#  Executive Summary

This deliverable presents the first version of the GreenCharge Data Management
Plan (DMP) and describes:

  * **The guiding principles** for data management in the project 

  

  * **The legal framework** constituted by the General Data Protection Directive (GDPR) 

  

  * **Data Summary** : Overview of what data will be gathered and processed in the project 

  

  * How data will be stored and processed according to the H2020 **FAIR Data Management principles** , making data: finable, accessible, interoperable, and reusable. 

  

  * **Resource allocation** : The costs of making data FAIR in this project 

  

  * **Data Security** : How we intend to keep the data secure 

  

  * **Ethical aspects** : A summary of the ethics and privacy strategy in GreenCharge 

  

The purpose of the DMP is to contribute to good data handling through
indicating what research data the project expects to generate and describe
which parts of the data that can be shared with the public. Furthermore, it
gives instructions on naming conventions, metadata structure, storing of the
research data and how to make public data available.

During the 36 active months of the project, a SharePoint site will be used as
the online working and collaboration platform. SharePoint is only accessible
to project participants and can provide further access control through
establishing folders and sub-sites with stricter access granted than to the
main site. During the project all _anonymised_ (public) datasets will be
uploaded to this site and stored in accordance with the ethics and privacy
strategy of GreenCharge. _Non-anonymised_ datasets will be stored locally by
the designated Data Controllers for the three pilot sites, and not shared or
distributed in any way to others. Metadata will be added to all datasets, and
instructions on how to upload research data is provided.

GreenCharge will use the open research data repository _Zenodo_ to comply with
the Horizon 2020 Open Access Mandate. This mandate applies to the underlying
research data of publications, but beneficiaries can also voluntarily make
other datasets open. In GreenCharge, all deliverables, publications and the
anonymous parts of the underlying datasets will be uploaded to the _H2020
GreenCharge Community_ as well as the _European Commission Funded Research
(OpenAIRE) Community_ in Zenodo. Uploads will be done upon approval of the
deliverables by the European Commission, upon publication or acceptance of
scientific publications, or, for underlying datasets, at the end of the
project at the latest. Each dataset will be given a persistent identifier
(Digital Object Identifier, DOI), supplied with relevant metadata and linked
to the project name and grant agreement number. Publications and underlying
research data will be linked to a Creative Commons license which regulate
reuse. Data security arrangements are defined for the SharePoint site and
Zenodo. Ethical aspects related to data collection, generation and sharing
have been considered and nothing in this project shall be deemed to require a
party to breach any mandatory statutory law under which the party is
operating. This includes any national or European regulations, rules and norms
regarding ethics in conducting research.

The DMP is a living document and will be updated at the end of the project to
reflect the actual research data generated during the project and include
updated instructions for how to access open data. Day-to-day data management
and monitoring will be done using an online list in the SharePoint site that
will be continuously updated to reflect actual data generation. The
maintenance of this list is the responsibility of the Project Coordinator,
supported by the Data Controllers, the task leader for Task 5.3, and the Work
Package (WP) leader of WP9 Ethics.

#  1 About this Deliverable

##  Why would I want to read this deliverable?

It provides an easy overview of research data the project is expected to
generate, the types and formats of this data, and how this data is processed
and stored to make them findable, accessible, interoperable and reusable,
according to the principles of FAIR data management. The purpose of the DMP is
to contribute to good data handling during the project's lifetime, and to
describe how such data will be curated and preserved.

##  Intended readership/users

Internally in the project:

  * All project participants who are responsible for, or in any way involved with, data collection and data handling can use this document, in addition to deliverable 9.1 POPD Requirement no. 1 describing the project's ethics and privacy strategy, for instructions on how to handle, store and process data. 

  

  * All project participants can use this document to get an overview of all data collected in the project and how this is processed and stored. 

  

External audience:

  * **Section 3, 4** : All relevant stakeholders who are interested in GreenCharge related activities and research topics can use this document to get an overview of the data collected in the project, how to access this data, and, if applicable, how to re-use this data in their own activities. 

  

  * **Section 2, 4, 6, 7:** All persons who voluntarily participate in the pilots and contribute data to the project can use this document to learn how the project processes and store their data. 

  

##  Other project deliverables that may be of interest

  * **Deliverable 5.1 Evaluation Design for business model and technology prototype evaluation** and **Deliverable 6.1 Stakeholder acceptance Evaluation Methodology:** Describes the methodology for data collection. 

  

  * **Deliverables 2.4 Implementation plan for Oslo pilot / 2.10 Implementation plan for Bremen pilot / 2.17 Implementation plan for Barcelona pilot:** Describe the methods for data collection in the pilots. 

  

  * **Deliverables 4.1 Initial Architecture Design and Interoperability Specifications / 4.2 Final Architecture Design and Interoperability Specifications:** Describe the automated data collection and add detail to the technical measures for protection of data (secure storage, access control, etc.) and specifies functionality required by the GDPR (ability to see data, delete data, etc.). 

