notes, declines a neighbour lookup, gets the delivery phone added in writing, reports unlocked prescription copies and explains her review to staff.

Synthetic case. The scope and events are synthetic.

Errors and limits

Verbal permission is easily disputed; get scope changes in writing.

Concepts — the signed page decides, a copy counts as a look

A scope is a list, not a mood. Photographing a live dispensing screen copies the record that is on it. The copy is the same exclusion as reading that customer.

Question Allowed this week Not allowed
What may she open? Loyalty settings, the privacy notice, how paper prescriptions are filed, the staff access list, CCTV signs One named customer's record
What may she keep? Settings screenshots; notes in the locked drawer and the encrypted folder on the shop computer A customer screen on her personal phone
The ask grows The owner adds the new item in writing before she looks A spoken "just this once"
She finds exposed records Report the place, the time and what she saw, the same day Moving the copies, or reading them

Data — five requests against the signed page

Request On the page the owner signed? What Sofia does
Screenshot the loyalty settings Yes Settings only, not a customer
See how paper prescriptions are filed Yes, the method She does not open a named person's file
Has the neighbour collected a prescription? No Refuse, and write the request in the review log
Look at the driver's phone No, until the owner adds it in writing Wait
A box of old prescription copies, unlocked The finding is a report, not permission to handle them Do not move or read; tell the owner and Mr. Patel

Decision flow — look, copy, or keep

flowchart TD
  A["Someone asks Sofia to look, copy or keep something"] --> B{"Is that action on the page the owner signed?"}
  B -->|No| C["Stop. A written addition comes before any look"]
  B -->|Yes| D{"Would it show or copy a real customer's record?"}
  D -->|Yes| E["Refuse. Use the invented test customer"]
  D -->|No| F{"Would the notes leave the locked drawer and the encrypted shop folder?"}
  F -->|Yes| G["Refuse that copy. A personal phone is outside the review"]
  F -->|No| H["Proceed. Exposed records are reported by place, time and what she saw"]

Worked example — a photo of the live screen

A colleague asks Sofia to photograph a live dispensing screen "so the review can show the layout". The screen names a real customer and a medicine. Staff access is on the signed page; an individual record is not. The photograph would also put that record on a phone. Sofia refuses. The pharmacist builds the invented test customer, and Sofia screenshots that screen into the encrypted folder on the shop computer. The colleague's request is in the review log the same day.

Synthetic case. The Tuesday handset picture of the layout is invented.

Apply

Exercises

Continue studying — lesson 02 (chapter 02 of 04)

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