#  1\. Introduction

##  1.1. About the data management plan

The Data Management Plan (DMP) describes the rules and procedures for
collecting and using data, as well as the rules governing the sharing and
dissemination of information amongst the consortium or to the public. This
document has been developed in accordance with the Informed Consent Procedures
and Templates D1.1, the Informed Consent Form and Information Sheets for
Stakeholder Interviews D7.4, and the H2020 Guidelines on Data Management  1  .

##  1.2. Document organisation

Chapter 2 describes the institutional & national data management policy.
Chapter 3 deals with the specific procedures applicable in INSPEX. Data
management related to _INSPEX Who’s Who_ , _INSPEX User’s Needs Survey_ , _Use
of Real Pictures for the Personas_ (see Deliverable D1.1) are reported in
chapter 3 together with data management related to _Stakeholder Interviews_
(see Deliverable D7.4). Data management related to _validation in real-life
conditions_ is briefly described in section 3.5. This will be extended and
fully described in Deliverable D1.8 – Requirements on Data Protection and
Ethics. Management of other data generated by the project is summarized in
section 3.6. Data management related to _Communication and Dissemination_ is
summarised in section 3.7. , in accordance with Deliverable D7.3 –
Communication and Dissemination workplan. Note that rules regarding
dissemination of own results and another party’s unpublished Results and
Background are defined in the Consortium Agreement. Finally, section 3.8.
describes the _INSPEX Website Privacy Policy and Other Legal Mentions_ as
reported in D1.1.

#  2\. Institutional/National Data Management Policy

Data collection and processing will be carried out in accordance with the
ethical rules and standards of HORIZON 2020, and will comply with both the
ethical principles and relevant national, EU and international regulations
including the European Convention on Human Rights, namely:

  * The European Convention on Human Rights (and especially the requirements from the case-law of the European Court of Human Rights on article 8); 

  

  * The Convention for the Protection of Individuals with regard to Automatic Processing of Personal Data (Council of Europe, CETS No. 108, 1981); 

  

  * The Charter of Fundamental Rights of the European Union (especially articles 7 & 8); 

  

  * Directive 95/46/EC on the protection of individuals with regard to the processing of personal data and on the free movement of such data (Data Protection Directive) to be replaced by the _General Data Protection Regulation_ (GDPR) as from May 25 2018; 

  

  * Directive 2002/58/EC of the European Parliament and of the Council of 12 July 2002 concerning the processing of personal data and the protection of privacy in the electronic communications sector (Directive on privacy and electronic communications). 

  

INSPEX will comply in full with specific national legislation for countries
involved in the validation of prototypes developed in the course of the
project as well as any organisational procedures that are in place in premises
and places where the prototype validation will be conducted.

**Note that Deliverable 1.8 – Requirements on Data Protection and Ethics,
delivered at M24, will provide the legal requirements regarding data
protection. These requirements will be updated and disseminated e.g. through
the work of the Ethical & Legal Advisory Board. **

#  3\. Specific procedures

_This section summarises the main procedures already defined in the INSPEX
project to collect data, especially in D1.1 and D7.4. It also specifies how
data will be managed in the course of the project._

##  3.1. INSPEX Who’s Who Consent Form and Procedure

The INSPEX Who’s Who puts a name to the face of the participants in the INSPEX
project and provides their organisation and location coordinates. _Deliverable
1.1 Informed consent form and procedures_ describes the rules for obtaining
the participants’ consent prior to the constitution of the Who’s Who in order
to comply with their rights to their image and to comply with data protection
rules including data subjects’ rights.

The printed consent form must be signed by the concerned person before the
taking of the picture. The signed forms are then securely stored by CEA. They
can be kept in an electronic form if compliant with specific national and
European rules regarding electronic archives.  
  
<table>  
<tr>  
<th>



</th>  
<th>

_The pictures and scanned consent forms will be stored in CEA, on a dedicated
server, as long as the project is active._

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



</td>  
<td>

_They are used internally._

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



</td>  
<td>

_At the end of the project (i.e. after the final review), they will be
erased._

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

##  3.2. INSPEX User’s Needs Survey Notice of Information and Procedures

The determination of the user’s needs requires the collection of information
from potential users of the INSPEX system (VIB community members).
_Deliverable 1.1 Informed consent form and procedures_ provides the notice of
information to be given when doing so and includes the outline of the survey
and the possible procedures to collect this information. In order to consider
all circumstances, there is a full and a shorter version of the notice of
information.

The questions to be asked have been carefully reviewed with the cooperation of
the Legal and Ethical Advisory Board and of all the partners involved in the
interviews. A strict procedure has been defined to avoid collecting personal
data.  
  
<table>  
<tr>  
<th>



</th>  
<th>

_The surveys collected are scanned and sent to GoSense. Any email containing
the scanned surveys is erased. The surveys are stored in GoSense, on a
dedicated server, as long as the project is active._

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



</td>  
<td>

_The surveys are used for analysis of user-needs, as reported in D1.3._

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



</td>  
<td>

_At the end of the project, they will be erased._

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

##  3.3. Notice of Information and Consent Form for Using Real Pictures for
the Personas

“Personas” are used in D1.3 – Use cases and Applications, preliminary version
(VIB use-case) – due at M6 (June 2017) in order to “personify” users’ needs. A
Persona represents a group of potential end-users. The use of real person
pictures to illustrate the Personas personifies the Personas, thus it helps to
get better results when defining the users’ requirements.