  

  * **Deliverables 5.2 Simulation and Visualisation tools** (initial version) / **5.3** **Simulation and Visualisation tools** (final version) / **5.4 Intermediate Results for Innovation Effects Evaluation** / **5.5** **Final Results for Innovation Effects Evaluation / 6.2 Data collection and Evaluation Tools** , and **6.3 Intermediate evaluation results for stakeholder acceptance analysis / 6.4 Stakeholder acceptance evaluation and recommendations** : These deliverables will all use the data collected and present the results of analysis of this data. 

  

  * **D8.2 Dissemination and exploitation plan** (V1) **/ 8.3 Dissemination and Exploitation Plan** (V2): These deliverables describe the plans for dissemination and exploitation of results and the completed and planned communication activities, and will help achieve widespread knowledge of where and how research data from the project can be accessed for reuse. 

  

#  2 Introduction

##  Guiding principle

The guiding principle of the GreenCharge project is to be an _open_ project,
with 48 out of 55 deliverables in the project being publicly available. Of the
7 that are not public, 2 are administrative reports and the remaining 5 are
initial plans or prototypes. Figure 1 illustrates the main procedure used in
the project to ensure open access to research data and publications.

**Manual data**

**collection**

**Automated data**

**collection**

**Research data**

**Anonymised**

**data**

**Data that**

**cannot be**

**anonymised**

**Data Repository**

**Publications**

**Technology & **

**Business**

**Model**

**development/**

**improvement**

**Gold Open Access**

**Deliverables**

**Green Open Access**

**Public**

**Confidential**

**Open**

**Protect**

**Project**

**internal:**

**Access**

**controlled**

**Contact**

**information**

**Protect**

(

patent, license,

etc.)

To protect the privacy of individual participants in the pilots, only data
that can be irreversibly anonymised to the degree that it is impossible to
identify individuals will be shared publicly. Non-anonymised data will be kept
internally in the project and used as input to project work, but never shared
publicly in its original format. Both the anonymised and non-anonymised data
will, in an aggregated format, feed into project work and provide basis for
analysis in deliverables and scientific publications. If the editor of a
deliverable is concerned that their deliverable contains personal information,
they request a separate screening for privacy and ethics issues before
submission to be sure that no personal data is included. The leader of WP9
Ethics is responsible for performing these screenings. Public deliverables,
publications and anonymised datasets will be shared openly through an open
research data repository (see section 3.5).

During the lifetime of the project, partners might discover business
opportunities based on the project's results that can lead to commercial
exploitation. This will be monitored by the Innovation Manager, and if cases
arise appropriate steps to protect such results for exploitation purposes will
be taken. As Figure 1 shows, data underlying such results will not be openly
shared.

##  Legal Framework

As of May 2018, the General Data Protection Regulation (GDPR)  1  is
applicable in all Member States in the European Union, as well as in the
countries in the European Economic Area (EEA). GDPR updates and modernises
existing laws on data protection to strengthen citizens' fundamental rights
and guarantee their privacy in the digital age.

GDPR regulates the processing by an individual, a company or an organisation
of personal data relating to individuals in the EU  2  . It does not apply to
the processing of personal data of deceased persons or of legal entities. It
sets down one set of data protection rules for all companies and organisations
operating anywhere in the EU and European Economic Area (EEA), for two main
reasons: 1) to give people more control over their personal data, 2) level the
playing field for businesses and organisations operating in the EU and EEA.
GDPR grant individuals a set of rights that must be protected by any actor who
processes personal data. The individual rights include the right to:

  * information about the processing of your personal data; 

  

  * obtain access to the personal data held about you; 

  

  * ask for incorrect, inaccurate or incomplete personal data to be corrected; 

  

  * request that personal data be erased when it's no longer needed or if processing it is unlawful; 

  

  * object to the processing of your personal data for marketing purposes or on grounds relating to your particular situation; 

  

  * request the restriction of the processing of your personal data in specific cases; 

  

  * receive your personal data in a machine-readable format and send it to another controller ("data portability"); and 

  

  * request that decisions based on automated processing concerning you or significantly affecting you and based on your personal data are made by natural persons, not only by computers. You can also have the right in this case to express your point of view and to contest the decision. 

  

##  Permissions for collecting and handling personal data

All data collected from stakeholders in the project will be done in accordance
with applicable ethical standards and requirements in the respective countries
of the data collection, as well processed and handled securely and in line
with applicable rules and regulations on privacy and data protection.

The national Data Protection Authorities (DPA) in the countries where data
collection will be performed (Norway, Germany, Spain) have been notified of
the project activities and the project has received approvals from these to
collect and process personal data  3  . In accordance with these approvals,
the following partners will have the role as _Data Controllers_ in the
project, one for each pilots site:

  * Oslo pilot: SINTEF AS (SINTEF) 

  

  * Bremen pilot: Personal Mobility Center Nordwest eG (PMC) 

  

  * Barcelona pilot: Fundacio Eurecat (EUT) 

  

Only parts of the data collected by GreenCharge will be personal data (see
section 3.2). In case other partners require access to process personal data,
they must request this from the Data Controllers, and if granted a data
processing agreement will be set up between the Data Controller and the
partner requesting access.

