What is a Data License?

A Data License outlines the intended use of datasets for a project, the access term for those datasets and associated commercials. The intended use becomes the permitted use once a data license has been approved.

How does it work?

  • is usually created by the organization (Data Licensee) requesting access to data
  • is created within a Senate Project after data packages have been added to a project by Data Custodians (owners). 
  • can be submitted once packages have been added to the project license and packages have been finalized.
  • must be submitted by the Data Licensee for approval by all data owner organizations in the project, including the organization requesting access to data. 
  • when approved, allows access to data in secure Discovery Workspaces for analysis or direct download off the Senate Platform if permitted

What does a Data License look like? 

A Data License is an online form within a Senate Project. Below is an example of how the form will appear to users:

What information should a Data License contain?

The Data License screen is broken down into three main components: 

  • Data License Terms 
  • Data Packages (from either Company A - Data Licensee/ Company B - Data Contributor)
  • Senate Matching   

Data License Terms

  1. Intended use of data: specify what you intend to do with the data in the project, and if token matching across datasets is allowed; if token matching is allowed, what part of the dataset can be accessed by the data licensee after a token match is executed? Also, specify how you will use combined datasets. Any conditions for data extraction (usually provided by the data owner) should also be outlined clearly. For further guidance please refer to What is an intended use?.  If your data license is approved, the conditions specified here will form part of the agreed permitted use of data for the project.
  2. Contributing data: Are you bringing your own data onto the platform?
  3. Open Data: Open source data is publicly available data. 
  4. Effective date: the data from which the access term will be effective from once the license is approved.
  5. Data License Term: Duration of the Data License. Access will be revoked upon license expiry.
  6. Specify date: Provide a specific date
  7. Auto renewal: if the data license can be automatically renewed after the initial data license term has elapsed.  Note: There will be also recurring fees for data packages with a 'flat fee per data access term' when the license is renewed.
  8. Sublicensing Data Products:  you must provide Data Republic a data product End-User-License-Agreement (EULA) executed by the sublicensee organisation after which the data product will be made available
  9. Data output recipients: if you will be providing your data product (analytical output) to another user or organization, list their names here. Any organization(s) receiving data output must first execute a data product End-User-License-Agreement (EULA). Contact Data Republic for a copy of the EULA.


  1. Data packages: added to the project and license for exchange; data packages contain references to any files, tables or views of tables for exchange in the project. Note: data access is only provided after license approval. Select the data packages related to the intended use. Note: if you are not ready to add a data package to the license, create an empty data package (that does not contain any references to files/tables) as a place holder, so you can create the license as as draft.
  2. Commercial terms: if you will be selling your data product to another user or organization; what is the price your customer will pay for the data product? If applicable, describe the intended commercial structure including the base price, any options and/or subscription details. Alternatively, the licensee or data custodian can update this field later when the license has been saved in draft.

Under Commercial Terms, select one of the following options: 

  • None if there are no commercial terms between the organization who is receiving the license and the Data Custodian
  • Flat fee per data product, per end customer if the Data Custodian receives a flat fee each time the data product is sold.
  • Percentage of data product sale price, per end customer if the Data Custodian receives a percentage of the product sale price each time the data product is sold.
  • Flat fee per data access term (i.e. fee charged upon renewal) if the Data Custodian receives a flat fee for the access term of the data product and the fee is charged upon renewal.
  • Other if a combination of the above terms applies. Outline the specific terms in the free-text box which appears when this option is selected.

Senate Matching 

  1. Do you required Senate Matching?: Select Yes if you have Senate Matching enabled packages and wish to conduct a match. Otherwise, select no. 
  2. Token matching: This option will only appear if you have selected at least two packages that have been configured for Senate Matching (indicated by the 'M' icon). If your license allows Senate Matching, tick the check box to include token matching. 
  3. Will you require unmatched rows? Unmatched rows will be kept for the selected token databases. Please indicate if you would like to view unmatched data in the Discovery Workspace. 

Watch a video to learn how to create a Data License 

Related article

Creating and approving a data license

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