Data Enquiry Terms and Conditions

1. GETTING A QUOTE

1.1 If you just require a price for a data search without submitting an enquiry, just tick the elements you wish to search for and mark a point on the map for your site or roughly draw your site boundaries.

1.2 The charge will update in the box towards the bottom of the page, and will change if you tick or untick elements or delete and re-draw your site.

1.3 If you only want a quote, do not press the Submit button at the bottom of the page, or you risk incurring a charge as stated under 2.1 below.

2. SUBMITTING A REQUEST

2.1 By agreeing to the terms and conditions, and clicking the Submit button, the enquirer agrees that they will be provided the information, at the agreed cost, in the timescale indicated.

2.2 If an Enquirer wishes to amend or cancel their request they must notify BRERC of their intentions as soon as is reasonably possible before the enquiry deadline.

2.3 If BRERC considers or suspects information in the enquiry request to be missing or inaccurate, the enquiry will not proceed until such time as BRERC considers the request submission accurate and complete.

3. TURNAROUND TIMES AND DEADLINES

3.1 0-2 Days – Fast Track Service – subject to capacity – 25% surcharge – see details below

3.2 0-5 Days – Normal turnaround time. During normal periods, most enquiries are completed within five working days

3.3 6-10 Days – Enquiries can take longer during busy periods. We aim to complete all enquiries within 10 working days.

3.4 The deadline automatically quoted when you submit an enquiry will be for ten working days to account for all the above eventualities.

3.5 Public holidays are not automatically accounted for in terms of deadlines. Data searches submitted around public holidays will have their deadlines extended accordingly.

4. FAST TRACK SERVICE

4.1 Enquirers can request a Fast Track service. BRERC can only offer this service if there is sufficient staff time and capacity to meet the enquirers request.

4.2 To submit a fast track request, tick the Fast Track box on the submission form.

4.3 Enquiriers can e-mail BRERC using the e-mail address on the confirmation page and state their deadline.

4.4 Such requests are considered on a case by case basis.

4.5 Fast Track enquiries are subject to an increase in cost of +25%. This is automatically calculated when ticking the Fast Track box on the website.

5. SUPPLY DATA IN GIS FORMAT

5.1 Enquirers can tick this option to request that data is supplied in GIS format instead of the standard format of spreadsheet and pdf files.

5.2 BRERC supplied GIS data is, in part, derived from Ordnance Survey Mastermap digital vector data, to which OS retains the claim of co-copyright.

5.3 When BRERC supplies data in GIS format, this does not include supply or transfer of an Ordnance Survey license to make use of the data.

5.2 By ticking the box, enquirers are confirming they are operating under an appropriate, valid Ordnance Survey license, obtained independently from BRERC, that allows the use of digital Ordnance Survey vector data.

5.3 Enquirers agree to be solely responsible for any legal actions resulting from the use of such data without an appropriate and valid license.

5.4 Data will be provided in MapInfo Professional GIS .TAB file format. Conversion of the data into alternative formats is the responsibility of the Enquirer.

5.5 Supply of data in GIS format is subject to a 10% increase in charges, which is calculated automatically when this option is selected.

6. REQUEST FOR INFORMATION

6.1 BRERC will make data available to enquirers although some data is restricted. Before releasing any data, BRERC must know what the data is to be used for (the agreed purpose).

6.2 Data must only be used for the agreed purpose.

6.3 Data must only be used in conjunction with the site(s) stated in your data request.

6.4 Data must not be passed to a third party.

6.5 The exact locations of badger setts, bat roost sites, otter holts, raptor nest sites and sensitive plant species are treated as confidential information.

6.6 BRERC will not release data if it is suspected that the enquirer will then use the data to the detriment of wildlife, interfere illegally with protected species or use the data for illegal purposes.

6.7 BRERC does not undertake to perform any search until all details have been provided to our satisfaction.

6.8 BRERC will endeavour to provide data to enquirers within 10 working days of receipt of a completed request unless agreed otherwise.

6.9 BRERC will not be liable for any claims for loss, damage, cost or expenses arising out of the provision of data.

6.10 It is the responsibility of the enquirer to ensure that their search area and associated buffer fall entirely within the BRERC area and that they do not need to contact neighbouring Environmental Record Centres. Consult the LERC Finder on the ALERC website to find out in which Records Centre your site falls.

7. CHARGES

7.1 A charge may be made to enquirers, which contributes to the staff costs of providing the service. This is not a charge for the actual data and does not confer exchange of copyright of any data supplied.

7.2 A Data Search is deemed to be for Commercial purposes: if the enquirer is likely to obtain income or funding in whole or in part as a direct result of receiving a Data Search; and/or if the enquirer is requesting a Data Search in connection with their business or trade.

7.3 Commerical enquiries are subject to a minimum charge of £100 ex VAT.

7.4 Non-Commercial enquiries are subject to a 50% reduction in charges. This is applied automatically.

7.5 BRERC will review all charges on receipt of an enquiry. In the majority of cases the charge will be as calculated using the tool on the BRERC website, but we reserve the right to alter or waive the charge depending on the circumstances of each individual enquiry.

7.6 Final charges are at BRERC's discretion.

7.7 BRERC does not accept responsibility for late receipt of information by the enquirer if the information has been sent by BRERC within the agreed time period.

8. INVOICING

8.1 Once BRERC has completed the data search and sent the information within the time period agreed, payment is due.

8.2 Enquirers must ensure that BRERC is provided with the correct invoicing details, including but not limited to, Company Name (in full), invoice address or e-mail and a Purchase Order number where it is required by your company.

8.3 The named individual or organisation requesting the data search is responsible for payment. We do not invoice third parties, as they have not agreed to these terms and conditions or directly requested our services.

8.4 We reserve the right to apply an admin charge of 10% of the enquiry value where the enquirer has supplied incorrect invoicing information that results in rejection of our invoice.

8.5 Any charge must be paid in full on receipt of invoice. Invoices are raised by BRERC but administered by Bristol City Council.

9. FURTHER INFORMATION

9.1 For other methods of accessing BRERC data please visit the Data Resources page.

9.2 For information on how we use your collected data, see the BRERC Privacy Notice.