Data management plan (version 2.0). Report No D6.2 of the Horizon Europe Project 101082212 – PLANET4B

Horizon Europe Project PLANET4B DATA MANAGEMENT PLAN (VERSION 2.0) BETTER DECISIONS FOR BIODIVERSITY AND PEOPLE 1.1.5 2 PLANET4B receives funding from the European Union’s Horizon Europe research and innovation programme under grant agreement No 101082212. This project is funded by UK Research and Innovation (UKRI) under the UK government’s Horizon Europe funding guarantee. This work has received funding from the Swiss State Secretariat for Education, Research and Innovation (SERI). Views and opinions are of those of the authors only and do not necessarily reflect those of the European Union, European Commission, the government of the United Kingdom, or the government of Switzerland. The European Union, the European Commission, the government of the United Kingdom, or the government of Switzerland cannot be held responsible for them. iii Key deliverable information Deliverable number D6.2 Deliverable title Data Management Plan (version 2.0) Task leader Coventry University (CU) Corresponding author Alex Franklin Dissemination level Public Status Final Deliverable description Updated Data Management Plan practices and recommendations to partners. Version Status Date Authors/Reviewers 0.1 Draft 18/04/2024 Authors: PLANET4B ETHICS COMMITTEE [Alex Franklin (CU); Sandra Karner (IFZ); Robert Home (FiBL)] 0.2 Draft 24/04/2024 Reviewer: Agnes Zolyomi (MLU) 0.3 Draft 26/04/2024 Reviewers: All PLANET4B Research Partners 0.4 Draft 29/04/2024 Authors: PLANET4B ETHICS COMMITTEE [Alex Franklin (CU); Sandra Karner (IFZ); Robert Home (FiBL)] 1.0 Final 30/04/2024 Reviewer: Torsten Wähler (MLU) Project acronym PLANET4B Project title understanding Plural values, intersectionality, Leverage points, Attitudes, Norms, behaviour and social lEarning in Transformation for Biodiversity decision making Starting date 01st November 2022 Duration 36 months Website https://planet4b.eu/ Project coordination and scientific lead team Ilkhom Soliev; Alex Franklin; Agnes Zolyomi; Torsten Wähler iv Recommended citation Franklin, A., Karner, S., & Home, R. (2024). Data Management Plan (version 2.0). Report No D6.2 of the Horizon Europe Project 101082212 – PLANET4B. Brussels: European Research Executive Agency. DOI: 10.5281/zenodo.15496046 Rights and license This work is licensed under a Creative Commons Attribution 4.0 International License. The Creative Commons Attribution license allows re-distribution and re-use of a licensed work on the condition that the creator is appropriately credited. Read more. v Table of Contents Key deliverable information ..................................................................................... iii Executive Summary ................................................................................................... 1 1 Introduction ............................................................................................................. 1 2 Data Summary ......................................................................................................... 2 3 FAIR data ................................................................................................................. 3 3.1 Making data findable, including provisions for metadata ........................................ 3 3.2 Making data openly accessible ................................................................................... 4 3.3 Making data interoperable ........................................................................................... 5 3.4 Increase data re-use (through clarifying licences) ................................................... 6 3.5 Allocation of resources ............................................................................................... 7 4 Data security ............................................................................................................ 7 4.1 Data to be stored .......................................................................................................... 7 4.2 Data storage .................................................................................................................. 8 4.3 Accessibility ................................................................................................................. 9 5 Ethical aspects ........................................................................................................ 9 5.1 Overview ....................................................................................................................... 9 5.2 Humans ....................................................................................................................... 10 5.3 Procedures and criteria to identify/recruit research participants ......................... 10 5.4 Informed consent procedures ................................................................................... 11 5.5 Templates of informed consent and information sheet ......................................... 12 5.6 Involvement of vulnerable individuals/groups and measures to prevent enhancing their vulnerability/stigmatisation .................................................................................... 12 5.7 Incidental findings policy .......................................................................................... 13 5.8 Securing consent/assent in the case of children and adults unable to give informed consent ............................................................................................................. 14 5.9 Research ‘in the field’ ................................................................................................ 14 5.10 Protection of Personal Data .................................................................................... 14 5.11 Confirmation of authorisation ................................................................................. 15 5.12 Justification of personal data collection ................................................................ 15 5.13 Templates of informed consent and information sheet ....................................... 16 5.14 Publicly available data ............................................................................................. 16 5.15 Data not publicly available ...................................................................................... 16 6 Third Countries ..................................................................................................... 16 6.1 Conformity with Horizon 2020, European Union, national and international legislation .......................................................................................................................... 16 vi 6.2 Authorisation for importing of research data to the European Union .................. 17 7 Data Management and the GDPR ........................................................................ 17 7.1 Personal data must be processed fairly and transparently ................................... 17 7.2 Personal data can only be collected for specified, explicit and legitimate purposes ........................................................................................................................................... 