9.1 Application procedure for data access and usage

The application procedure shall address the following items (at least):

• Application submission: information regarding where and how to send in the application, as well as a contact person for questions regarding the application.
• Information needed for evaluation: the application procedure should specify the information that is needed to evaluate the application. This may include the definition of:
  • Approval authority: the identification of person/organisation approving an application
  • Response times and conditions: to be taken into account in the approval decision
  • Mandatory training: if there are any requirements for mandatory training in data protection and privacy issues
  • Non-disclosure Agreements (NDA): requirement for signing an NDA
  • Data-access procedure: requirements for data protection, including possible certification of data-protection implementation
  • Conditions for access and use of the data, including potential costs for data storage, access, support and research services
  • Acknowledgements on publications, reports and presentations
  • Documentation of data applications and the related approval decision(s).
• Application form: containing the necessary information about the intended use of data for the application.