All personal data will be collected only upon receiving informed consent from
the participants, and any participant providing personal data can at any time
withdraw their participation and related data from the project. The privacy,
ethics and procedures for obtaining informed consent are described in detail
in deliverable 9.1, and a short summary is provided in section 7.

Before any publications (e.g. scientific papers, public deliverables) with the
potential of containing personal data is released to the public, it will go
through an ethics and privacy screening to ensure that all data included is
anonymised, aggregated and/or analysed in such a way as to ensure that none of
the content can be traced back to an individual participant or respondent. The
leader of WP9 Ethics is responsible for these checks.

#  3 Data Summary

Appendix A, on page 28, provides a list of all datasets currently expected to
be generated in the GreenCharge project and their planned accessibility. We
recognise that this list will develop and grow as the project evolves.

##  Purpose of data collection and generation

The overall motivation for data collection in GreenCharge is to facilitate
evaluations and learning. GreenCharge will empower cities and municipalities
to make the transition to zero emission/sustainable mobility with innovative
business models, technologies and guidelines for cost efficient and successful
deployment and operation of charging infrastructure for Electric Vehicles
(EV). This involves evaluating the proposed solutions in pilots to test their
effect, as well as gathering input and feedback from citizens and users in
order to improve solutions, increase user acceptance, encourage behavioural
change, and achieve more optimal energy use in electric mobility.

Only data that is needed to perform project activities will be collected, and
as far as possible, participants will not be asked to provide personal data
unless this is necessary (see section 3.2).

##  Data types, formats and size

**Types of data**

Some of the data the project will collect and generate is classified as
personal data, such as names, IP address, residence of participants, and car
license and registration numbers for EV owners. This data must be irreversibly
anonymised before being made public. If such data cannot be irreversibly
anonymised, it will remain confidential and only managed by designated Data
Controllers in the project. If a partner who is not a Data Controller needs
access to process data (Data Processer), an assessment of this will be done by
the Data Controller and if granted a specific Data Processing Agreement will
be set up between the Data Controller and the partner requesting access. A
template for Data Processing Agreement is provided in appendix B. Non-
anonymous data, although not openly shared in the project or beyond, can still
provide input to deliverables and publications, but only analysis of the
aggregated data, which cannot be linked to individual participants, will be
made public.

The data collected in GreenCharge can be split into the following three
categories (details on datasets provided in appendix A):

  1. _Manually collected data:_

    1. Data on Electric Vehicle (EV) charging behaviour (e.g. frequency of charging, willingness to share energy from vehicle batteries) 

  

    2. Data on energy use (e.g. information on energy use in general and willingness to share energy and change behaviour) 

  

    3. Data on user acceptance 

  

    4. Demographic data (e.g. age, gender, residence, ownership of EV) 

  

    5. Car ownership information (e.g. car licence/registration number, customer registration number for EV charging) 

  

    6. Pictures, audio and video (from pilots and workshops) 

  
  

  

  2. _Data automatically collected through technology:_

    1. Data on Electric Vehicle (EV) charging (e.g. location of charging point, energy amount, time of charging) 

  

    2. Data on energy use in general in housing associations (e.g. energy profiles of common facilities at Røverkollen housing cooperative in Oslo) 

  
  

  

  3. _Contact Information_

    1. Project partner representatives 

  

    2. Project external individuals who voluntarily participate in project and pilot activities Data will be organised in datasets relating to the category of the data and site of collection. 

  
  

  

  

**Data formats**

A dataset can include different types of formats. As an example, a manually
collected dataset concerning user acceptance can consist of both written
interview notes, audio files from interviews, pictures from pilot sites, and
survey responses. Some of this data cannot be anonymise within the scope of
this project (e.g. audio files), so in most cases only parts of a dataset can
be made openly available. Concerning the automatically collected data the
project expects to deliver these datasets anonymised as open research data.

GreenCharge will only use widely accepted formats for data generation, such
as:

  * Documents/Reports/Publications: .PDF/A, txt, doc/docx 

  

  * Spreadsheets: .xls/.xslx 

  

  * Databases: .cvs 

  

  * Audio files. .mp3, .wav, .wma, .ra 

  

  * Pictures: jpg, png 

  

  * Video: avi, flv, mov, mp4, wmv 

  

##  Origin of data

GreenCharge will collect data at three main locations: Oslo, Bremen and
Barcelona. Depending on the type of data, there will be various methods and
origins of data collection involved at each site.

For manually collected data the main origins will be:

  * Interviews with groups and individual participants in the pilots at each site 

  

  * Feedback from participants at stakeholder workshops 

  

  * Survey responses 

  

  * Market survey 

  

  * Literature study/review and open data (re-use of existing data) For automatically collected data the main origins will be: 

  

  * Automated data collection at EV charging points located at a pilot site 

  

  * Mobile phone application voluntarily downloaded by participants 

  

##  SharePoint and metadata provision

All anonymised datasets will be stored in a SINTEF SharePoint project site.
This will be the project's online collaboration platform during the project
lifetime, and for up to 4 months after the end of the project for final
closing activities (see section 4.4.2). Data Controllers at each pilot site
will be responsible for uploading their public datasets to SharePoint. All
datasets will use standard SharePoint version control.

The non-anonymous datasets will be stored locally by the Data Controllers and
not shared with others, with the exception of project generated contact lists
which will be stored in a strict access-controlled SharePoint folder. More
details on how contact data will be handled is provided in section 7.2.7.

The following list describes the metadata that will be provided for each
dataset:

  * File name • WP (Work Package) number 

  

  * Date • Responsible person 

  

  * Version • Lead partner / Data Controller 

  

  * File type • Dissemination level 

  

  * Description 

  

##  Zenodo

GreenCharge will use the open research data repository _Zenodo_ to comply with
the H2020 Open Access Mandate  4  . All scientific publications, including
public deliverables and public parts of underlying datasets will be uploaded
to the _H2020 GreenCharge Community_ 5  in addition to the _European
Commission Funded Research (OpenAIRE) Community_ 6  in Zenodo.

Zenodo is a "catch-all" open research data repository which gathers research
data across all disciplinary fields. It is for non-military purposes only, and
the repository is hosted and managed by CERN. All data deposited to Zenodo is
stored securely in the CERN Data Centre's cloud infrastructure  7  (see
section 6.2).

##  Instructions for uploading datasets to SharePoint

Table 2 and Figure 2 details the instructions to project participant on how to
upload datasets to SharePoint and Zenodo.

**Table 2: Instructions for uploading datasets**  
  
<table>  
<tr>  
<th>

**Upload instructions - GreenCharge Sharepoint Site**

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

  * Please upload all public datasets to this folder in the GreenCharge Sharepoint site: o _Research Data_

  

▪ There is one sub-folder per pilot site

  * Use this naming convention (for details see 4.1.4): o _Descriptive text H2020_Acronym_DeliverableNumber_UniqueDataNumber_ o _Descriptive text H2020_Acronym_PublicationNumber_UniqueDataNumber_

  

  * Be sure to use the same file name when uploading later versions 

  

  * Register mandatory metadata on your data set by adding a new item to this list, located in the same folder. This list will also generate a Unique Data Number for your dataset: 

  

o _GreenCharge Research Data_

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

**Upload instructions - Zenodo**

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

  * Scientific publications, public deliverables and public datasets must also be uploaded to the  __H2020_ _ __GreenCharge Community_ _ _**AND** _ the  __European Commission Funded Research (OpenAIRE)_ _ __Community_ _ in Zenodo. To do this you must complete the following steps: 

    * Create a profile in Zenodo to be able to upload files o Click on the GreenCharge link above, or search for " _H2020 GreenCharge_ " under the 

  

  

"Communities" tab at the top of the Zenodo site o On the Community site, click
the green "New upload" button in the top right corner o Enter requested data
and confirm the upload. The information requested is located in the metadata
list on SharePoint ( _GreenCharge Research Data_ )

  * Remember to add the European Commission community in the box labelled "communities". You can use the search function to locate the community and add it. The data will then automatically be uploaded to both communities, so you don't have to do it twice. 

  

  * Uploading should be done as soon as possible and at the latest on article publication. Data Controllers are responsible for uploading datasets generated by them. 

  

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

according to the Consortium Agreement, and access given on fair and reasonable
terms.

The research leading to these results has received funding from Horizon 2020,
the European Union's 15 of 44 Framework Programme for Research and Innovation
(H2020) under grant agreement n° 769016.

#  4 FAIR Data Management

GreenCharge will manage data in accordance with the principles of **FAIR data
management** 7  (Findable, Accessible, Interoperable and Re-usable data) The
project aims to maximise access to, and re-use of research data generated by
the project. At the same time, there are datasets, or parts of datasets,
generated in this project that cannot be shared in order to protect the
privacy of voluntary participants in the pilots. Appendix A provides a current
overview on the datasets GreenCharge expects to generate and their
accessibility.

##  Making data findable

###  4.1.1 The H2020 GreenCharge Community in Zenodo

GreenCharge will use the Zenodo repository as the main tool to make our
research data findable in accordance with the H2020 Open Access Mandate.

A _H2020 GreenCharge 9  _ community has been established on the Zenodo
website, and the project will upload all our public datasets and deliverables
as well as scientific publications to this community. In addition, we will
link all our uploads to the _European Commision Funded Research (OpenAIRE)_
community for maximum findability. All uploads will be enriched with standard
Zenodo metadata, including Grant Number and Project Acronym. Zenodo provides
version control and assigns DOIs to all uploaded elements.

###  4.1.2 Metadata in Zenodo

Metadata associated with each published data set in Zenodo will by default be
as follows:

  * Digital Object Identifiers 

  

  * Version numbers 

  

  * Bibliographic information 

  

  * Keywords 

  

  * Abstract/description 

  

  * Associated project and community 

  

  * Associated publications and reports 

  

  * Grant information 

  

  * Access and licensing info 

  

  * Language 

  

In addition, we will add the project name and GA number

###  4.1.3 Approach to search keywords

The Data Controllers at each pilot site will be responsible for uploading
public datasets that they have generated and to assign specific keywords
relevant to these datasets. Dataset specific keywords must be descriptive to
the content of the dataset. E.g., a dataset containing information on EV user
acceptance should be tagged with corresponding keywords such as, " _EV user
acceptance_ ". In addition, the project has defined a set of general keywords
that should apply to all public datasets, scientific publications and public
deliverables. These are as follow:

  * Electric Mobility • Energy Smart Neighbourhoods 

  

  * E-mobility • Sharing Economy 

  

  * Zero Emission Transport 

  

###  4.1.4 Naming conventions

Datasets will be named using the following naming conventions:

_DS_PilotCode_DataCategoryNr_DataController_Description_H2020_Acronym_UniqueDataNr_

Explanation of the naming convention:

  * "DS" stands for dataset 

  

  * The pilot site identification codes are as follows: 

    * Oslo: OSL o Bremen: BRE o Barcelona: BCN 

  

  

  * "DataCategoryNr" refers to the list of data categories described in section 3.2: 

    * 1 = Manually collected data o 2 = Automatically collected data o 3 = Contact information 

  

  

  * "DataController" refers to the short name of the partner/Data Controller who is responsible for the dataset. GreenCharge has three Data Controllers, one for each pilot site (see section 2.3 for overview). 

  

  * "Description" refers to a _short_ description of the content of the dataset (see example) 

  

  * "UniqueDataNr" is the number automatically generated by the research metadata list in SharePoint (see section 3.6). 

  

**Example of dataset name:** _DS_2_OSL_SINTEF_EV-
ChargingProfiles_H2020_GreenCharge_0001_

###  4.1.5 Versioning

Zenodo provides DOI versioning of all datasets uploaded to their communities,
which allows us to edit and update the uploaded datasets after they have been
published. This also allows us to cite specific versions of an upload and cite
all versions of an upload. As an example, DOI versioning of an uploaded
software package that is released in two versions can look like this  8  :

  * v1.0 (specific version): 10.5281/zenodo.60943 

  

  * v1.1 (specific version): 10.5281/zenodo.800648 

  

  * Concept (all versions): 10.5281/zenodo.705645 

  

The first two DOIs for versions v1.0 and v.1.1 represent the specific versions
of the software. The last DOI represents all the versions of the given
software package, i.e. the concept of the software package and the ensemble of
versions. They are therefore also referred to as _Version DOIs_ and _Concept
DOIs_ , but technically they are both normal DOIs.

This does not, however, mean that you will receive a new DOI each time you
edit the metadata related to your upload (e.g. change the title of a file or
dataset). A new DOI version will only be created if you update the actual
files you have uploaded.

##  Making data accessible

The H2020 Open Access Mandate aims to make research data generated by H2020
projects accessible with as few restrictions as possible, but also accept
protection of personal or sensitive data due to privacy concerns and/or
commercial or security reasons.

All public datasets, scientific publications and deliverables will be uploaded
to Zenodo and made openly available, free of charge. Publications and
underlaying data sets will be linked through use of persistent identifiers
(DOI versioning). Data sets with dissemination level "confidential" (non-
anonymous datasets) will not be shared due to privacy concerns. Potentially,
some datasets might be restricted due to protection for commercial
exploitation. If such cases arise during the project, this will be informed in
the final version of the DMP.

Metadata including licences for individual data records as well as record
collections will be harvestable using the OAI-PHM protocol by the record
identifier and the collection name. Metadata is also retrievable through the
public REST API. The data will be available through www.zenodo.org, and hence
accessible using any web browsing application.

The list of expected datasets in appendix A constitutes the first version of
dataset description and we recognise that it will develop and grow as the
project evolves. In addition, some information concerning the datasets remain
unknown at this time, e.g. size of the datasets. An updated version of this
list will be provided at the end of the project. Furthermore, information on
how GreenCharge will handle and process pictures and video is described in
section 7.2.3, and how we handle and process contact information is described
in section 7.2.7.

##  Making data interoperable

Zenodo uses JSON schema as the internal representation of metadata and offers
export to other formats such as Dublin Core, MARCXML, BibTeX, CSL, DataCite
and export to Mendeley. The data record metadata will utilise the vocabularies
applied by Zenodo. For certain terms, these refer to open, external
vocabularies, e.g.: license (Open Definition), funders (FundRef) and grants
(OpenAIRE). Reference to any external metadata is done with a resolvable URL.