17 7.3 Personal data must be adequate, relevant and limited to what is necessary for processing ........................................................................................................................ 18 7.4 Personal data must be accurate and kept up to date ............................................. 18 7.5 Personal data must be kept in a form such that the data subject can be identified only as long as it is necessary for processing .............................................................. 18 7.6 Personal data must be processed in a manner that ensures its security ............ 18 7.7 The controller’s responsibility .................................................................................. 19 Annex 1 ..................................................................................................................... 20 Case Study Level Data Management Plans ........................................................... 20 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Urban Youth & Climate Change, Germany (CGE/MLU) .................................................................. 20 1. Data summary ...................................................................................................... 20 1.1 Purpose of data collection/generation ..................................................................... 20 1.2 Types and formats of data generated/collected ...................................................... 20 1.3 Outline the data utility: to whom will it be useful .................................................... 21 2. FAIR data .............................................................................................................. 21 2.1. Making data findable, including provisions for metadata ..................................... 21 2.1.1 Discoverability of data (metadata provision) ........................................................ 21 2.1.2 Identifiability of data and refer to standard identification mechanism. Do you make use of persistent and unique identifiers such as Digital Object Identifiers? ... 21 2.1.3 Outline naming conventions used ......................................................................... 21 2.2. Making data openly accessible ................................................................................ 21 2.2.1 Data to be made openly available .......................................................................... 21 2.2.2 Data availability ....................................................................................................... 21 2.3. Making data interoperable ........................................................................................ 22 2.4. Making data reusable ................................................................................................ 22 2.4.1 Data licencing .......................................................................................................... 22 2.4.2 Date of data availability .......................................................................................... 22 2.4.3 Reuse of data by third parties ................................................................................ 22 2.4.4 Reuse of data by third parties ................................................................................ 22 3. Data security ......................................................................................................... 22 3.1 Secure storage, data recovery and transfer of sensitive data ............................... 22 4. Ethical aspects ..................................................................................................... 23 vii DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Opening nature to Black, Asian and ethnic minority groups, United Kingdom (DC/CU) .................. 24 1. Data summary ...................................................................................................... 24 1.1 Purpose of data collection/generation ..................................................................... 24 1.2 Types and formats of data generated/collected ...................................................... 24 1.3 Outline the data utility: to whom will it be useful .................................................... 24 2. FAIR data .............................................................................................................. 25 2.1. Making data findable, including provisions for metadata ..................................... 25 2.1.1 Discoverability of data (metadata provision) ........................................................ 25 2.1.2 Identifiability of data ............................................................................................... 25 2.1.3 Outline naming conventions used ......................................................................... 25 2.2. Making data openly accessible ................................................................................ 25 2.2.1 Data to be made openly available .......................................................................... 25 2.2.2 Data availability ....................................................................................................... 25 2.3. Making data interoperable ........................................................................................ 25 2.4. Making data reusable ................................................................................................ 26 2.4.1 Data licencing .......................................................................................................... 26 2.4.2 Date of data availability .......................................................................................... 26 2.4.3 Reuse of data by third parties ................................................................................ 26 2.4.4 Reuse of data by third parties ................................................................................ 26 3. Data security ......................................................................................................... 26 3.1 Secure storage, data recovery and transfer of sensitive data ............................... 26 4. Ethical aspects ..................................................................................................... 27 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agro-biodiversity management, Hungary (ESSRG) ............................................................................ 28 1. Data summary ...................................................................................................... 28 1.1 Purpose of data collection/generation ..................................................................... 28 1.2 Types and formats of data generated/collected ...................................................... 28 1.3 Outline the data utility: to whom will it be useful .................................................... 28 2. FAIR data .............................................................................................................. 28 2.1. Making data findable, including provisions for metadata ..................................... 28 2.1.1 Discoverability of data (metadata provision) ........................................................ 28 2.1.2 Identifiability of data ............................................................................................... 28 2.1.3 Outline naming conventions used ......................................................................... 29 2.2. Making data openly accessible ................................................................................ 29 2.2.1 Data to be made openly available .......................................................................... 29 2.2.2 Data availability ....................................................................................................... 29 viii 2.3. Making data interoperable ........................................................................................ 29 2.4. Making data reusable ................................................................................................ 29 2.4.1 Data licencing .......................................................................................................... 29 2.4.2 Date of data availability .......................................................................................... 29 2.4.3 Reuse of data by third parties ................................................................................ 29 2.4.4 Reuse of data by third parties ................................................................................ 30 3. Data security ......................................................................................................... 30 3.1 Secure storage, data recovery and transfer of sensitive data ............................... 30 4. Ethical aspects ..................................................................................................... 30 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Environmental awareness in education, Hungary (ESSRG) .......................................................... 31 1. Data summary ...................................................................................................... 31 1.1 Purpose of data collection/generation ..................................................................... 31 1.2 Types and formats of data generated/collected ...................................................... 31 1.3 Outline the data utility: to whom will it be useful .................................................... 31 2. FAIR data .............................................................................................................. 32 2.1. Making data findable, including provisions for metadata ..................................... 32 2.1.1 Discoverability of data (metadata provision) ........................................................ 32 2.1.2 Identifiability of data ............................................................................................... 32 2.1.3 Naming conventions ............................................................................................... 32 2.2. Making data openly accessible ................................................................................ 32 2.2.1 Data to be made openly available .......................................................................... 32 2.2.2 Data availability ....................................................................................................... 32 2.3. Making data interoperable ........................................................................................ 32 2.4. Making data reusable ................................................................................................ 33 2.4.1 ata licencing ............................................................................................................. 33 2.4.2 Date of data availability .......................................................................................... 33 2.4.3 Reuse of data by third parties ................................................................................ 33 2.4.4 Reuse of data by third parties ................................................................................ 33 3. Data security ......................................................................................................... 33 3.1 Secure storage, data recovery and transfer of sensitive data ............................... 33 4. Ethical aspects ..................................................................................................... 34 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agriculture and migration in the EU (FiBL) ....................................................................................... 35 1. Data summary ...................................................................................................... 35 1.1 Purpose of data collection/generation ..................................................................... 35 1.2 Types and formats of data generated/collected ...................................................... 35 ix 1.3 Outline the data utility: to whom will it be useful .................................................... 35 2. FAIR data .............................................................................................................. 35 2.1. Making data findable, including provisions for metadata ..................................... 35 2.1.1 Discoverability of data (metadata provision) ........................................................ 35 2.1.2 Identifiability of data ............................................................................................... 36 2.1.3 Naming conventions ............................................................................................... 36 2.2. Making data openly accessible ................................................................................ 36 2.2.1 Data to be made openly available .......................................................................... 36 2.2.2 Data availability ....................................................................................................... 36 2.3. Making data interoperable ........................................................................................ 36 2.4. Making data reusable ................................................................................................ 36 2.4.1 Data licencing .......................................................................................................... 36 2.4.2 Date of data availability .......................................................................................... 36 2.4.3 Reuse of data by third parties ................................................................................ 37 2.4.4 Reuse of data by third parties ................................................................................ 37 3. Data security ......................................................................................................... 37 3.1 Secure storage, data recovery and transfer of sensitive data ............................... 