Access to Data Policy

 

Policy Statement

The fundamental principle will be towards making all datasets available with the appropriate interpretation. However, access to datasets will be restricted where general availability could pose a real threat to species or habitats, would compromise GiGL services or the supply of data. GiGL staff and volunteers must remain impartial regarding the end uses of data when representing the organisation.

Data for GiGL Clients

Datasets in a raw or interpreted format such as GIS or Excel are not supplied to clients. Instead, GiGL provide data search reports in PDF format which include sensitive and confidential records at the level of resolution defined by GiGL and / or the data owners/originators. Confidential records will be included in the reports minus their geographic content to create a ‘species alert’ record. In order to establish the presence of confidential records on the site in question, a second data search request must be submitted with a detailed site boundary.

Data for GiGL Partners

Datasets are supplied electronically to GiGL’s partners in a partner-specified format for incorporation in their own data management systems, and are updated on a quarterly basis. Sensitive and confidential records are included at full resolution in the data files. Partners are not permitted to publish or distribute GiGL datasets or passwords without prior permission from the GiGL Team. On termination of a service level agreement, an organisation must remove all third party data i.e, all data that isn’t their own intellectual property, from their system in accordance with the GiGL Data Use License.

iGiGL access

The public-facing functionality of iGiGL delivers information on the capital’s accessible wildlife sites and open spaces, and the information supplied is intended for use by the general public only. Use of this resource by consultants or potential partners, to inform their work, is not permitted. They should instead access more detailed information via relevant GiGL services.

GiGL partners with a current agreement have unlimited access to the partner-specific services of iGiGL. This includes permission to display the public-facing functionality in their own websites via an iFrame. Access to the password-protected functionality of iGiGL will be revoked on the 31st March each year unless the partner has renewed their agreement.

Data on the National Biodiversity Network (NBN) Atlas and other online data portals

Uploading data to online data portals will only be undertaken where the terms and conditions of the portal allow GiGL to manage the data on behalf of GiGL partners in a manner consistent with this policy.

Access to the datasets on the NBN Atlas[1]:

  • Anyone using the Atlas will be able to see and download species lists at the following resolutions:
    • ‘Sensitive’ species (see Annex 1 & 2) in public and professional surveys at 10km resolution
    • Professional survey[2] data at 1km resolution
    • Public survey[3] data at full resolution
    • Any surveys made available at full resolution by agreement of the data owner and GiGL

[1] According to the terms and conditions set out by the NBN Trust.

[2] Data collected in a professional capacity, by recognised experts or by amateur naturalists

[3] Data collected as part of a public wildlife survey

Access Restrictions

GiGL provides full access to all relevant datasets to its partners for in-house use only. GiGL do not provide datasets to organisations outside of a current agreement. The only exception to this is where one or more partners agree to cover the cost of service provision to a third party through their own service level agreement. This applies to consultants working on a partner’s behalf, and organisations with limited funding.

GiGL restrictions:

Species and Habitat Data

GiGL will maintain a list of sensitive species for which the general release of data could pose a risk to the species or its habitat, and will apply necessary constraints to data relating to these (see Annexes 1 and 2). This list will be maintained in consultation with GiGL’s Board and Advisory Panel.

Commercially Sensitive Data

GiGL reserves the right to turn down project and licence applications by non-partners that will result in the delivery of GiGL services by third parties. The GiGL business model is based on the delivery of data through products and services, some of which are developed using core funding, and we will reject applications that may adversely affect this position.

Access to data on GiGL’s server will be restricted to staff and long-term volunteers (see Annex 3).

Data Owners/Originators restrictions

Data owners or originators are able to opt out of GiGL making their data available to partners, clients or the NBN Atlas. They are invited to define any sensitive or confidential records plus associated restrictions in a data exchange agreement. Should they subsequently wish to change the restrictions on any records, they must inform GiGL in writing (email or post). GiGL will then change the record status on the database with immediate effect.

GiGL will discuss confidentiality aspects of data with data owners/originators and will make attempts to negotiate as few restrictions as necessary e.g. defining the resolution at which data can be released (1km, 10km etc) or identifying agreed individuals/organisations that may see records at their original resolution.

