**Executive Summary**

This document is a deliverable of the EFFECT project, which is funded by the
European Union’s Horizon 2020 FET Programme under grant agreement No. 737301.

This document is the updated version of D1.7 Data Management Plan (DMP),
released in Month 6 (June 2017).

It describes what kind of data the project generated, how they were produced
and analysed. It also details how the data related to the EFFECT project were
disseminated and afterwards shared and preserved.

Moreover, the DMP covers the following aspects:

  * Identification of datasets that were produced during the different phases of the project; 

  

  * Description of Personal Data Protection approach; 

  

  * List of the major management principles the project implemented to handle those datasets. 

  

The EFFECT project Data Management Plan puts a strong emphasis on the
appropriate collection, storing and preservation of those datasets.

_**Table of Content** _

1 Introduction  6

2 GDPR  7

2.1 Data controller and Data processor  7

2.2 Personal Data within EFFECT  8

2.3 Privacy Policy on EFFECT website  8

3 Datasets Description  9

4 Data Management Plan  10

4.1 EFFECT Website and Newsletter Subscribers  10

4.2 FET projects Database  11

4.3 EFFECT Events (workshops, webinars, events) subscribers  12

5 Conclusions  13

#  Introduction

EFFECT is a H2020 funded project under the FET Programme aiming to enhance
visibility and impact of FET research in a wide diversity of actors
(researchers, industry, policy makers, civil society organisations, citizens
etc.) and to find synergy and collaboration among multiple stakeholders
through dedicated community building and public engagement activities.

During the two years of the project duration, EFFECT has generated specific
datasets from its analysis, communication and engagement activities. For this
reason, with the first release of the Data Management Plan (D1.7), EFFECT
defined a data management policy to be applied to every dataset created.

In 2018 a new regulation about data protection and privacy for all individuals
within the European Union (EU) and the European Economic Area (EEA) has come
into force.

Hence each EFFECT partner has introduced new processes and policies to manage
data.

Within the EFFECT consortium, youris.com G.E.I.E. is the partner responsible
for communication and dissemination activities. The personal data and the data
treatment described below are managed by youris.com G.E.I.E. staff, who act
according to high and proven professionalism in the design of communication
strategies and support the other consortium partners in the management of
these data where required.

This document aims to describe the datasets produced during the project, the
main exploitation perspectives for each of those datasets and the major
management principles the project has implemented to handle those datasets.

#  GDPR

The General Data Protection Regulation  1  (EU) 2016/679 ("GDPR") is a
regulation in EU law on data protection and privacy for all individuals within
the European Union (EU) and the European Economic Area (EEA). The GDPR aims
primarily to give control to individuals over their personal data and to
simplify the regulatory environment for international business by unifying the
regulation within the EU.

Controllers of personal data must put in place appropriate technical and
organisational measures to implement the data protection principles. Business
processes that handle personal data must be designed and built with
consideration of the principles and provide safeguards to protect data (for
example, using pseudonymization or full anonymization where appropriate), and
use the highest-possible privacy settings by default, so that the data is not
available publicly without explicit, informed consent, and cannot be used to
identify a subject without additional information stored separately. No
personal data may be processed unless it is done under a lawful basis
specified by the regulation, or unless the data controller or processor has
received an unambiguous and individualized affirmation of consent from the
data subject. The data subject has the right to revoke this consent at any
time.

When data is collected, data subjects must be clearly informed about the
extent of data collection, the legal basis for processing of personal data,
how long data is retained, if data is being transferred to a third-party
and/or outside the EU, and disclosure of any automated decision-making that is
made on a solely algorithmic basis. Data subjects must be provided with
contact details for the data controller and their designated data protection
officer, where applicable. Data subjects must also be informed of their
privacy rights under the GDPR, including their right to revoke consent to data
processing at any time, their right to view their personal data and access an
overview of how it is being processed, their right to obtain a portable copy
of the stored data, the right to erasure of data under certain circumstances,
the right to contest any automated decision-making that was made on a solely
algorithmic basis, and the right to file complaints with a Data Protection
Authority. The GDPR has applied to organisations in Europe since 25 May 2018.

##  Data controller and Data processor

The **data controller** is the person (or business) who determines the
purposes for which, and the way in which, personal data is processed. The
**data processor** is anyone who processes personal data on behalf of the data
controller. The same organization can be both a data controller and data
processor, and it is perfectly possible for two separate organizations to be
data processors of the same data.

