
Geological Records Centre
Data Access and Use Policy
To request data please fill in the form below. By making a request for data you are accepting the Terms & Conditions on this page.
To request data please fill in the form below. By making a request for data you are accepting the Terms & Conditions on this page.
Introduction
This document outlines the policy of Herefordshire and Worcestershire Earth Heritage Trust (the Trust) on the sharing and use of data held in the archives of the Trust’s Geological Records Centre (GRC). The purpose of this policy is to ensure that our data providers and users know and understand the terms and conditions that govern the collection and dissemination of GRC data. This policy may be subject to revision at any time after due consultation. Please ensure this is the most current version available. The policy was last revised 1st April 2008.
Background
The Trust aims to record and protect geology and landscape in the two counties of Herefordshire and Worcestershire. The region’s great variety of rocks yields outstanding fossils and minerals, and they give rise to wonderful scenery. The Trust is committed to promoting and safeguarding these assets for future generations. In order to do so, the Trust has established a programme to identify survey and protect sites of geological and landscape interest. The records of these sites are held in the GRC.
Data Sources
The Trust manages and archives data on geological and landscape sites that is collected (or collated) by Trust volunteers and employees. The data held includes site surveys, photographs, maps, and references to an extensive database of literature and research. The site surveys contain information about the geology and landscape features of the area, site conditions and access rights and is entered on to the Geological Locality Record (GLR) form. Data Use When data or images are received, they undergo various quality control processes to ensure accuracy before the data is entered onto the database and archived.
Data Sharing
The Trust is committed to promoting the use of the data held in the archives of the GRC. The Trust believes that
the data resources held should be available for use in not-for-profit decision making, research, education and
other public benefit purposes. To this end, the Trust makes geodiversity data freely available, in order to
contribute to the national resource of geodiversity data. For each site listed on the GRC database, some or all of
the following information is available:
There may be some circumstances in which the Trust, as a responsible data custodian, may need to restrict
access to all or part of some data resources. Whenever restrictions are applied the justification and rationale
behind the decision are documented and made available. Example reasons why the Trust might restrict access to
data holding are listed below.
Terms and Conditions
The Trust’s GRC holds datasets provided by a variety of public and private bodies, and individual researchers.
The data/image provider (and copyright holder if different) will be stated in the associated metadata. Data providers retain the copyright of the original data or images at all times. Data providers have given the Trust their permission to hold a copy of their data/image(s) within the GRC’s data archive.
All our data and image holdings are made available for use under the Trust’s Terms and Conditions. The Terms and Conditions are important and protect the copyright of our data and image providers. Users are permitted to use the data holdings that we make available for their own private use or for use in the ordinary course of
business, provided that such use is in accordance with our Terms and Conditions. Users are permitted to use the images available on-line for their own private use, provided that such use is in accordance with the relevant section of our Terms and Conditions.
Anyone wishing to use data or images for commercial purposes will require additional permission from the data (or image) provider (or copyright holder if different), who can be contacted through the Trust. Similarly, additional permission will be required for the use of images for wide dissemination, including use on web sites, leaflets or in promotional brochures. Any use of data or images that is not addressed in the Terms and Conditions will require permission from the data provider (or copyright holder if different).
Charges
The Trust is committed to making the data held in the GRC archives available for use in not-for-profit decision making, research, education and other public-benefit purposes, free of charge. However, where permission is required under our Terms and Conditions, the data provider may make a charge for use of their data.
Access to material will require Trust staff time. Any analysis, in-house queries or collation of the data will also require Trust staff time and a nominal charge may be made as set out in our Schedule of Charges.
Further Information, Advice and Interpretive Services
A physical archive of all GLR forms is held in the GRC in addition to the digital data archives. The physical archive also contains photographic prints, field sketches and other hard copy documentation generated by our data providers during a site survey. The physical archive may also hold legacy data that is at risk of being lost.
This information may have been donated to the GRC because an institution can no longer hold the material, an institution has closed or the scientist(s) have retired.
In the event of the Trust ceasing to exist, the data held by the GRC will be transferred to The Geology Trusts.
Introduction
This document outlines the policy of Herefordshire and Worcestershire Earth Heritage Trust (the Trust) on the collection and use of personal data by the Trust’s Geological Records Centre (GRC). The purpose of this policy is to ensure that our data providers and users know what personal data is collected by the Trust, and what limitations are placed on the dissemination of the data by the GRC. This policy may be subject to revision at any time after due consultation. Please ensure this is the most current version available. The policy was last revised 1st April 2008.
Background
Personal information relating to living individuals must be held and managed in accordance with the requirements and principles of the Data Protection Act 1998 and/or any subsequent legal provisions. As a notfor-profit organisation, the Trust is not required to be registered as a Data Controller under the Act. However, the Trust must still comply with the other provisions of the Act. More information on the Data Protection Act 1998 can be found online at the Office of Public Sector Information and the Information Commissioner’s Office.
Data Collected and Use
The GRC holds some or all of the following contact information for landowners, Trust members, employees and volunteers, and persons requesting information from the GRC.
The data above is used for the following purposes:
Personal data about landowners will not be supplied by the GRC. This information is held for communication and administration purposes.
Introduction
This document outlines the policy of Herefordshire and Worcestershire Earth Heritage Trust (the Trust) on charges associated with provision of data held in the archives of the Trust’s Geological Records Centre (GRC). The purpose of this policy is to ensure that our data users know and understand the circumstances under which a charge may be incurred for dissemination of GRC data. This policy may be subject to revision at any time after due consultation. Please ensure this is the most current version available. The policy was last revised 1st April 2008.
Charges
The Trust is committed to providing geological data held in the GRC archives to individual members of the public, bona fide researchers, students, individual landowners, charitable or voluntary conservation organisations and learned societies, free of charge. However, if the request for information requires a significant amount of time to process, an administrative charge will be applied.
Charges are made to geological consultants and other commercial bodies for the time taken to collate, process and analyse data rather than for the information itself.
The fees (reviewed on an annual basis) are as follows:
Minimum Charge: £50
Up to 1 hour: £50
Each subsequent hour: £30
Daily Rate: £200
The Trust will ensure that an enquirer is aware of any charge before work commences.
Formal enquiries must be made in writing (including e-mail), and, where appropriate, will be given a verbal or written quote prior to the work being done. Quotes will be given for individual requests and if the work needs more time than estimated then clients will be informed before further charges are incurred.
Any charges made to organisations are service related for the purpose of maintaining the Trust’s GRC as a sustainable unit.
Introduction
This document outlines the Terms and Conditions of Herefordshire and Worcestershire Earth Heritage Trust (the Trust) associated with provision of data held in the archives of the Trust’s Geological Records Centre (GRC). The purpose of this policy is to ensure that our data providers and users know and understand the Terms and Conditions affecting the dissemination of GRC data. This policy may be subject to revision at any time after due consultation. Please ensure this is the most current version available.
Terms and Conditions
In making an inquiry to the Trust’s GRC, the user agrees to abide by the Terms and Conditions set out below.
The policy was last revised 1st April 2018.
By making a request for data you are accepting the Terms & Conditions in this document: