How we review requests to access data in the TVS SDE
Anyone who wants to access data through the Thames Valley and Surrey Secure Data Environment (TVS SDE) must go through a clear and transparent access review process. This process is designed to make sure data is used safely, responsibly, and for public benefit.
Our approach is based on the Five Safes Framework (safe people, safe projects, safe data, safe settings and safe outputs) and is aligned with the NHS Secure Data Environment (SDE) Network principles, which provide a consistent national approach to data access.
Registration and validation (who can apply)
Before applying for access to data, organisations and users must be validated through the NHS Research SDE Network Validation Service.
This is a national NHS service that checks whether individuals and organisations are suitable to request access to data held in Secure Data Environments. Validation is carried out once at a network level and can be used across multiple SDEs. Being validated allows you to submit access requests, but does not guarantee access to any specific data.
Full details of the validation process are available NHS Research SDE Network Validation Service.
In addition, the TVS SDE carries out a Know Your Customer (KYC) check to confirm that organisations and users meet the Five Safes ‘Safe People’ requirements.
Submitting a data access request
Once registered, users can submit a data access request. Requests are written in plain English and explain:
- what the work is for,
- what data is needed,
- why the work is expected to deliver public benefit, and
- how the data will be used safely and responsibly.
Approved projects are published on the TVS SDE Data Use Register, so people can see how data is being used.
How decisions are made
Access requests are reviewed in stages, with different groups focusing on different aspects of the decision.
Management Team – feasibility and achievability
The TVS SDE Management Team reviews requests first. Their role is to assess whether a request is feasible and achievable for example, whether the SDE has the data, capacity, and capability to support it safely and lawfully.
Requests that pass this stage may be provisionally approved and move forward for further review.
Services and Data Access Review Committee (SARC) – desirability
Provisionally approved requests may be reviewed by the Services and Data Access Review Committee (SARC). The SARC focuses on desirability – whether a request represents an appropriate and valuable use of data from a public perspective. This includes considering potential benefits, risks, and alignment with the purpose of the TVS SDE, the Five Safes Framework, and the SDE Network principles.
Further details about the role and operation of the SARC are set out in its Terms of Reference.
How we consider value
The value criteria used by the SARC have been co‑designed with patients, the public, and health and care professionals through TVS coproduction and engagement activities.
Requests are considered against their potential to deliver value for:
- patients, carers and families,
- the wider population or specific communities,
- the health and care system,
- health and care staff, and
- wider society, including research or economic benefit.
These considerations are balanced alongside potential risks, such as privacy, equity, trust and reputation.
What happens if a request is approved
If a request is approved, access is provided once the appropriate Data Access Agreement and user terms are in place and any required controls have been agreed.
Data can only be used for the approved purpose and within the secure TVS SDE environment.
Getting started
To apply for access, you’ll need to complete:
- the TVS SDE Access Request Form (DARF), and
- the Dataset Menu, which helps define the data you need.
If you’d like to learn more about the process or are considering an application, please contact us at:
enquiries.tvssde@ouh.nhs.uk
