Guide to Requesting Data
Complete your form and tick agreement with our terms and conditions. We will not release data without a completed form, including for non-chargeable requests.
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.
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; however if you have supplied the incorrect grid reference and we carry out the search using it you will be charged. A GIS layer (shapefile, Mapinfo or Google Earth file) if available, is very useful particularly for large or complex areas.
State the required buffer size. Clearly state on the form the size of the buffer around the site you'd like for the searches you require; unless otherwise stated we will put a 1km buffer around the site. 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 inaccurate.
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.
Clearly indicate which reports you require. Please tick the yes or no boxes depending on whether you require different reports and maps.
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.
Optional: Request a rapid response. Requesting prioritisation means your request will be put to the top of the pile. 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.
What Happens Next
If you have requested a quotation, or the charge will differ from our standard charges, we will email you a quote and wait for you to give the go ahead before proceeding. If you have said on your form or covering email that you do not require a quote we will take that as an instruction to proceed with the search under our standard charges.
Completion of a data request form and authorisation to proceed constitutes a contract of work between the parties named on the form.
We will carry out the searches you have requested and email you your reports. If you have not heard back from us within ten days of your original request then please contact us to check that your original request or the results have not gone astray.
Once we have supplied the results to you, if you have done a sites search that has highlighted nearby non-statutory sites we will delay processing your invoice for a week in case you wish to request citations without the administration fee (see charges sheet). You will be invoiced by Tullie House Museum and Art Gallery Trust (Trading) Limited. Invoices will be sent by post with 30 days payment terms from date of invoice.
We hope that this guide, the description of our reports and our charging policy will have answered most common questions but if you have any further queries please do not hesitate to contact the CBDC data officer Moustafa Eweda on 01228 618770 or another member of the team.