The vast majority of our research datasets are 'Open' data, meaning access doesn't an application process - just click and download. However, some of our data is not Open. This may be because ethical consent doesn’t permit data to be shared openly, or industrial partners have requested access be controlled. 

Data access requests are made via the online External user data request form. This form is also available on each Restricted or Controlled dataset page in data.bris, the University of Bristol’s Research Data Repository. 

 

Once you've submitted the form, the Research Data Service (RDS) follow this process: 

1. The form is completed and received.
   
   
2. We’ll send you an acknowledgement message. We'll let you know that you should receive a decision in under 20 working days from the date we receive the form. (This may become longer if we need to ask you for additional information.)
   
   
3. We’ll check the information in your form meets our criteria: 
   - The dataset you've requested is available for sharing 
   - You've provided verifiable institutional affiliation and contact details 
   - You've nominated an appropriate institutional signatory with the legal understanding and authority to sign contracts on behalf of your institution 
   - Evidence of ethical approval (if required for the requested dataset) 
   - Evidence of funding, commission, or sponsorship (if applicable to your study) 
   - A summary of how you’ll use the requested dataset in your study 
   - Evidence of your institution's data protection, data security and/or information security policies 
   Evidence can be emailed to us at data-bris@bristol.ac.uk 
   
   
4. (for Controlled datasets only): We’ll ask the current Data Steward of the dataset for their opinion whether their data will meet the aims and objectives of your research. Your identity won’t be revealed to them. This isn’t an approval or a veto of your request, but is part of the supporting evidence. 
   
   
5. All the evidence will be presented to the appropriate panel to decide on granting access.  
   - For Restricted datasets, this panel will be the full Research Data Service team. 
   - For Controlled datasets, this panel will be the Data Access Committee, made up of academic and professional service members with data-related roles. A current list of the Data Access Committee composition is available here: Terms of Reference (UOB only) 
   
   
6. The Research Data Service panel or Data Access Committee panel will review all evidence, and make a decision whether to release the data.
   
   
7. The panel can decide to approve or deny the request, or ask for more information. Please be prepared to supply additional information at this stage.  
   - If a request for data is refused because it doesn’t meet the criteria above, you may appeal with additional information (if appropriate). If you're denied a second time, you can request the data under the Freedom of Information Act (contact freedom-information@bristol.ac.uk). 
   
   
8. If your request is approved, we’ll contact your institutional signatory to prepare and sign a Data Access Agreement. Your institutional signatory will sign on behalf of your institution and return it to us. We then have the document countersigned and it becomes fully executed. You’ll receive a copy back for your records. 
   
   
9. We’ll prepare the dataset (or those variables from the dataset requested) for transfer. 
   
   
10. We’ll arrange secure data transfer from our server to your own secure host location. If the dataset is smaller than 2GB this will be through an encrypted cloud download. The password will be emailed to you separately. If it is larger than 2GB, we employ an SFTP protocol. We’ll need the cooperation of your local IT services to set up secure delivery. 

Please note that you’ll be responsible for only using the dataset within the agreed period in the Data Access Agreement. You should destroy the dataset in your server entirely before that date.  

If you're approaching the end of this period and you require an extension, get in touch with us to apply for an extension of the Agreement. 

University of Bristol staff and students should follow the Internal process (see below). 

Frequently asked questions 

How do I learn a dataset exists? 

All data.bris datasets are in the repository catalogue, regardless of access level. 

What are the data access levels in data.bris? 

There are three levels of data access in the data.bris repository: 

• Open data 
  Open data is the most permissive data access level. It is used for data with no particular sensitivities. If research participants are involved, they’ll have given their consent to share their anonymised data as 'Open' data. The risk of re-identification of participants is considered extremely low. 
  
  Open data is released under a standard re-use licence.
  

• Restricted data
  Restricted data has some degree of sensitivity involved. For example, research participants haven’t given explicit consent to share data as Open data. But the risk of re-identification of participants is considered low.
  
  Data is only made available to approved bona fide researchers after their host institution has
  signed a Sample Research data access agreement for controlled data (PDF, 255kB).

• Controlled data 
  Controlled data has a large degree of sensitivity involved. For example, research participants haven’t given explicit consent to share as Open data and/or the risk of re-identification of participants is medium to high. Requests for Controlled data are referred to an appropriate Data Access Committee (DAC) for approval.
  
  Data is made only available to approved bona fide researchers after their host institution has signed a Sample Research data access agreement for controlled data (PDF, 255kB) 

Who can apply for access to a Restricted or Controlled dataset? 

The person completing the request form should be the Principal Investigator, research team leader or senior person named in Ethical or Funding documents as leading the research project. 

We’ll consider any application from an organisation where an established research governance process is in place. Restricted and Controlled datasets cannot be released to an individual. 

Please note, if the requested dataset includes personal information the repository will abide by ICO's Eighth Data Protection Principle regarding Sending personal data outside the European Economic Area (Principle 8). 

How can I apply for access to a Restricted or Controlled dataset? 

Please complete a data request form in full. 

I'm a University of Bristol student/staff member - how should I apply? 

Internal (University of Bristol) users should apply using the Internal user data request form. 

(This excludes internal requests for the One-in-a-Million dataset - for this, please contact the One-in-a-Million Data Steward directly.) 

If the request is approved, internal (University of Bristol) applicants must agree to abide by our Principles for Handling Sensitive Research Data, rather than the Data Access Agreement. 

Does my proposed use of the data counts as 'research'? 

We take a broad view of research, which includes use for clinical practice. Please complete a data request form outlining your proposed use, and we'll assess whether it's allowable under the terms of the Data Access Agreement. 

What is an 'institutional signatory'? 

You need an appropriate institutional signatory to sign the Data Access Agreement. This may be a professional services officer or manager from your contracts team, legal department or research office. The role may depend on the nature of your organisation. They must have legal authority to negotiate and sign legal documents on behalf of your institution. 

Please note: Your institutional signatory cannot be your own supervisor, your head of school, a project team leader or a senior academic colleague. 

How long should completing the request form take me? 

This varies but this should take between 20 and 50 minutes to complete. There is no time limit. 

How long does the whole request process take? 

We’ll aim to respond to all requests within 20 working days of initial receipt of the form. This may extend if evidence isn’t supplied or additional information is required. 

What if my request is refused? 

If a request for data is refused because it doesn’t meet the criteria given above, you may appeal with additional information (if appropriate). If you're denied a second time, you can make a request for the data under the Freedom of Information Act (contact freedom-information@bristol.ac.uk).