GiGL may refuse to accept data if restrictions requested by the data owner/originator are too onerous, or unnecessarily restrictive.

Annex 1 – Confidential Records

A review of lists in annex 1 and 2 is to be undertaken by GiGL Advisory Panel and signed off by GiGL Board annually from 2016 onwards. Date of last review: December 2015. Date of next review: December 2018

Common NameScientific NamemonthsConfirmed byOrganisationAdditional comments
BadgerMeles melesRecorders Advisory GroupGiGLAll records
AdderVipera berusRecorders Advisory GroupGiGLAll records
GarganeyAnas querquedulaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
PochardAythya ferinaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
QuailCoturnix coturnixDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Red-necked GrebePodiceps grisegenaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Black-necked GrebePodiceps nigricollisapril, may, jun, julyIan Woodward, RecorderBTOAll records
Little EgretEgretta garzettaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Honey BuzzardPernis apivorusapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Red KiteMilvus milvusapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Marsh HarrierCircus aeruginosusapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
GoshawkAccipiter gentilisDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Common BuzzardButeo buteoapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
HobbyFalco subbuteoDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Peregrine FalconFalco peregrinusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
AvocetRecurvirostra avosettaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Little Ringed PloverCharadrius dubiusapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
RuffPhilomachus pugnaxapril, may, jun, julyAndrew Self, RecorderLondon Natural History SocietyRecords from April -July only
Common SnipeGallinago gallinagoapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Turtle DoveStreptopelia turturapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Barn OwlTyto albaDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Long-eared OwlAsio otusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Short-eared OwlAsio flammeusapril, may, jun, julyAndrew SelfLondon Natural History SocietyRecords from April -July only
NightjarCaprimulgus europaeusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
WoodlarkLullula arboreaAndrew SelfLondon Natural History SocietyAll records
Tree PipitAnthus trivalisapril, may, jun, julyAndrew SelfLondon Natural History SocietyRecords from April-July only
Black RedstartPhoenicurus ochrurosapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Cetti's WarblerCettia cettiDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Marsh WarblerAcrocephalus palustrisDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Dartford WarblerSylvia undataDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
FirecrestRegulus ignicapillaapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Bearded TitPanurus biarmicusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Willow TitPoecile montanusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Marsh TitPoecile palustrisapril, may, jun, julyDavid Darrell-Lambert, RecorderLondon Natural History SocietyRecords from April -July only
Golden OrioleOriolus oriolusDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
HawfinchCoccothraustes coccothraustesAndrew SelfLondon Natural History SocietyAll records
Corn BuntingMiliaria calandraDavid Darrell-Lambert, RecorderLondon Natural History SocietyAll records
Lesser-spottedDendrocopus minormar, april, may, jun, julyIan Woodward, RecorderBTORecords from April -July only
Woodpecker
Lizard orchidHimantoglossum hircinumRAGLNHS
CannabisCannabis sativaLondon UndergroundLondon UndergroundAll records
BatsRhinolophus ferrumequinumLondon Bat GroupLondon Bat GroupAll records
BatsRhinolophus hipposiderosLondon Bat GroupLondon Bat GroupAll records
BatsBarbastella barbastellusLondon Bat GroupLondon Bat GroupAll records
BatsEptesicus fuscusLondon Bat GroupLondon Bat GroupAll records
BatsEptesicus nilssoniiLondon Bat GroupLondon Bat GroupAll records
BatsEptesicus serotinusLondon Bat GroupLondon Bat GroupAll records
BatsLasiurus cinereusLondon Bat GroupLondon Bat GroupAll records
BatsMyotis bechsteiniiLondon Bat GroupLondon Bat GroupAll records
BatsMyotis brandtiiLondon Bat GroupLondon Bat GroupAll records
BatsMyotis dasycnemeLondon Bat GroupLondon Bat GroupAll records
BatsMyotis daubentoniiLondon Bat GroupLondon Bat GroupAll records
BatsMyotis emarginatusLondon Bat GroupLondon Bat GroupAll records
BatsMyotis lucifugusLondon Bat GroupLondon Bat GroupAll records
BatsMyotis myotisLondon Bat GroupLondon Bat GroupAll records
BatsMyotis mystacinusLondon Bat GroupLondon Bat GroupAll records
BatsMyotis nattereriLondon Bat GroupLondon Bat GroupAll records
BatsNyctalus leisleriLondon Bat GroupLondon Bat GroupAll records
BatsNyctalus noctulaLondon Bat GroupLondon Bat GroupAll records
BatsPipistrellus kuhliiLondon Bat GroupLondon Bat GroupAll records
BatsPipistrellus nathusiiLondon Bat GroupLondon Bat GroupAll records
BatsPipistrellus pipistrellusLondon Bat GroupLondon Bat GroupAll records
BatsPipistrellus pygmaeusLondon Bat GroupLondon Bat GroupAll records
BatsPipistrellus saviiLondon Bat GroupLondon Bat GroupAll records
BatsPlecotus auritusLondon Bat GroupLondon Bat GroupAll records
BatsPlecotus austriacusLondon Bat GroupLondon Bat GroupAll records
BatsTadarida teniotisLondon Bat GroupLondon Bat GroupAll records
BatsVespertilio murinusLondon Bat GroupLondon Bat GroupAll records

