Data Request Form Guidance

Section 1. Organisational details

If appropriate: Seek authorisation. If the enquiry is on behalf of another organisation with whom we have a Service Level Agreement (SLA), please seek the appropriate authorisation (your organisation will know the person to contact) and include a copy of the email/letter with your enquiry.

Section 2. Site details

Include the OS grid reference. Put the Ordnance Survey grid reference for the centre of the site on the form. Grab a Grid Reference or other online resources can be used to obtain the grid reference for your location.
If you have supplied the incorrect grid reference and we carry out the search using it you will be charged.

Optional: Include a map/layer of your site. A map showing the boundary of the site clearly marked will help us double check the grid reference you have given. A GIS layer (shapefile, Mapinfo or Google Earth file) if available, is very useful particularly for large or complex areas.

Section 3. Data required

Clearly indicate which search reports you require by ticking the boxes.
State the required search radius (buffer size) around the site for the search. Buffers are important both to highlight nearby species that may also be present on the site and also because the grid reference of the species record may be imprecise.  A 2km buffer will be assumed if this is left blank.

Section 4. Data use

This is to help us analyse how CBDC information is being used.

Section 5. – Confirmation of quote required or work to go ahead

Refer to our charging policy information. Most searches are covered by our standard charge, but large, linear or complex searches may incur an extra levy.

If you require a quote before we undertake the work then please tick the appropriate part of the form.

If you have requested a quote or the charge differs from our standard charges, we will email you a quote and wait for you to give the go ahead before proceeding.

Optional: Request a rapid response to prioritise your request. This is usually a same-day turn around but please contact us to check if this is important to you. Otherwise, work is carried out on a first-come first-served basis. A levy of 20% is applied for prioritised requests. Please ensure you check the box on the form if this is what you require.

Section 6. – Terms and conditions

Please read and tick when understood.
Completed forms and any queries should be forwarded to our Data Officer.

What Next?

Search reports are emailed to you within ten days of CBDC receiving the confirmation to go ahead with the work.  If you report does not reach you then please contact our Data Officer to check when you results were sent.

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