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Application process

Stage 1

Step 1: Applicants must complete all questions on the Application form (which can be downloaded at the bottom of this page) and email the completed form to the Data Delivery team at datagro@ips.gsi.gov.uk. An explanatory note for question 2.1 is included at the end of the application form.

Step 2: The Data Delivery team reviews the application and makes a recommendation to the Decision Making Panel (DMP) on whether the application merits progression to Stage 2 of the process. The membership of the DMP includes a representative of each Registrar General. It may be necessary for the Data Delivery team to contact the applicant for further information or clarification during this process. It is possible that a meeting with the applicant may be necessary before any recommendation is made. The DMP makes the decision on behalf of the Registrars General on whether to invite the applicant to progress to Stage 2 of the application process.

Step 3: Applicants are contacted by the Data Delivery team within four weeks of receipt of the application form to discuss progress. The length of time it takes to make a decision depends on whether there is a need to seek additional information from the applicant or if advice from lawyers or elsewhere is required.

Step 4: Applicants who have not been invited to progress to Stage 2 of the process are provided with the reasons for this decision. They have the option, if they feel they have grounds to do so, of requesting that the decision be reviewed. Reviews are undertaken by the DDRI Review Panel (DRP), comprising officials representing the three Registrars General who have the power to overturn or uphold the original decision of the DMP. This review process does not affect any rights that the applicant has to challenge a decision through established legal routes.

Stage 2

Step 5: Applicants who are invited to progress to Stage 2 are sent a Security Assessment Form for completion. This should be emailed to the Data Delivery team with details of how the Security Processing Fee (£5,000) will be paid. Please note that the Security Assessment Form is not processed until the fee has been received.

Step 6: The Data Delivery team reviews the Security Assessment Form, where it may be necessary for the team to contact the applicant for further information or clarification. Members of the team or contractors working on behalf of GRO may visit applicant sites to confirm or clarify aspects of the applicant's security procedures.

Step 7: This stage of the process may also require the Data Delivery team to gather further information from the applicant, as directed by the DMP from their Stage 1 considerations. When the Security Assessment has been completed and any further information gathered, the Data Delivery team makes a recommendation to the DMP on whether to approve the disclosure of information. The DMP makes the decision on behalf of the Registrars General on whether to agree to the disclosure of information to the applicant.

Step 8: Successful applicants are sent a set of licence agreements to sign (there are three separate licences for England and Wales, Northern Ireland and Scotland) and payment details (a single fee of £57,000 per annum, to be paid quarterly in advance).

Step 9: Where the DMP has refused to disclose information, the applicant, if they feel they have the grounds to do so, may apply to have the decision reviewed. Reviews are undertaken by the DRP. The DRP can overturn or uphold the original decision of the DMP. This review process does not affect any rights that the applicant has to challenge a decision through established legal routes.

Step 10: Successful applicants receive their first delivery of death data following receipt of the three signed licences and an initial payment of £14,250.

Step 11:  Deliveries, on CD, are normally despatched on Thursday of each week by Royal Mail Special Delivery. The data is encrypted and password protected. The password is emailed to a named person each week.

Step 12: Customers whose applications are successful will be invited to a meeting of the DDRI User Group that it is intended will be convened shortly after the first CDs have been despatched.

What data is supplied?
Successful applicants receive their first supply of UK death data when the three Licence Agreements have been signed.  The data received will be all deaths which have been registered the previous week in the UK.  Currently it is not possible to purchase data prior to the date the Licence Agreements are signed.

The DDRI Scheme started to provide data on 26 September 2008, despatching data relating to the previous week. No earlier data has been made available to customers prior to that date under the DDRI Scheme.

A review of the DDRI Scheme is underway which will look at all aspects of the process including a review of the data currently made available to customers. The outcomes and recommendations of the review will be available shortly.