Providing a data access statement as part of publishing your data is the easiest way to communicate key access & use information to users of your data. While there will be certain common elements to most of these statements (such as who may access the data and, if relevant, why the data has been restricted), you may also customise them to highlight important information that users of the data should be aware of (such as limitations on its use).
Tip: The data access statement will appear just below the dataset’s access category as part of the Access & Use Information. Users will look to the data access statement for more information on how the access category applies to the dataset.
What makes for a good data access statement?
A good data access statement should cover the following key points:
Checklist
- Why this access category has been applied
For example, “This data is only available to registered users because [organisation name] is required by legislation to track usage of our data.” - Who the intended users of the data are and any restrictions on using the data
For example, “This dataset is intended for use by WA State Government agencies involved in emergency management and maintaining critical infrastructure.” - How to apply to access the data
For example, “To apply for access, use the Request Access button below to contact the data custodian. Please include the name of your department, your role title, and how you intend to use the data.”
For example, Western Power publishes all of their data using the Open – Login access label and applies their own custom data licence terms and conditions.
This dataset has been published as open data subject to registering for access, to enable Western Power to meet reporting requirements. Access to the data is automatically granted to users who register and provide their email address. By using this data you are agreeing to Western Power's Data licence terms and conditions.
For help creating an account, please see How do I create an account with SLIP to access geospatial data?
Tip: If you need to update your data access statements en masse, we can save you time and do it automatically on your behalf. Please get in touch with us if you’d like to know more.
Help: Assistance with writing data access statements is available on request; please get in touch with us. The placeholder data access statements below may also be helpful for writing your own.
Placeholder data access statements
If you haven’t supplied a data access statement for your dataset, placeholder text will be used instead. It is strongly recommended that you provide specific statements for any datasets that are using the Open – Login, Fees Apply, Restricted, Government Use Only, or Mixed access categories.
Open – Login
Typically, Open – Login datasets will require you to register for a free account to access the data. This extra step of registering is often used by data publishers to understand who is using their data and for reporting purposes within their organisation, which helps to build the case for maintaining and improving the dataset.
Be sure to carefully read the licence information provided to understand any restrictions on use and what your responsibilities are as a user of the data.
Fees Apply
Fees Apply datasets are generally available for use by everyone but require payment of a subscription or once-off fee. Typically, this is due to a legislative requirement in the enabling acts for Statutory Authorities requiring them to provide a return to the state, or a commercial decision by Government Trading Enterprises.
Payment is managed by the organisation publishing the data. Please contact the data publisher via the Request Access button to enquire about access and fees.
Be sure to carefully read the licence information provided to understand any restrictions on use and what your responsibilities are as a user of the data.
Restricted
Typically, data has been restricted due to issues of sensitivity or liability – for example, it may include personal information or information that may endanger lives or property. You will need approval in order to access a restricted dataset. Contact the data publisher via the Request Access button to enquire about access.
Be sure to carefully read the licence information provided to understand any restrictions on use and what your responsibilities are as a user of the data.
Government Use Only
Typically, data has been restricted to use by government organisations due to issues of sensitivity or liability – for example, it may include personal information or information that may endanger lives or property.
Access to this data will be restricted either to specific government organisations, or to certain levels of government (i.e. federal, state and/or local).
Be sure to carefully read the licence information provided to understand any restrictions on use and what your responsibilities are as a user of the data.
For Geospatial Data – These datasets are generally accessed through the Shared Location Information Platform (SLIP). If your organisation is authorised to access this dataset, you’ll need to register for a SLIP account and join your organisation’s group. If your organisation is not authorised to access this dataset and you would like to enquire about alternatives, contact the data publisher via the Request Access button below.
Mixed
Typically, these datasets can be accessed in a variety of ways, with some resources for accessing data being more sensitive than others. For example, there may be a publicly available web map or data visualisation that displays the data, while downloading the raw data is restricted.
Check the access level of the specific data resource you require. If the resource is not labelled as Open or Open – Login, you’ll need to contact the data publisher via the Request Access button to enquire about access.
Be sure to carefully read the licence information provided to understand any restrictions on use and what your responsibilities are as a user of the data.