Annex 2 – Sensitive records

GiGL defines species records as ‘sensitive’ if they are listed on the following:

ListCoverageAdded by
The Conservation (Natural Habitats, &c.) Regulations 2010 (Schedule 2)Nat LegislationJNCC
The Conservation (Natural Habitats, &c.) Regulations 2010 (Schedule 5)Nat LegislationJNCC
UK Biodiversity Action Plan priority speciesUK BAPJNCC
London BAP Priority speciesLBAPGiGL
Birds Directive Annex 1InternationalJNCC
Habitats Directive Annex 2 - priority speciesInternationalJNCC
Habitats Directive Annex 2 - non-priority speciesInternationalJNCC
Habitats Directive Annex 4InternationalJNCC
Natural Environment and Rural Communities Act 2006 - Species of Principal Importance in England (secNat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 1 Part 1)Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 5 Section 9.1 (killing/injuring))Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 5 Section 9.1 (taking))Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 5 Section 9.4a)Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 5 Section 9.4b)Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 5)Nat LegislationJNCC
Wildlife and Countryside Act 1981 (Schedule 8)Nat LegislationJNCC
Protection of Badgers Act (1992)Nat LegislationJNCC
Bird Population Status - redRed Data ListJNCC
IUCN (2001) - Critically endangeredRed Data ListJNCC
IUCN (2001) - Data DeficientRed Data ListJNCC
IUCN (2001) - EndangeredRed Data ListJNCC
IUCN (2001) - ExtinctRed Data ListJNCC
IUCN (2001) - Extinct in the wildRed Data ListJNCC
IUCN (2001) - Regionally ExtinctRed Data ListJNCC
IUCN (2001) - Lower risk - near threatenedRed Data ListJNCC
IUCN (2001) - VulnerableRed Data ListJNCC
Nationally rare marine speciesOther rare/scarceJNCC
Nationally rareOther rare/scarceJNCC
Nationally rareOther rare/scarceJNCC
Nationally rareOther rare/scarceJNCC
Nationally scarce marine speciesOther rare/scarceJNCC
Nationally Notable AOther rare/scarceJNCC
Nationally Notable BOther rare/scarceJNCC
Nationally scarceOther rare/scarceJNCC
Nationally NotableOther rare/scarceJNCC
London Species of Concervation ConcernLocalGiGL

Annex 3 – Data security

All GiGL data are stored on a dedicated server. The server is password protected and the password is only known by the GiGL Team. GiGL’s computers are also password-protected at log-in. Where passwords expire without renewal or are forgotten, the GiGL Team know how to reset passwords on the server.

The majority of sensitive data held by GiGL is stored in Recorder 6. Every user of this package is allocated a username and password, which also identifies their level of access and user rights.

GiGL staff and volunteers are required to act in accordance with this policy.

Policy updated:

Policy Last Updated: July 2018