Standard Conditions of Data Release


Any person submitting a search enquiry to SEWBReC will be required to sign a declaration agreeing to SEWBReC's standard conditions of data release (see below).

Where a funding partner regularly uses services (normally through a Service Level Agreement) they are expected to ensure that all users of data are aware of these conditions.


SEWBReC Data Release Agreement


  • I understand that data marked as sensitive or confidential is issued outside the Environmental Information Regulations 2004 and the Freedom of Information Act 2000. It is issued to those named above only.
  • I understand that data marked as sensitive or confidential may not be passed to any third party without a written consent. This includes clients, agents and colleagues unless they are named above and have received a copy of this form. I may not copy, distribute, disseminate, publish or broadcast the data in any format, including on the Internet, without written consent, unless required to by law.
  • I agree to keep data marked as sensitive or confidential secure from unauthorised or accidental use, access, disclosure or loss, and to take reasonable practical steps to ensure the security of the data.
  • I agree to delete or return the electronic data after 12 months or after use.


  • I understand that the South East Wales Biodiversity Records Centre (SEWBReC) operates as a not-for-profit company for the provision of objective biodiversity information. Charges made are purely administrative to reflect the cost of collating, managing and disseminating biodiversity information.
  • I confirm that all data requested will be used for legitimate and legal purposes.
  • I confirm that to the best of my knowledge neither I, nor any of my colleagues who may have access to data obtained from SEWBReC, have been investigated for or convicted of any form of wildlife crime.
  • I confirm that to the best of my knowledge neither I, nor any of my colleagues, have been responsible for any misuse of data obtained from other Local Records Centres.
  • I understand that the copyright of raw biological records remains with the original recorder and that copyright of processed data and reports belongs to SEWBReC.
  • I acknowledge that I cannot pass records onto third parties (except clients, agents and colleagues as part of the agreed reason for the original enquiry) without the written permission of SEWBReC and the original recorder/s of the data.
  • I acknowledge that I cannot use information for any purpose other than that for which it was requested.
  • Data supplied by SEWBReC must not be entered into a computerised database or Geographic Information System without written permission from SEWBReC.
  • SEWBReC will be acknowledged in any publications or reports which are produced using data it supplied. A copy of any such publication or report produced using the data from SEWBReC would be gratefully received if provided free of charge.
  • Permission to use data supplied by SEWBReC expires 12 months after receipt. SEWBReC will be contacted within one month of expiry if the data is still required.
  • Data is provided 'as held' by SEWBReC and was deemed to be accurate at the time of collection. SEWBReC cannot guarantee the accuracy of data supplied, although all data is validated as far as possible.
  • I will not hold SEWBReC or the original data supplier/recorder liable for problems / financial loss, which might arise from inaccuracy of any data supplied by SEWBReC.
  • Past records of presence of a habitat or species do not guarantee continued occurrence. Absence of records does not imply absence of a species, merely that no records are held at SEWBReC.
  • Use of SEWBReC data search services does not in any way replace the need for adequate field survey.


The conditions of data release shown above are included in SEWBReC's Data Enquiry and Release Form.



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