37 4. Ethical aspects ..................................................................................................... 37 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agro-biodiversity and religion, Switzerland (FiBL) ..................................................................................... 38 1. Data summary ...................................................................................................... 38 1.1 Purpose of data collection/generation ..................................................................... 38 1.2 Types and formats of data generated/collected ...................................................... 38 1.3 Data utility ................................................................................................................... 38 2. FAIR data .............................................................................................................. 38 2.1. Making data findable, including provisions for metadata ..................................... 38 2.1.1 Discoverability of data (metadata provision) ........................................................ 38 2.1.2 Identifiability of data ............................................................................................... 39 2.1.3 Naming conventions ............................................................................................... 39 2.2. Making data openly accessible ................................................................................ 39 2.2.1 Data to be made openly available .......................................................................... 39 2.2.2 Data availability ....................................................................................................... 39 2.3. Making data interoperable ........................................................................................ 39 2.4. Making data reusable ................................................................................................ 39 2.4.1 Data licencing .......................................................................................................... 39 2.4.2 Date of data availability .......................................................................................... 39 2.4.3 Reuse of data by third parties ................................................................................ 40 3 one form of generative intervention method and potentially a combination of more than one type (e.g. behavioural nudge, ‘serious game’, creative, arts based). Depending on the outcomes and learning gained from the application of the intervention methods within individual case study settings, refined versions will also then be used to support the project’s scaling up and scaling out activities with key national and international stakeholders (Work Package 4). Overall then, the format of the data varies in size and attribute. It includes data such as original tangible data (video (.mp4) and audio recordings (.mp3), hard copy surveys, field notes, signed consent forms (.doc, .pdf), drawings (.jpg), etc.), digital data (e.g. interview schedules, workshop design, transcribed interviews and focus group discussions (.docx, .pdf), photographic (.tif) or video recordings (.mp4)), and processed data sets used in publications, including information to understand the processing (e.g. coding steps, data (.doc, .xls) to allow others to check and/or replicate the process leading to the results, and to guarantee transparency and scientific integrity of data processing. PLANET4B research involves human participants as ‘volunteers for social or human sciences research’. The involvement of human participants refers to their role as respondents, and upon occasion as participatory action research collaborators – during individual case study interventions especially (WP3). All such involvement is subject to detailed ethical standards (please see the Ethics section of this DMP; ‘Part 4: Ethics Self-Assessment' of the Grant Agreement; also Articles 14 and 15 of the Grant Agreement for further details). Ethical issues primarily relate to the involvement of research participants, including members of the public from minority groups and the youth. Emphasis will be placed on engagement of individuals representing (in total) a wide range of social characteristics (e.g. gender, age, ethnicity, religion, disability) in accordance with the call’s prioritisation of intersectionality. Data collected may include sensitive personal data (e.g. race or ethnic origin, religious beliefs, political opinion, health). Interventions are being designed for the purpose of achieving the impact of encouraging greater understanding, support and action towards prioritisation of biodiversity. There will be no negative or adverse impacts (social, environmental, economic, political or cultural) resulting from research participation in this project, or from the research activities more broadly. 3 FAIR data 3.1 Making data findable, including provisions for metadata PLANET4B will make data open whenever possible, but as closed as necessary when taking into consideration personal data and privacy. When affecting confidentiality and privacy, data will not be shared publicly. In all other cases, we aim to make the research data as widely available as possible, considering the FAIR principles. Regarding metadata and data findability, based on data collection completed to date and/or planned in the coming months, it is anticipated that: 4 • Where primary data are recorded in written form and are suitable for open access sharing (i.e. in full accordance with GDPR, without identifying individual research respondents in cases where anonymity forms a condition of consent for their participation, or with the consent of the research participant) it will be made available for uploading into a digital repository. • All data uploaded into a digital repository will be accompanied by descriptive and administrative metadata. A common template will be designed and included in V3.0 (month 36) in accordance with the FAIR principle of ‘making data findable’, and will be used by all consortium partners. The metadata will include information such as the title of the case study, the names of participating consortium partners, an abstract, basic information on methodology using controlled vocabulary (e.g. kind of data, key words, country of data collection, category of respondents, sampling procedure, method of data collection and data collection period). • In the case that a data entry has to be ‘cleaned’ to ensure respondent anonymity, this will be noted as part of the corresponding descriptive meta data. • The data collected by the PLANET4B partners will include a mixture of both qualitative and quantitative data. It will also include a mixture of both primary and secondary data. In cases where secondary data is publicly accessible the repository will include information on the source in order that it can be accessed directly. • To comply with GDPR, unless respondents specifically request that their names, and/or any other personal data be included in the publication of research results, personal data such as names will either be replaced by a pseudonym