#  Data sharing

  1. For Survey monkey staff data, are securely stored at CRG professional dropbox and access is regulated through ID and passwords. Due to feedback from the evaluator during the first review meeting, we decided that we will not make the collected data publically available. The criticism was towards the survey questions and the potential ambiguity of collected answers. 

  

  2. Project Implicit pre-analysed the data and shared them with the CRG Project Manager. Project Implicit is only allowed to store and pre-analyse data. Further analysis and utilisation of these data is responsibility of LIBRA. The LIBRA coordinator is collaborating with José GarcíaMontalvo (UPF) to analyse the data in detail. An agreement for sharing the data has been signed between CRG and UPF. Once the data analysis is published the underlying data will be made publically available in Zenodo (unfortunately after the end of the project). Raw data sets cannot be entirely shared to the public in the original format since in some cases individuals could be identified through the combination of profile data (e.g. female PI researcher in an institute where there is only few female PIs). Thus, data will be accessed carefully before made public, always guarantying anonymity. 

  

  3. Data from each LIBRA IO will be analysed by ASDO and reports based on the data are shared with the consortium. 

  

  

#  Data Archiving and Preservation

The raw data will be archived 20 years and the intermediate data will be
preserved for at least 2 years more after the end of the project at CRG’s data
infrastructure.

There are no associated costs for archiving the raw and intermediate data at
the CRG infrastructure.

#  Data Management Policy at ASDO for institutional data from LIBRA

In the framework of WP1 (Initial assessment) and WP7 (Monitoring and
evaluation), data have been collected and managed as follows.

##  1\. Data origin

Data used for WP1 and WP7 pertaining to the implementing organisations (IOs)
came from the following sources:

  * Data from scientific and policy literature 

  

  * Official IO documents 

  

  * Institutional IO websites 

  

  * Internal documents provided by the IOs 

  

  * Direct participation in meetings and events organised by the IOs 

  

  * Monitoring sessions through at distance interviews with members of the LIBRA Team 

  

  * Monitoring sessions carried out through face to face meetings with members of the LIBRA Team 

  

  * Focus groups conducted with representatives of the IOs 

  

  * Interviews with representatives of the IOs 

  

###  1.2. Data collection purposes

Data have been gathered with the aims of:

  * As for WP1 (Initial assessment) 

    * Developing the basis for the Gender Equality Plans (GEPs) of the 10 IOs 

  

    * Developing a picture of gender arrangements at each IO 

  

    * Providing the basis of higher-level comparisons and benchmarking 

  

    * Providing an information basis for designing and implementing WPs 3–6 

  

  

  * As for WP7 (Monitoring and evaluation) 

    * Overseeing the flow of actions in the GEPs (to verify progress, see how well it aligns with the expected results and impacts, and to monitor any problems arising) 

  

    * Controlling the compliance with GEP deadlines 

  

    * Determining the main obstacles during implementation and facilitate their mitigation. 

  

  

###  1.3. Data types, utility and public availability

All the collected data have been used for developing two deliverables, i.e.,
D1.3 “Diagnostic report of the IOs, including relevant resources” and D7.3
“Mid-term report on monitoring and assessment at IO and WP level”.

As for the **types of data** , apart from written sources already publicly
available or made available by the IOs, they include:

  * Electronic questionnaires filled by representatives of the IOs where information (also of statistical nature) were asked; 

  

  * Audio-recordings of face-to-face activities (focus groups, monitoring sessions, part of the interviews conducted with representatives of IOs), stored in MP3 format 

  

  * Audio-recordings of the at-distance monitoring sessions, stored in MP3 format 

  

  * Anonymised transcriptions (text files) of the audio recordings 

  

  * Anonymised transcriptions (text files) of handwritten notes of interviews. 

  

As for the **utility** of these data, they have been used only for the
purposes described above and exclusively in the framework of the project.

As for the **public availability** of these data, the following issues are to
be considered:

  * Both D1.3 and D7.3 are confidential and cannot be (and will be not) made publicly available 

  

  * In both reports, personal data and opinions have been anonymised, and any personal features of the interviewee/participant are not mentioned when it could lead to their identification; this is not the case of GEP team leaders, who have been identified as such, even though their names have not been mentioned 

  

  * Original recordings and their transcription, presently stored by ASDO, are not and will not be made publicly available due to privacy and data protection reasons 

  

  * Original recordings will be deleted after five years from the final payment of the project, when the obligation of keeping all project documentation to the aim of a possible audit will be expired. 

  

#  Data storage security at Survey Monkey

In this Annex we address the question about “What arrangements or assurances
have been made or provided from Survey Monkey for the data that is stored on
their servers. Are they in compliance with EU law in this area?”

As described in deliverable D9.2 (Data Management Plan), LIBRA used the Survey
Monkey platfrom to run the survey about staff perception about gender equality
realted topics. The deliverable D9.2 was submitted in April 2016 and approved
during the first REA organised project evaluation in Februar 2017 to be
compliant with the European Data Protection Directive (Directive 95/46/EC on
the protection of individuals with regard to the processing of personal data).

We run the surevy during the first half of the year of 2016 on the
institutional Survey Monkey account owned by the BI team. The account holder
is responsible for the management of the collected data. After closing the
survey, BI downloaded the data from the Survey Monkey server to the BI
servers. **All data were deleted from the Survey Monkey servers** . All raw
data were transferred to the CRG servers to be archived as foreseen in the
Data Managemnt Plan and deleted on the BI servers.

Also after the enforcement of the **General Data Protection Regulation (EU)
2016/679 (GDPR)** in in May 2018 Survey Monkey keeps to be compliant the EU
law _as stated on their website_ (
_https://help.surveymonkey.com/articles/en_US/kb/surveymonkey-gdpr#requests_ )
. Cited from the website:

_Under GDPR, EU data subjects are entitled to exercise the following rights:_

_Right of Access: Find out what kind of personal information is held about you
and get a copy of this information._

_Right of Rectification: Ask for your information to be updated or corrected._

_Right to Data Portability: Receive a copy of the information you've provided
under contract so you can provide it to another organization._

_Right to Restrict Use: Ask for your personal information to stop being used
in certain cases, including if you believe that the personal information about
you is incorrect or the use is unlawful._

_Right to Object: Object to use of your information where a party is
processing it on legitimate interest basis, and object to have your personal
information deleted._

_Right to Erasure (also known as Right to be Forgotten): Request that your
personal information be deleted in certain cases._

Personal Data requests (such as right to access, right to erase, right to be
forgotten, or others) can be submitetd by e.g. account holder or respondents:

_https://help.surveymonkey.com/contact?form=GDPR_