Deliverable D1.1 – Informed consent form and procedures – defines the rules
for using such images such as the necessity to get the consent of these
persons who willingly give their image to the “Personas”. Deliverable D1.1
also provides the notice of information to give to these persons and the
consent form for using their pictures. It fixes the procedure for collecting
these consent forms.  
  
<table>  
<tr>  
<th>



</th>  
<th>

_The consent forms and pictures will be stored in CEA, on a dedicated server,
as long as the project is active._

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



</td>  
<td>

_The interviews will be used for analysis of user-needs, as reported in D1.3._

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



</td>  
<td>

_At the end of the project, they will be erased._

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

##  3.4. INSPEX Consent Form and Procedure for Interviews of Stakeholders

In order to explore the possible application domains and identify other
stakeholders that might be interested in INSPEX outcomes at the sub-modules,
modules, devices and system levels, interviews of key potential stakeholders
will be conducted. Deliverable 7.4 – Informed consent form and Information
sheet for stakeholder – provides the information that must be given to
potential participants so that they can decide whether or not they take part
in the INSPEX market exploration study. It also describes the procedure to get
the consent and to collect information from the participants.

The questions to be asked have been carefully reviewed with the cooperation of
the Legal and Ethical Advisory Board and of all the involved partners. A very
strict procedure has been put into place to avoid collecting personal data.  
  
<table>  
<tr>  
<th>



</th>  
<th>

_The consent forms and interviews will be scanned and sent to CEA. Any email
containing the scanned interviews and consent forms will be erased. These
documents will be stored in CEA, on a dedicated server, as long as the project
is active._

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



</td>  
<td>

_The interviews will be used in the market exploration analysis, as reported
in D7.7 and D7.9._

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



</td>  
<td>

_At the end of the project, they will be erased._

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

##  3.5. Notice of Information and Consent Form for validation in real-life
conditions

The validation of the INSPEX system requires real-life experiments with
potential end-users. _Information sheet, informed consent form and procedures_
will be defined in D6.4, while the different tests carried out will be defined
in D6.5 – Finite Prototype Validation Plan. All the procedures and documents
will be defined with the support of the Legal and Ethical Advisory Board, in
particular to deal with personal data and anonymization.

  * _Data collected and consent forms are stored in CEA, on a dedicated server, as long as the project is active._

  

  * _Data will be used for validation of user-needs, and the analysis will be reported in D6.7 – Final smart integrated prototype validation results._

  

  * _At the end of the project, they will be erased._

  

_Note that the procedures regarding management of data generated by validation
in real-life conditions will be fully described in D1.8 - Requirements on Data
Protection and Ethics._

##  3.6. Other Data generated by the project

In the course of the INSPEX project, various experimental measurements will be
conducted by the partners, especially regarding submodules characterisation
and/or verification. Data generated by such tests are the sole property of the
partner identified as the “submodule owner”. Even if data are shared among the
consortium for research activities, they belong to the submodule owner and
cannot be disclosed or disseminated. Dissemination of these results is
strictly forbidden and the rules surrounding _Dissemination of another Party’s
unpublished Results or Background_ is described in the Consortium Agreement,
see section 8.3.2.

In the course of INSPEX, software and firmware will be developed. Being a
result per se, access to Software is also defined in the Consortium Agreement,
see section 9, in particular section 9.8.3.

##  3.7. Communication and Dissemination Workplan

Deliverable 7.3 contains the INSPEX _Communication and Dissemination Workplan_
which describes the ways to achieve two key activities in the project:
_communicate_ about the project and _disseminate_ the project results.

More specifically, the _Communication and Dissemination Workplan_ describes
the communication and dissemination objectives pursued by the project, the
communication and dissemination methodology and the contribution of each
partner to the realization of these objectives and their timeline without
prejudice in the possibility of participating in interesting but unforeseen
events. The Workplan also contains monitoring and analysis mechanisms and will
be updated each year.

_The Consortium Agreement (sections 8.3.1 – Dissemination of own Results, and
8.3.2 – Dissemination of another Party’s unpublished Results or Background)
defines how the dissemination of results is handled within the consortium._

##  3.8. INSPEX Website Privacy Policy and Other Legal Mentions

_Deliverable 1.1 Informed consent form and procedures_ provides the INSPEX
website privacy policy and the other legal mentions, which should also appear
on the website regarding information society services, intellectual property
rights and liability.

#  4\. Conclusion: data management plan for the INSPEX project consortium

This deliverable provides a specification of the data management plan employed
by the INSPEX project consortium. The objective was to define a clear
procedure and policy that ensures all data collected complies with current
data management policies at an institutional, national and European level. In
addition the plan will be used to ensure consistent and reliable data
management processes will be used supporting the demonstration, validation and
successful delivery of the project.

As recommend in the H2020 Data Management plan, this document will evolve
during the lifespan of the project based on new requirements or constraints
that may arise during the project lifetime.

Other documents, especially D1.8 – Requirements on Data Protection and Ethics
– and D6.4 – Information sheet, informed consent form and procedures – will
complement the present deliverable regarding testing in real-life conditions.