##  Reusable data

The GreenCharge project will enable third parties to access, mine, exploit,
reproduce and disseminate (free of charge for any user) for all _public_ data
sets, and regulate this by using Creative Commons Licences.

###  4.4.1 Recommended Creative Commons (CC) licences

Application of licences will be assessed on a case-by-basis in close
collaboration with the Coordinator, Innovation Manager and partners concerned.

If applicable, GreenCharge will use Creative Commons licences (CC), which are
tools to grant copyright permissions to creative work. As a default, the CC-
BY-SA license will be applied for public GreenCharge data. This license lets
others remix, tweak, and build upon your work even for commercial purposes, as
long as they credit you and license their new creations under the identical
terms. This license is often compared to “copyleft”, free and open source
software licenses. With this licence all new work based on GreenCharge data
and results will carry the same license, so any derivatives will also allow
commercial use. This does not preclude the use of less restrictive licenses as
CC-BY or more restrictive licenses as CC-BY-NC, which does not allow
commercial usage.

###  4.4.2 Longevity of the GreenCharge research datasets

**Public (anonymous) data**

For data published in scientific journals, the underlying data will be made
available no later than by journal publication. The data will be linked to the
publication. Data associated with public deliverables will be shared once the
deliverable has been approved and accepted by the EC. For other public
datasets not directly linked to a scientific publication or deliverable, such
datasets will be made available upon assessment by the Data Controllers that
it is ready for publishing, and in the final month of the project at the
latest.

Open data can be reused in accordance with the Creative Commons licences. Data
classified as confidential will as default not be reusable due to privacy
concerns.

The public data will remain reusable via Zenodo for at least 20 years. This is
currently the lifetime stated by the host laboratory CERN. In the event that
Zenodo has to close their operations, they have provided a guarantee that they
will migrate all content (including metadata) to other suitable repositories.
**Confidential (non-anonymous) data**

All non-anonymous data will be deleted at the end of the project. In case
permission is given by the party providing and owning the data, some non-
anonymous data will be kept for a maximum of 4 months after the contractual
end date of the project  9  . The additional 4 months is to keep the
underlying datasets available to allow the completion of any scientific
publications being prepared towards the end of the project.

An exemption is pictures and videos, taken with consent from voluntary pilot
participants, that are used for communication purposes. If consent is _not_
withdrawn at an earlier time, such data will be kept for up to 4 years after
the end of the project in order to comply with the EC contractual obligation
to continue dissemination and exploitation activities after the project ends.
If a party withdraws the consent to use this material (pictures, videos), it
will be deleted without delay.

**Classification of research outputs**

The process of classifying research outputs from GreenCharge follows the
guidelines provided in the " _H2020_

_Guidance for the classification of information in research projects_ "  12
and will be described in the D1.2 Project Management Handbook.

#  5 Allocation of resources

**Costs**

GreenCharge uses standard tools and a free of charge research data repository.
The costs of data management activities are limited to project management
costs and will be covered by allocated resources in the project budget.

Long-term preservation of the public data is ensured through Zenodo. Other
resources needed to support reuse of data after the project ends will be
solved on a case-by-case basis.

**Data Manager**

The overall responsibility for data management lies with the project
coordinator, Mr. Joe Gorman from SINTEF.

Supporting the coordinator is a data management team consisting of the Data
Controllers for each pilot site (BREMEN, EUT, SINTEF), the leader of WP9 on
ethics (SINTEF), and the task leader of Task 5.3 _Research Data Management_
(SUN).

#  6 Data security

In this chapter, the security features of the research data infrastructure
used to store and handle data in the GreenCharge project are described.

##  Data security as specified for SINTEF SharePoint

SINTEF SharePoint is the online collaboration platform used the GreenCharge
project. A dedicated project site has been established on this platform,
accessible only by the partner representatives in the consortium. Furthermore,
a dedicated folder for research datasets is set up, allowing for stricter
access control than the main project site. Only anonymous datasets will be
uploaded to this SharePoint folder.

The GreenCharge Sharepoint site has the following security settings:

  * Access level: Restricted to persons (project members only). Further access restrictions on specific folders is enabled. 

  

  * Encryption with SSL/TLS protects data transfer between partners and the SINTEF SharePoint site. 

  

  * Threat management, security monitoring, and file-/data integrity prevents and/or registers possible manipulation of data. 

  

Documents and elements in the SINTEF SharePoint sites are stored in
Microsoft's cloud solutions, based in Ireland and the Netherlands. There will
be no use of data centres outside EU/EEA (Norway, Iceland and Switzerland) or
in the US.

Nightly back-ups are handled by SINTEF's IT operations contractor. As a
baseline, all project data will be stored for 10 years according to SINTEF's
ICT policy, unless otherwise agreed in contracts and data processing
agreements.

