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Data use and data sharing policies

This document sets out our policy on sharing and use of the data we hold. It is intended to help our data providers and users better understand our aims and intentions – we want those who provide us with data to understand how it will be used and made available to others, and we want those who use the data we hold to understand the rationale behind any constraints we place on its availability.

Our aims and objectives

The Suffolk Biodiversity Information Service (SBIS) is the centre of reference for all information relating to wildlife in Suffolk. We maintain an up-to-date record of sites and species found in the county and make data available for conservation, research, monitoring, education and general information purposes.

We aim to promote a better understanding of Suffolk's wildlife by encouraging and coordinating biological recording across the county, and through the publication of guides, surveys and scientific works on Suffolk wildlife. Suffolk organisations and recorders share a vision of an independent and objective information service that collates, manages and supplies biodiversity data for the benefit of everyone. SBIS acts as the local focus for volunteer recorders and organisations, and provides services to local users so that they can access the data they need without difficulty or delay.

Data sources

SBIS collects, manages and archives data relating to all wildlife in Suffolk, covering all taxonomic groups. Although most data relates to modern sightings, we are also interested in historic records, particularly where these help to provide context for assessing change over time. We also hold information on designated and non-designated sites (including SSSIs and County Wildlife Sites) and the wider countryside. GIS mapping of the extent and distribution of priority habitats is ongoing.

Data use

When data are received, they undergo a process of quality control before being added to the archive. Checks are made to ensure that grid references are accurate and, where appropriate – for example for rare species or those that are difficult to identify – records may be sent to county recorders for validation. All data are archived electronically on secure systems to ensure that the original records remain available for future generations.

With the permission of data providers, SBIS also submits records in standard format to the National Biodiversity Network Atlas.

Data sharing

SBIS is committed to promoting the use of the data held within the archive. Our data should be available for use in not-for-profit decision-making, research, education and other public-benefit purposes, and to this end we make data freely available on our website where possible.

However, there are some circumstances in which SBIS, as a responsible data custodian, may need to restrict access to all or part of a dataset. Whenever restrictions are applied, the justification is documented and made available. Reasons why we might restrict access include:

  • If the release of certain data is likely to increase the risk of environmental damage or put particularly sensitive species at risk.
  • If the release of data is likely to jeopardise the supply of data or the collation of future records. SBIS is a data custodian and does not own the data it holds. Data providers support our data sharing and use policy but are under no obligation to share their data through us.
  • If the data provider has requested that certain data is withheld – for example where data may be commercially sensitive, or where data is being prepared prior to publication. Such restrictions may be permanent or temporary, depending on the agreement with the data provider.
  • If the data contains personal information. Personal information within SBIS is managed in accordance with the Data Protection Act 2018, and may be removed from data made available to users.

SBIS holds datasets provided by a variety of public and private bodies and individual recorders. Data providers retain the copyright of their original data and images at all times, and have given SBIS permission to hold a copy within the archive. All data we make available is subject to our Data request terms and conditions, which are designed to protect the copyright of our data providers. Users are permitted to use the data we make available for their own private use or in the ordinary course of their business, provided that such use is in accordance with those terms and conditions.

Charges

Users of data for commercial purposes will be subject to charges. Current charges are listed on our data request page.