or unique reference code. Master files detailing the individual respondents to which the pseudonym or codes relate will be password protected and securely stored. Access to these files will be limited to the consortium partners directly involved with data collection in relation to that individual activity or case. 3.2 Making data openly accessible With the consent of the research participant, and with the exclusion of data to be treated as secure data not for sharing – i.e. namely data affected by GDPR (esp. personal data and ‘special categories of personal data’ (formally known as ‘sensitive data’)), and/or raising any ethical concerns, data will ultimately be shared on an open access basis. The only exception to this will be audio files and transcripts from interviews and group discussions. In the case of these data types, where full pseudonymisation is not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent) they will not be shared via open access. Open access data sharing will be instigated in accordance with a period of embargo – by/before October 31st, 2025 – during which access to the data will first be restricted to the consortium partners of PLANET4B. Once the embargo period has expired in PLANET4B, open access data will be deposited in secure open access repositories (e.g. authorised secure institutional or national level data repositories) in accordance with the existing (GDPR compliant) regulations of the host (partner) institutions and in accordance with the PLANET4B DMP. 5 In all cases, the data will be hosted on secure servers, fulfilling EU regulations on data protection. The repository systems to be used will be selected on the basis they do not require any specific software and provide open access according to UK, Swiss, Norwegian and EU regulation (as applicable). For ease of access, and to identify which data sets are stored in the PLANET4B repository/ies, metadata will be provided on the PLANET4B website, with (wherever possible) direct hyperlinks to the location of storage. Similarly, publications based on data collected within PLANET4B will be listed on the website, with a hyperlink to fulltext on the website of the journal (all publications will be open-access compliant). The PLANET4B project website will remain active for a minimum of 5 years after the completion of PLANET4B (i.e. at least until October 2030), ensuring access to the data and the visibility of the publications. In accordance with the Grant Agreement contractual obligations of PLANET4B, all research related data (excluding personal and ‘special categories of personal data’ (formally known as ‘sensitive data’) (see below)) will be stored for five years after the end of the research project (in case there is a high interest in the datasets or due to different national legislation, data may be stored for a longer period, which will be transparently discussed and approved within the consortium and relevant parties). Data that are used for publication will be stored for a minimum of five years after publication. In the case of personal data and ‘special categories of personal data’, this will be destroyed within six months of the end of the research project. It is necessary to retain such data until this point in accordance with the right of research participants to withdraw their data from the study at any time until the end of the project (see also Annex 2). For the vast majority of the data sets uploaded to the open access repository(ies), no specialist software packages will be required beyond those included in standard operating systems. Apart from general data formats of e.g. Microsoft Office; Adobe Reader; video playing and photo screening general software, open source GIS software such as QGIS, the data may also be saved in formats suitable for long-term accessibility (e.g. RTF, TXT, ZIP, XML, CSV, SHP, DBF, GeoTIFF, NetCDF, MOV, MPEG, AVI, MP3, WAVE, ASCII, DTA, POR, SAS, SAV, PDF, WARC). During the 2022 kick-off meeting of the PLANET4B it was re-confirmed that a PLANET4B Ethics Committee (P4B-EC) would be established by month three of the project and that Data Management would be included within the responsibilities of the P4B-EC. The P4B-EC consists of representatives from CU (Alex Franklin), IFZ (Sandra Karner) and FiBL (Robert Home). It held its first meeting on March 30th, 2023, with the key points of that meeting reported back to the WP Leads and Steering Committee and has since been meeting on a six-monthly basis. 3.3 Making data interoperable PLANET4B will use controlled vocabularies (DDI, CESSDA, European Social Science Thesaurus) in the metadata to allow interoperability. Using controlled vocabularies to describe the methodology used to collect the data, analytical and procedural 6 information, definitions of variables, units of measurement, will help the data to be discovered and reused. Data produced through PLANET4B (e.g. inclusive of unstructured and semi-structured only data types (e.g. creative workshops, story-telling, semi or unstructured (narrative) interviews, participant observation accounts, photographs, videos, drawings, numeric data)) will use standard formats (e.g. .docx, .pdf, .txt, .jpeg, .avi formats), as much as possible being compliant with available (open) software applications, facilitating also recombination with various datasets from different origins, and will be uploaded onto the PLANET4B repositories in file types supportive of interoperability. 3.4 Increase data re-use (through clarifying licences) Whenever suitable, data will be Open Access licensed data after careful consideration of personal data, Intellectual Property Rights and additional legal and ethical requirements. Based on Open Access regulation, we allow data to be re-used by third parties, but with restrictions if IPR or other rights demand such restriction. Data licensing is based on guidance provided by the co-ordinating team (MLU/CU). Copyright of the data, if applicable, will be based on the Digital Curation Centre (DCC) and EU guidance; IPR ownership will be based on the Consortium Agreement. Restrictions on sharing data may apply in case of protecting propriety or patentable data (although no such instance is envisaged). Prior to being made accessible the data will be reviewed and cleared by the directly associated consortium partner(s) (i.e. those responsible for the original collection of such data). The quality of the metadata will also be checked by the P4B-EC. Where necessary, additional external expert advice (e.g. from institutional or national GDPR and data management experts) will also be secured. Where relevant, access to the data will be dependent on any agreed embargo period. In the case of raw and processed data generated through the course of the case study component of PLANET4B, this will be made available during the final 3 months (months 33–36) of the project. Restricting full public availability of data until then is necessary to enable completion of data collection, due processing of the data, generation of the necessary metadata and, in accordance with the rights of research participants, withdrawal from the study for a set period beyond their date of