##  Data security as specified for Zenodo

The following list describes the security settings for Zenodo:

  * Versions: Data files are versioned. Records are not versioned. The uploaded data is archived as a Submission Information Package. Derivatives of data files are generated, but original content is never modified. Records can be retracted from public view; however, the data files and records are preserved. 

  

  * Replicas: All data files are stored in the CERN Data Centres, primarily Geneva, with replicas in Budapest. Data files are kept in multiple replicas in a distributed file system, which is backed up to tape on a nightly basis. 

  

  * Retention period: Items will be retained for the lifetime of the repository. The host laboratory of Zenodo CERN, has defined a lifetime for the repository of the next 20 years minimum. 

  

  * Functional preservation: Zenodo makes no promises of usability and understandability of deposited objects over time. 

  

  * File preservation: Data files and metadata are backed up nightly and replicated into multiple copies in the online system. 

  

  * Fixity and authenticity: All data files are stored along with an MD5 checksum of the file content. 

  

  * Files are regularly checked against their checksums to assure that file content remains constant. 

  

  * Succession plans: In case of closure of the repository, a guarantee has been made from Zenodo to migrate all content to suitable alternative institutional and/or subject based repositories. 

  

#  7 Ethical aspects

##  Legal aspects

The legal aspects that impact data sharing is described in section 2.2 _Legal
framework_ . The proposed work in GreenCharge will fully comply with the
regulations set out in the GDPR. In addition, GreenCharge comply with the
principles of the European Charter for Researchers, the European Code of
Conduct for Research Integrity, including ethical standards and guidelines,
regardless country in which research is carried out.

Nothing in this project shall be deemed to require a party to breach any
mandatory statutory law under which the party is operating. This includes any
national or European regulations, rules and norms regarding ethics in
conducting research.

The ethical aspects impacting the GreenCharge project are described in detail
in deliverable 9.1 _POPD – Requirement No 1_ and responds to the findings of
the ethics review performed by the European Commission in the proposal
evaluation phase. However, since deliverable 9.1 is a confidential document, a
summary of the ethics and privacy strategy is included in section 7.2. The
template for the information letter and the informed consent form that will be
used when collecting data from voluntary participants in the pilots is
included in appendix C and D.

##  Summary of Ethics and Privacy Strategy

###  7.2.1 Commitment to ethical principles

All project partners are obliged by European and national law (GDPR) to
protect personal data.

The coordinator of the GreenCharge project, SINTEF, follow ethical guidelines
in its work, and _all_ work conducted by SINTEF is subject to the SINTEF
Ethics Council and the appointed Ethics Representative. SINTEF will also
ensure that all participants in the GreenCharge project follows the ethical
guidelines of SINTEF. Important aspects with respect to this are:

  * The ethical guidelines are based on the vision of using science and technology to create a better society and are reviewed continuously to ensure they stay up to date with developments in society and the challenges of today. They generally fall into these categories: research ethics, business ethics, and ethics in interpersonal relationships. 

  

  * SINTEF is a member of the UN Global Compact and Transparency International, and SINTEF’s ethics are guided by the principles highlighted by these organisations, as well as based on the regulations of the national ethics committees, the principles promoted by the European Group on Ethics in Science and New Technologies (EGE), and on international conventions such as the Vancouver Convention. When dilemmas of research ethics require an assessment beyond the scope of our guidelines, our Ethics Council and Ethics Representative, we refer to statements from the EGE. 

  

  * All SINTEF's employees are expected to act in accordance with the ethical guidelines and principles. As coordinator of the GreenCharge project, SINTEF will ensure that any ethical issues, which may arise, will be handled appropriately and in a transparent and fair manner. 

  

###  7.2.2 Privacy strategy

To ensure compliance with all applicable ethical and privacy requirements, the
privacy strategy encompasses all data assurance activities that will be
performed in the context of the GreenCharge project. Figure 3 provides an
overview of deliverables and activities related to the data collection from
the pilots.

Figure 3: Processing personal data from pilots in GreenCharge

For information on how GreenCharge will handle and process contact
information, which is considered personal data not directly linked to the
pilots, see section 7.2.7.

###  7.2.3 Collecting personal data from pilots

Data collection activities (interviews, surveys, etc.) will be designed to
maintain privacy. Personal data will not be requested unless this is
absolutely necessary. Vulnerable groups like minors and individuals unable to
freely provide an informed consent will be excluded. Participation is
voluntary. Participants will be given the possibility to decline and withdraw
their participation at any time.

GreenCharge will collect pictures and video for use in communication
activities (website, newsletter, social media, see section 4.4.2). Pictures
and video can contain personal data if an individual is the focus of the image
or video. Examples include: 1) pictures/video of individuals stored together
with personal details (e.g. identity cards); 2) pictures/video of individuals
posted on the project website along with biographical details; 3) individual
images published in a newsletter. Examples of pictures and video that is
unlikely to contain personal data are: 1) pictures/video where people are
incidentally included in an image or are not the focus (e.g. at a big
conference/workshop); 2) images of people who are no longer alive (the GDPR
only applies to living people, see section 2.2).

