Accessing our datasets

Project Inquiry

To begin a research project with the Yorkshire & Humber Secure Data Environment, the first step is to submit a Data Availability Form (see below). This form helps our project management team understand your research objectives and the specific data you require. 

You can submit the form by email at YHSDE@bthft.nhs.uk

Once we receive your enquiry, we’ll assess whether the SDE holds the data you need. If the data is available, we’ll proceed with the next steps in the data access process. 

Registration

All organisations and individuals interested in applying to access health data through the SDE Network must complete the registration process. Registration enables users to apply for access to data, but individual projects will still need to go through a thorough application and approval basis before data can be accessed.

More information on the registration process and links to register can be found via the link, below.

Project Feasibility & Scoping

The next stage is to complete the Data Access Request Form (DARF). This form captures the key details of your project and initiates the data access process. 

Once we receive your completed DARF, you’ll attend a Scoping Meeting where we review your project in detail. This is your opportunity to share your research objectives, data requirements, and any specific considerations. Together, we’ll refine your DARF to ensure it aligns with your research goals. 

Following the Scoping Meeting, our team conducts an internal review of your DARF and assesses project feasibility. We also support you in preparing essential documentation, including your Data Linkage Plan and Data Management Plan. 

With all necessary information in place, you’ll receive indicative costings that reflect the scope and complexity of your project. This process typically takes up to 4 weeks, and we aim to provide the most accurate estimate possible. 

Planning Stage

After the Scoping Meeting and receiving indicative costings, you’ll complete the remaining required documentation and finalise the DARF.  You will also be expected to provide a lay summary of your future research to ensure that your project can be clearly understood by members of the public, as these will be made accessible via our Data Use Register. It is created to show the public what datasets are available, and how they are being used in research projects. Our team will guide you through this process.

The completed DARF is then reviewed by the relevant Data Access Committee (DAC), which includes public representatives, privacy officers, data controllers, researchers, and ethics experts. This ensures your project meets all legal and ethical standards. When approved by the DAC, your project can move to the final stages.

Contracting Phase

Following final reviews and agreement on costings, you’ll sign the Data Access Agreement (DAA). 

Once signed, your project is ready for setup. 

Access Setup

During this stage, you’ll complete mandatory information governance training and join a pre-access call to review the SDE setup and ask any questions. 

You’ll reconfirm the data format and any software requirements outlined at the DARF stage. Our analysts will then: 

• Develop custom extraction code 

• Apply de-identification processes 

• Set up your virtual desktop with the required tools and datasets 

After the call, we’ll begin your SDE account setup. Once complete, you’ll receive access instructions for the Yorkshire & Humber Secure Data Environment.

Project Live & Closure

Once access is granted, you’ll benefit from: 

• Data provisioning and updates 

• User support and output checking 

• Secure data ingress and egress 

• Analysis within the secure environment 

Our team provides ongoing support throughout. 

At project completion, you’ll submit your final analysis outputs for review. We’ll ensure all project closure requirements are met before any publication or release and permanent data deletion will be confirmed when appropriate.