participation. All anonymised/pseudonymised data will be stored at least for five years after the end of the research project. There is no time limit for its re-usability because of the (primarily) social science nature of the data . that, even when it becomes ‘outdated’, will retain potential value in perpetuity as historical data. In case of sharing data or restricting certain data with third parties outside of the consortium, a data sharing agreement will be set up that will also detail participant consent for data sharing, copyright permissions, and agreement on any embargo period. Data sharing will be limited to anonymised processed data only, with no raw data shared. Data will be used in standard forms allowing reuse, as well as allowing searchability. Data quality assurance processes will be undertaken, including applied standards and methodologies based on the DCC guidance. The collection and processing of data in the case of all 11 individual PLANET4B case studies is being conducted in conformity with this overarching DMP. 7 3.5 Allocation of resources Any legitimate costs for making data FAIR and ensuring Open Access especially for publications based on the data collected will be covered from the existing PLANET4B consortium partner budgets. A task of the P4B-EC is to advise the Steering Committee on an amount to be reserved by consortium partners for any newly arising costs associated with FAIR compliance. The coordinator and the consortium partners will ensure that their specific nominated repository will store relevant data in a safe place, and that specific expertise is provided for managing and updating such portals. Where host institution repositories are used the costs for ongoing maintenance of the repositories themselves will be met by the host institutions. This DMP applies to all researchers of the PLANET4B consortium, and individually each consortium partner will be responsible for managing their data adequately. The main responsibility for correct data management lies with each individual staff member in accordance with the PLANET4B DMP and guidance provided by the host institution. The consortium partner institution of the researcher/staff member is formally responsible for all data gathered during the employment contract. If the employment contract of an individual research ends, they will be responsible for leaving datasets that have been gathered as part of the employment activities in an accessible way and in compliance with this DMP, the policy of the host partner institution and with any other relevant legal requirements. If PLANET4B researchers publish with co-authors outside PLANET4B, in instances where this involves access to data sets, they will ensure that the external co-authors have read the PLANET4B DMP, including full compliance with GDPR regulation. In the case of authors from third party institutions sharing of GDPR sensitive data will be limited to anonymised processed data only, with no raw data shared in which it is possible to identify respondents. Although a PLANET4B Ethics Committee has been established to oversee the delivery of the DMP, ultimately responsibility for data management is a joint individual and collective responsibility of all individuals directly involved in PLANET4B research, and all partner institutions. The P4B-EC regularly reports to and provides recommendations to the Steering Committee and individual partners. 4 Data security 4.1 Data to be stored The aim is to ensure that data sets and records provide sufficient information to external parties to establish the scientific integrity of the information and that the scientific outcomes are reliably based on the evidence collected by researchers. The following data will and/or is envisaged to be stored: • Original tangible data, e.g. hard copy of surveys, signed informed consent forms • Raw digital data, e.g. audio or video recordings, transcripts of interviews or workshops, drawings, photographs, etc. 8 • Processed data sets used in publications, including information to understand the processing, in particular: i) Coding steps; ii) Data cleaning logs; iii) Sufficient metadata to allow others to check and/or replicate the process leading to the results. • Data used in publications. This includes: i) Sample copies of records used to collect information (e.g. interview schedules, questionnaires, fieldwork notes if used in a publication, drawings, photographs, videos and films, etc.); ii) Analysed research data (such as datasets held in databases, spreadsheets, midterm reports); iii) Supporting documents (date of the collected information, source of the information, place, etc.). • Intermediate data sets (where necessary) to guarantee transparency and scientific integrity of data processing • Data required by involved partners/funding agencies. This includes: i) Recording of procedures (protocol documents, application for regularly approvals and approvals granted, risk assessments). Records relating to the financial management of the project (invoices, orders, delivery note, supporting account records, etc.). • Any data sharing agreements 4.2 Data storage Tangible data and paper records are kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases is password protected. Passwords are only known by authorised individuals. Access controls are regularly reviewed and updated as individuals join or leave the project. Computers and software are not left logged in and unattended. Digital data is stored in the format in which they have been generated. Where data are stored in folders on the institutional networked shared drive, appropriate access control is implemented to restrict access to data and records to authorised individuals. A project-specific shared drive has been set up (Microsoft Teams channel, hosted by CU) where access is limited to authorised individuals with password and multi-factor authentication. This shared drive is not used for storage and sharing of raw field data, rather sharing is limited to processed and secondary field data only. Before using any storage media for electronic data and records, including computer hard disks, consideration is given to appropriate security and back-up of the data. Small media devices such as USB sticks and CDs are not considered suitable as the primary storage location for personal data or confidential information. When they are used to transport data they will be encrypted if used to transport respondent identifiable data, a large dataset relating to 1000 or more individuals, or data that would cause 9 significant harm or distress to somebody if released. In addition, as the data will need to be kept for a long period (min. 5 years), consideration will be given to the expected lifespan of the storage media used as media degradation and technological advances may make the records stored on it inaccessible in the future (with advice also sought from any in-house Digital Services support of consortium partner Institutions (where applicable)). As the storage of research records through the use of cloud computing offered by private service providers such as Apple, Google, Amazon, etc. can carry significant governance and management risks, their use is not advised, unless doing so is a requirement of the host partner institution. To store records, PLANET4B partners have been advised to use a folder structure based on the functions and activities of their individual tasks. This will make it easier to share information with other authorised personnel. 