GDPR states that controllers must make sure it's the case that personal data
is processed lawfully, transparently, and for a specific purpose.

That means people must understand why their data is being processed, and how
it is being processed, while that processing must abide by GDPR rules.

##  Personal Data within EFFECT

For some of the activities carried out by the project, it was necessary to
collect basic personal data (e.g. full name, contact details, background),
even though the project avoid collecting such data unless deemed necessary.

Such data are protected in compliance with GDPR 679/2016 by the EFFECT
Consortium.

##  Privacy Policy on EFFECT website

On EFFECT website the privacy policy has been updated to meet the new GDPR.

#  Datasets Description

The EFFECT project partners have identified the datasets that have been
produced during the different phases of the project. The list is provided
below, while the nature and details for each dataset are given in the
subsequent sections.  
  
<table>  
<tr>  
<th>

**Number**

</th>  
<th>

**Name**

</th>  
<th>

**Responsible Partner**

</th> </tr>  
<tr>  
<td>

**1**

</td>  
<td>

EFFECT Website and Newsletter Subscribers

</td>  
<td>

YOURIS

</td> </tr>  
<tr>  
<td>

**2**

</td>  
<td>

FET projects Database

</td>  
<td>

ZABALA

</td> </tr>  
<tr>  
<td>

**3**

</td>  
<td>

EFFECT Events (workshops, webinars, events) subscribers

</td>  
<td>

ALL

</td> </tr> </table>

Table 1. List of datasets

#  Data Management Plan

##  EFFECT Website and Newsletter Subscribers  
  
<table>  
<tr>  
<th>

**Data identification**

</th> </tr>  
<tr>  
<td>

**Dataset description** Mailing list containing email addresses and names of
all subscribers

</td> </tr>  
<tr>  
<td>

**Source** This dataset is automatically generated when visitors sign up to
the newsletter form available on the project website.

</td> </tr>  
<tr>  
<td>

**Partners responsibilities**

</td> </tr>  
<tr>  
<td>

**Partner owner of the data** youris.com

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data collection** youris.com

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data analysis** youris.com

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data storage** youris.com

</td> </tr>  
<tr>  
<td>

**Standards**

</td> </tr>  
<tr>  
<td>

**Info about metadata (production and** N/A **storage dates, places) and
documentation**

</td> </tr>  
<tr>  
<td>

**Standards, format, estimated volume of** This dataset can be imported from,
and exported to a CSV, TXT or **data** Excel file.

</td> </tr>  
<tr>  
<td>

**Data exploitation and sharing**

</td> </tr>  
<tr>  
<td>

The mailing list will be used for disseminating the project news to **Data
exploitation (purpose/use of the** a targeted audience.

**data analysis)**

</td> </tr>  
<tr>  
<td>

As it implies personal data, the access to the dataset is restricted **Data
access policy / Dissemination level:** to the EFFECT consortium.
**confidential (only for members of the Consortium and the Commission
Services)** **or Public**

</td> </tr>  
<tr>  
<td>

**Data sharing, re-use, distribution,** None **publication**

</td> </tr>  
<tr>  
<td>

The mailing list contains personal data (names and email ** Personal data
protection: are they  ** addresses of newsletter subscribers). People
interested in the ** personal data? If so, have you gained  ** project
voluntarily register, through the project website, to **(written) consent from
data subjects to** receive the project newsletter. They can unsubscribe at any
time. **collect this information?**

</td> </tr>  
<tr>  
<td>

**Archiving and preservation (including storage and backup)**

</td> </tr>  
<tr>  
<td>

**Data storage (including backup): where?** The dataset will be preserved in
youris.com server during the

**For how long?** whole project duration

</td> </tr> </table>

##  FET projects Database  
  
<table>  
<tr>  
<th>

**Data identification**

</th> </tr>  
<tr>  
<td>

**Dataset description** This dataset contains the names, contact details,
email addresses, of 170 FET projects’ coordinators and other partners.

</td> </tr>  
<tr>  
<td>

**Source** This dataset is generated via desk research of publicly available
information and direct contacts collected directly via the interested parties
to perform Task 2.2 (Searching for involvement and commitment of results’
owners, interviewing the projects).

