Data Search Terms and Conditions

Please read very carefully before submitting a data search request

All recipients of data provided by TVERC should be aware of, and agree to, the following:

Data-related terms:

  • The information supplied will not be put to any other use beyond the project for which it is requested, nor communicated to any person other than those directly involved. No data supplied will be uploaded to the NBN Gateway/Atlas.
  • TVERC will be clearly acknowledged when data is used in reports or other documents. This should state “Data provided by Thames Valley Environmental Records Centre” and should be included with any lists of species or maps of sites or habitats. 
  • The data in the report can only be used for the project for which it was requested. It cannot be passed on to third parties without permission of TVERC (this excludes reports presented to clients and Local Authorities).
  • Should the dataset contain bat records from the NBMP, publication by third-parties is restricted to 1km resolution, or 10km in the case of Hibernation Survey data. 
  • While every effort is made to ensure the accuracy of the data, TVERC bears no legal responsibility for the accuracy or comprehensiveness of the data provided and accepts no liability for indirect, consequential or incidental damages or losses arising from use of the data.
  • The absence of species or habitat information for any area or location does not necessarily imply such species or habitats are absent; they may simply be unrecorded.
  • Information supplied in a GIS data format will be subject to a data licence with additional terms and conditions.
  • The copyright of the report and the information provided is retained by TVERC.
  • The copyright for some of the species data will be held by a recording group or individual recorder. Where this is the case, and the group or individual providing the data is known, the data origin will be given in the species table.
  • The data should be considered valid for a maximum 12 months from the date on the cover of this report. If the data is to be used after that time an update should be requested.
  • The data must not be added to any permanent database system.


To reproduce the Ordnance Survey mapping you must hold a relevant licence for the use of Ordnance Survey mapping or it can be copied at a printers or printing stores that holds a licence to carry out search work (see the Ordnance Survey website).

Billing-related terms:

  • Often TVERC will charge for data searches; see our general TVERC charging policy and also our specific data search charges and response times
  • Any payment made relates to time taken to undertake a data search and to carry out the associated administrative tasks, plus a contribution towards the costs of collecting and managing the data, and does not confer exchange of copyright of any data supplied. 
  • Please check carefully that you have provided the correct, full, billing information at the point of submitting your data search request. This includes providing us with a valid Purchase Order number if this is required by your organisation in order for invoice payment to be made. You are also  required to provide the correct legal billing organisation name, the full billing address, central accounts payable email address (to which the pdf  invoice will be emailed) and accounts team telephone number.
  • If TVERC are forced to re-invoice due to the provision of incorrect or incomplete invoicing information this creates a lot of extra work for both parties. Invoice details cannot be amended once issued and instead must be cancelled and re-issued. In such a case TVERC reserve the right to add a further £40 surcharge to the costs quoted, or other penalty, such as refusing future data requests. 
  • TVERC is hosted by Oxfordshire County Council. Therefore any purchase orders should be raised against, and all payments made, to Oxfordshire County Council rather than to Thames Valley Environmental Records Centre. Any purchase orders or payments addressed to Thames Valley Environmental Records Centre will be rejected, will cause delays and you may incur a penalty. Furthermore please note that financial matters are administered by the Integrated Business Centre (IBC) on behalf of both Oxfordshire and Hampshire County Councils.

Oxfordshire County Council, County Hall, New Road, Oxford, OX1 1ND, VAT Registration No. GB195478609

Billing address:
Oxfordshire County Council, Integrated Business Centre (IBC), E11 East The Castle, Winchester, Hampshire, SO23 8UB

  • For reasons of financial clarity and agreement to our data terms and conditions TVERC only accepts data search requests from the organisation/person that will be paying for that request. If another company or organisation is going to pay directly then they must make the request directly themselves.
  • Payment terms are 28 days.
  • Payment should be made direct to the central County Council finance team. Payment can be made by any of the following methods: online bank transfer, debit or credit card instruction (online or over the phone) or by cheque. Follow carefully the instructions for payment given on the invoice that will be issued to you/your organisation (as set up on the County Council finance system). 
  • Should you have a billing enquiry once an invoice has been issued, please go to and select the 'Make an Enquiry' section.

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