4.3 Accessibility Privacy and confidentiality of data is guaranteed at all times, in line with legal requirements, consortium partner institution policy and best practice. Raw data is only be available to the researchers directly involved in the associated case study and task. Access by third parties has to be negotiated with the project coordinator or directly associated consortium partner unless otherwise specified. Should ethical questions or concerns about the integrity of research data or data management be raised, access to data will be granted in line with legal requirements, partner institutional policy and guidance, and, where applicable, European Commission policy. Established guidelines for academic good practice, as for example provided by academic associations or research councils, will be consulted where appropriate. 5 Ethical aspects 5.1 Overview The PLANET4B consortium is committed to ethical research and to the principles described in the Charter of Fundamental Rights of the European Union, the European Convention on Human Rights and its supplementary Charter of Fundamental Rights of the European Union in Practice and will abide by the spirit of pioneering documents (such as the Nuremberg Code and the Declaration of Helsinki) and will carry out its activities according to standard procedures as advised by the European Commission. To safeguard the overall implementation of the respective ethical standards and support in addressing new ethical issues that might arise in the course of the programme, PLANET4B has established an Ethics Committee (P4B-EC). It consists of representatives from CU (Alex Franklin), IFZ (Sandra Karner) and FiBL (Robert Home). All members have extensive ethical expertise. In addition to overseeing consortium compliance with Research Ethics, the P4B-EC also takes the lead in ensuring that PLANET4B consortium addresses all project objectives and 10 requirements for best practice with respect to Equality, Diversity and Inclusion more broadly. The Ethics Committee meet on a six-monthly basis (and ad hoc when required). It assists the Steering Committee as an internal advisory committee, helping to ensure all the agreed ethical and safety regulations are followed, and advising if they need to be updated. The PLANET4B Ethics Committee also works in close collaboration with the individual consortium partner institutions. 5.2 Humans The PLANET4B research involves human participants as ‘volunteers for social or human sciences research’. The involvement of human participants refers to their role as respondents during method testing (WP2), individual case study based (WP3) and/or scaling up intervention activity (WP4), the latter including interactive and generative communication and dissemination activities. All research undertaken in connection with the 11 case studies of the PLANET4B programme (WP3) is subject to the ethical standards in force at the respective associated lead case study partner institution, or in the case of consortium partners for whom no in-house ethical review board exists (FUG; OOF; DC; CGE; ESSRG), their involvement is subject to the ethical standards of the directly associated research partner institution (respectively: IFZ; NINA; CU; MLU) and/or CU (the latter applying in the case of ESSRG). In the event no ethical standards are yet in force at one or more institutions, the research will be subject to the ethical standards with regard to research with human participants set by the PLANET4B co-coordinating institute CU. 5.3 Procedures and criteria to identify/recruit research participants The research involves voluntary participation of humans in the following type of individual and group research activities: serious games, story-telling workshops, indepth, semi-structured and structured interviews/surveys; mobile (walking) interviews, discussion groups; creative visualisation workshops; face-to-face meetings; online platforms; participant observation; action research; participative methods (including participatory film making); observation of group behaviour. None of those activities belong to any of the activities highlighted by the Ethical Issues Checklist. Participants include community members; policymakers at different administrative levels; representatives of civil society organisations; representatives of local and international businesses; and representatives of profit and non-profit organisations such as schools and social enterprises. The participants are able and are asked to give informed consent before taking part in research activities. In advance of being asked to give informed consent all participant rights as well as duties and obligations of the researchers are explained in an accompanying participant information sheet (see Annex 1). Should any case study require the recruitment of minors and/or vulnerable adults as part of the research, the PLANET4B ethics committee will support the associated partners in developing a purposefully adapted version of the participant information and informed consent sheets. These sheets will also be submitted for approval by the associated institutional ethics review board (or, where this does not exist, by CU ethics committee). The recruitment of the participants is based on their interest or participation in community environmental activities. Participants include those who are engaged in 11 self-directed environmental activities, community group activities, or private and public initiatives. Others may be contacted because of the relevance of their knowledge and experience about biodiversity practice, decision-making, behaviour change and/or collaborative forms of local environmental management. The data that the participants are being asked to provide is dependent on the individual case study or type of involvement (workshop, survey) and is further elaborated in Annex 1. Each individual consortium partner has been consulted during the drafting of V2.0 of this DMP. Furthermore, each has been tasked with identifying and communicating to the P4B-EC any/all ethical issues relating to their specific case. With regard to the identification and recruitment of research participants this includes: • How research participants are being involved in the project, with what aim, and how they are being recruited; • The choice of methods, e.g. serious games workshops, arts-based workshops, multi-stakeholder participation, interviews, observation, etc.; • How respondents are informed about the collection, use, storage, sharing and ownership of the information; • The requirement that research participants sign a letter of consent; • An Annex with the Informed Consent Form and Information Sheet. This information has been approved by the prevailing ethics review board at the project partner institution, or in the event of a partner not having an in-house ethics review board, it either by the directly involved research partner, or by Coventry University ethics review board. Approval has been secured prior to the commencement of any primary data collection. 