</td> </tr>  
<tr>  
<td>

**Partners responsibilities**

</td> </tr>  
<tr>  
<td>

**Partner owner of the data** ZABALA

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data collection** ZABALA

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data analysis** ZABALA

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data storage** ZABALA

</td> </tr>  
<tr>  
<td>

**Standards**

</td> </tr>  
<tr>  
<td>

**Info about metadata (production and** N/A **storage dates, places) and
documentation**

</td> </tr>  
<tr>  
<td>

**Standards, format, estimated volume of** This dataset can be imported from,
and exported to a CSV, TXT or **data** Excel file.

</td> </tr>  
<tr>  
<td>

**Data exploitation and sharing**

</td> </tr>  
<tr>  
<td>

The mailing list will be used for contacting projects in order to ** Data
exploitation (purpose/use of the  ** identify outputs and/or stories of these
projects to be later

** data analysis)  ** communicated through a mix of communication formats and

distribution channels.

</td> </tr>  
<tr>  
<td>

As it implies personal data, the access to the dataset is restricted **Data
access policy / Dissemination level:** to the EFFECT consortium only.
**confidential (only for members of the Consortium and the Commission
Services)** **or Public**

</td> </tr>  
<tr>  
<td>

**Data sharing, re-use, distribution,** None **publication**

</td> </tr>  
<tr>  
<td>

The mailing list contains personal data (names and email **Personal data
protection: are they** addresses) publicly available online. **personal data?
If so, have you gained (written) consent from data subjects to collect this
information?**

</td> </tr>  
<tr>  
<td>

**Archiving and preservation (including storage and backup)**

</td> </tr>  
<tr>  
<td>

**Data storage (including backup): where?** The dataset will be preserved in
ZABALA’s server. **For how long?**

</td> </tr> </table>

##  EFFECT Events (workshops, webinars, events) subscribers  
  
<table>  
<tr>  
<th>

**Data identification**

</th> </tr>  
<tr>  
<td>

**Dataset description** This dataset contains the names, contacts, email
addresses, of

users interested subscribing to EFFECT events (webinars, workshops, Meet&Match
events).

</td> </tr>  
<tr>  
<td>

**Source** This dataset is automatically generated when users sign up to the

event form available on the project website or on the event website.

</td> </tr>  
<tr>  
<td>

**Partners responsibilities**

</td> </tr>  
<tr>  
<td>

**Partner owner of the data** YOURIS, in case of subscription on the EFFECT
project website. The organizers of events, not directly managed by EFFECT, in
case of online subscription on their websites.

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data collection** All partners (depending on the
organisation of the specific event)

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data analysis** All partners (depending on the
organisation of the specific event)

</td> </tr>  
<tr>  
<td>

**Partner in charge of the data storage** All partners (depending on the
organisation of the specific event)

</td> </tr>  
<tr>  
<td>

**Standards**

</td> </tr>  
<tr>  
<td>

**Info about metadata (production and** N/A **storage dates, places) and
documentation**

</td> </tr>  
<tr>  
<td>

**Standards, format, estimated volume of** This dataset can be imported from,
and exported to a CSV, TXT or **data** Excel file.

</td> </tr>  
<tr>  
<td>

**Data exploitation and sharing**

</td> </tr>  
<tr>  
<td>

The mailing list will be used for informing the interested users **Data
exploitation (purpose/use of the** about a specific event organised within the
framework of the **data analysis)** project.

</td> </tr>  
<tr>  
<td>

As it implies personal data, the access to the dataset is restricted **Data
access policy / Dissemination level:** to EFFECT consortium. **confidential
(only for members of the Consortium and the Commission Services)** **or
Public**

</td> </tr>  
<tr>  
<td>

**Data sharing, re-use, distribution,** None **publication**

</td> </tr>  
<tr>  
<td>

The mailing list contains personal data (names and email ** Personal data
protection: are they  ** addresses). People interested in the event
voluntarily register, **personal data? If so, have you gained** through the
project website or the event page, to receive info

**(written) consent from data subjects to** about the event. They can
unsubscribe at any time. **collect this information?**

</td> </tr>  
<tr>  
<td>

**Archiving and preservation (including storage and backup)**

</td> </tr>  
<tr>  
<td>

**Data storage (including backup): where?** The dataset will be preserved in
the interested partners’ server. **For how long?**

</td> </tr> </table>

#  Conclusions

The update of the Data Management Plan has provided an overview of the
management of data that the EFFECT project has produced together during two
years of activity.

The analysis contained in this report has allowed the sound implementation of
procedures and management of data implemented by EFFECT.

Nearly all project partners have been owners or/and producers of data, which
implies specific responsibilities, described in this report, here including
the application of the new GDPR rules both at project level and at individual
partner level.