We will use the information you provide to fulfil your data access request following the process outlined below. Your personal information will be processed in order to fulfil this contract. We will keep your information securely and will only share it beyond the University of Bristol if required to do so by law. We will retain your information for six years or, should your request be successful, for the duration of the Data Access Agreement, whichever is longer. After this time your information will be deleted.
For more information on how we use your data and to request a copy of the information you provide in this form please email the Research Data Service at email@example.com. If you wish to make a complaint about how your personal information is being processed by the Research Data Service, contact firstname.lastname@example.org.
How do we process applications for 'Restricted' data?
The Research Data Service review the application, and will check that the information you have provided is complete and in adherence with the following criteria:
- The dataset you have requested is available for sharing
- You have provided a verifiable institutional affiliation
- You have provided verifiable institutional contact details
- You have nominated an appropriate institutional signatory (see paragraph below)
- You have ethical approval in place (this may not be required depending on the nature of the requested dataset)
- If your research is funded, commissioned or sponsored, you should provide documentary evidence of this
If your application meets the criteria, a Data Access Agreement (example Data Access Agreement for a restricted dataset - https://goo.gl/oxyFhi) is sent to your nominated institutional signatory. A suitable signatory may be from your contracts department, legal department or research office, depending on the nature of your institution. Once the agreement is signed and returned, the Research Data Service team will arrange secure access to the dataset.
The assessment of requests for ‘Controlled’ data access is very similar to that described above, with an additional stage. The Research Data Service will perform the same initial checks as outlined under and if your application meets the criteria given above, the Research Data Service team will forward your request to the creator of the data (or a colleague nominated by them) to check that your planned research can be supported by the dataset. If it cannot, you may wish to amend your planned research. This stage can take some time and should be seen as a conversation between an applicant and the creator of the data.
When you decide to proceed with your application, your data request form will be reviewed by the University of Bristol Data Access Committee (DAC). This committee includes senior researchers and representatives from the University Secretary's Office, Research Enterprise and Development, IT Services and the Library. The DAC review each request separately.
If your request is approved, a Controlled Data Access Agreement is sent to your nominated institutional signatory (example Data Access Agreement for a controlled dataset - https://goo.gl/WWDPxQ). Once the agreement is signed and returned, the Research Data Service team will arrange secure access to the dataset.
How long does the process take?
We will endeavour to review all requests within 20 working days of receipt.
What if my request is refused?
If a request for data is refused because it does not meet the criteria given above, you may appeal with additional information (if appropriate). If you are not able to meet the criteria you may wish to make a request to access the data under the Freedom of Information Act (contact email@example.com).