When collecting pictures and video GreenCharge will follow established
guidance and best practice on collecting and processing such data to ensure
that we adhere to the legal requirements (e.g. guidance established by the
University of Reading, UK  10  ). Under no circumstances will pictures
containing personal information be publicly shared without the subject's
explicit consent.

###  7.2.4 Information letter and consent form

The participants will be given an information letter and a consent form (on
paper or electronically). The information letter will provide information
about:

  * The type of data that will be collected during the study. 

  

  * How the data will be collected (interview, automatic data collection, etc.) 

  

  * What the data will be used for. The information letter will explain the purpose of the project and the expected results. It will also be explained that published information always will be anonymous, and that no personally identifiable information will be published in any way. 

  

  * How the data collected will be handled. The information letter will explain that personal data will be treated in full confidentiality and will be registered and stored in a secure manner. The data will be deidentified before it is processed (name or other characteristics serving to identify person will be replaced by a number and the list of identifiers will be kept separate from the data). 

  

  * Who will have access to the data. The information letter will state that data will be handled by a very limited number of authorised personnel and that confidentiality will be regulated by legal agreements. The data will be de-identified before it is discussed and processed within the project. 

  

  * The rights of the participants. The information letter will state that participation is voluntary and that participants have the right to see the data collected about them and that they can withdraw from the study at any time without any obligation to explain their reasons for doing so (contact information for such requests will be provided). 

  

###  7.2.5 Protecting personal data collected from pilots

Personal data will be handled in accordance with European legislation on
privacy (GDPR). Under no circumstance will the deliverables or processes
compromise the individual right to privacy and satisfactory handling of
personal data.

All personal data will be stored on secure servers with access control managed
by the Data Controllers. Personal data will be handled by authorised
personnel, and no one will have access to the data unless this is necessary to
carry out the project work.

###  7.2.6 Using and sharing data from pilots

Analysis of the data (e.g. in evaluations) will be carried out on de-
identified and anonymised data.

At the end of the project, all personal data (audio and video files included)
will be deleted, and the deidentified data will be completely anonymised,
meaning that the links to the lists of keys will be deleted. No personal data
will be stored after the end of the project, unless explicit consent to do
this is given by the provider/owner of the data (see section 4.4.2). If such
permission is given, non-anonymous data will be stored for a maximum of 4
months after the contractual end of the project (to allow for finalisation of
scientific publications).

For other non-anonymous data, such as pictures and videos used for project
communication activities, these will be kept for up to 4 years after the end
of the project (see section 4.4.2 for more information). Such data will be
shared, upon explicit consent only, through the project website, newsletters,
and social media. If a party withdraws the consent to use this material
(pictures, videos), it will be deleted without delay.

The anonymous data will be documented and archived in a research data
repository as open research data, and thus placed at the disposal of
colleagues who want to replicate the study or elaborate on its findings. Any
publications, including publications online, neither directly nor indirectly
will lead to a breach of agreed confidentiality and anonymity.

The research outcomes will be reported without contravening the right to
privacy and data protection.

###  7.2.7 Managing contact information

Some of the contact information to external parties will be totally curated
and preserved by one partner. The dissemination partners PNO and ICLEI do for
example have their own pre-existing contact lists that will be used for
dissemination and communication purposes. These contact lists will not be
shared within the project, but the will be managed according to GDPR by these
partners.

Contact information for other external actors established just for the purpose
of the project will be managed within the project in accordance with GDPR. All
project generated contact lists will be stored in the GreenCharge SharePoint
project site hosted by SINTEF. Access control will be implemented to ensure
that only those who require this information to perform their activities can
access it. Access will be managed by SINTEF. Contact information will never be
shared with third parties, and only the essential information needed will be
kept and stored. On request from external parties, the project will provide
information on the personal information the project is managing related to
this party, as well as provide opportunity to correct or delete information
(upon withdrawal of consent).

#  8 Conclusions

Formal approval and release of this deliverable within the consortium
constitutes a formal commitment by partners to adhere to the data management
strategy and the procedures it defines. When the deliverable is formally
approved by the European Commission, this constitutes confirmation that the
procedures are considered by the European Commission to be adequate.

As coordinator of the GreenCharge project, SINTEF will ensure that any data
management issues which may arise during the project will be handled
appropriately and in a transparent and fair manner.

The DMP is a living document that will expand as the project evolves and new
information on data collection, generation and handling arise. Day to day data
management will happen through the online tools described in this document,
and through continuous collaboration between the coordinator, the Data
Controllers, the WP9 leader, and the T5.3 leader. A revised and extended
version of this DMP will be prepared towards the end of the project to reflect
the current status of data management in the project.