MODEL: RECORDING FORM PERMISSIONS STATEMENT
This document provides model wording for use on a recording sheet, paper or electronic, which will give permission for someone collating data to use the records submitted. Its purpose is to help ensure that clear authority to make use of wildlife records is handed down with them. The statement has been developed to provide an alternative to the NBN model data collation licence as early experience suggests that the legally approved licence can be off putting to recorders.
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MODEL TEXT TO GRANT “PERMISSION TO USE DATA” ON A RECORDING FORM
IMPORTANT: By submitting information on this form/card I agree that it may be collated and disseminated manually or electronically, including the Internet, for environmental decision-making, education, research and other public benefit uses *in accordance with insert name of recipient’s data access policy.
* Optional wording: include where appropriate
** Alternative wording: delete as appropriate
OPTIONAL AND ALTERNATIVE WORDINGS
The first paragraph of the model statement sets the basis upon which permission to pass on and use the wildlife information is founded. The default statement is quite open, but there is an option to tie data access and use to the recipient’s data access policy, where one exists.
USING THE STATEMENT
On cards or paper forms
Place the statement where it is likely to be read by the user, i.e. not hidden on the back unless the user is likely to use the back.
On electronic forms
Where data capture is via an electronically distributed (e.g. email) or Web based form, the statement needs to be part of the form, or displayed when the user accesses the form for the first time. In either case, the electronic version of the statement should contain links to data access and privacy policies.
Batch electronic transfers from a recording package to a collating body
Where wildlife data are captured in a recording package the model statement should be used to support any data export or exchange functions between parties. The supplying party needs to decide whether they are providing a copy of the data (i.e. retaining the original), or passing the original data to the recipient. In supplying a copy the data should be transferred with rights allowing the recipient to use but not edit the data. This will help protect the integrity of the raw data and maintain consistency with the original, particularly important if the recipient has a disseminating role parallel to the holder of the original data. In supplying the original the data should be transferred with rights allowing the recipient to use and edit the data, necessary to permit management tasks. In both cases it should be clear whether the recipient has authority to disseminate the data.
The following documentation is required in order to support the model statement above:
Access policy [mandatory]
The access policy sets out the principles by which the recipient holds data and makes them available to others. The NBN data exchange principles are intended to provide a basis for such a policy.
Dataset specific conditions [optional]
A statement may be provided setting out how accessible a specific data resource or product will be to others. This statement should be the result of decisions on access made in relation to the access policy. For example, the statement should identify any records of a sensitive nature, availability of which may need to be restricted to selected users.
a) the use of personal information necessary for the interpretation of the data, where the collator requires authorisation for this purpose (for verification and survey administration purposes for example), and to disclose the information to others. Where personal information is not needed it should not be requested, and where submitted with a record should be destroyed.
b) the use of personal information for other purposes such as membership, marketing of an organisation to the recorders etc. Where this is desired a statement setting out the planned use should be included on a ‘recording card’ with a tick box to consent to this use.
The NBN Trust sought legal advice on a framework of formal licences to support the supply and exchange of wildlife data and information products. The model data collation licence is the legally checked form deemed necessary to support the supply of wildlife data by a recorder to a collating body.