5.4 Informed consent procedures Informed consent is being secured from all human participants when they participate in any PLANET4B primary data collection activities (see Annex 1). All participants take part in the research voluntarily and can decide at any moment to discontinue their participation. The WP3 lead, working in collaboration with the P4BEC and the co-ordinating institutions, finalised and approved informed consent participant information sheets for all potential participants in the project (see Annex 2), providing a clear written account of the goals of the research, the methods employed and use made of its results, as well as its relevance to the respondent and the implications of participation. This document has been translated into all languages that are associated with primary data collection. The informed consent participant information sheets explain any potential risks that might be involved (for example being identified as part of a particular group or providing personal information by chance) and how confidentiality will be ensured throughout the collection, analysis and dissemination of data. The informed consent participant information sheets also provide information on how and who to contact regarding any further questions about the project. The information is explained in person at the start of each new data collection activity, after which – unless for ethical reasons in a limited number of specific cases (e.g. blind participants) it is considered inappropriate to do so – the participants are asked to sign an informed consent form indicating their consent to participate in the research. In instances where, 12 either an individual indicates that they wish to participate in the study but do not want to sign any formal documentation to this effect, or it is considered inappropriate to ask them to do so (see above), they are instead asked to provide oral consent. Such oral consent is either to be given in the presence of a witness, audio recorded, or reconfirmed in writing in follow-on from the research (together with a reminder of all rights of participation (i.e. Participant information consent form) In the case of any research activities involving minors (WP3 e.g. ‘Enabling intersectional nature recreation and biodiversity stewardship for urban resilience’ (Norway) case study; Environmental awareness raising in Education (Hungary) case study), adequate protection of children and young people is being ensured. All information on the research is being composed and communicated in an accessible manner and all minors are given adequate time to discuss the research with a trusted adult of their choice prior to being asked to confirm if they are willing to give informed consent for participation. In addition to securing the consent of the child, in accordance with national and institutional research ethics procedural requirements and good practice guidelines, permission is also secured from a legally recognised adult (e.g. parental consent). Where applicable any legal requirements for working with the specific population are being met in full. All participants are informed that they can withdraw their consent for whatever reason they wish. Permission is sought to digitally record data collection activities (audio, visual), record via creative drawn image-based capture, or to record them in writing, explaining that all possible steps will be taken to ensure confidentiality and anonymity of participants at the level of the individual (unless participants specifically request otherwise). The researchers ensure that participants are aware of the archiving process, the accessibility of the data and asked the consent to their research material being stored in this way. The researchers may also produce photographs, drawings, videos, or other similar forms of creative visual data, for the purpose of dissemination on-line, in conferences and exhibitions, and in publications. The use of the visual material produced as part of PLANET4B is limited to dissemination about this project and will not be used otherwise, except where explicit consent has been given by participants. All PLANET4B beneficiaries use the standard informed consent form, translated into the relevant languages, unless host partner regulations or national laws require specific adaptations. 5.5 Templates of informed consent and information sheet Templates of the informed consent forms and information sheet are kept on file and will be submitted upon request to the REA. Copies are included in the current version of this document (Annex 2). 5.6 Involvement of vulnerable individuals/groups and measures to prevent enhancing their vulnerability/stigmatisation Partners have been informed about the procedures on the identification and recruitment of research participants in the specific context of vulnerable groups, as well as more broadly. The PLANET4B consortium partners ensure that all employed researchers 19 expert and only provided to authorised personnel and the partners of the project. Access can be limited and withdrawn immediately if needed. Additional people do not have access to these data. At the Microsoft Teams site, the only personal datastored and shared, will be that which a priori were consented by the data subject. Such data are forbidden to be downloaded or stored in a non-secure place. Personal data are only stored for project reporting purposes, and will be deleted as soon as they become unnecessary. Personal data will not be otherwise shared apart from via the Microsoft Teams server. 7.7 The controller’s responsibility “The controller is responsible for, and must be able to demonstrate, compliance with the Data Protection Principles and for securing the same assurances from any 3rd parties” At project level, the project management and coordination team is responsible for the correct data management within the project, which is regularly checked. At each host institution, there will be one designated person responsible for data management and sharing, who will be accountable for managing and securing personal data sets. Besides, all members of PLANET4B liaise with relevant bodies of data management and ethical committees in terms of complying with the GDPR and additional data privacy and protection regulations. 20 Annex 1 Case Study Level Data Management Plans DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Urban Youth & Climate Change, Germany (CGE/MLU) 1. Data summary 1.1 Purpose of data collection/generation The case study in Germany will explore a) to what extent young people, including those with less privilege, are and feel empowered to influence biodiversity and nature prioritisation in decision making; and, b) if and how various intervention methods, including experiential learning and behavioural games, as well as creative and deliberative interventions, can have empowering effects to allow them to improve biodiversity decision making. There are two guiding questions for the case study: 1) To what extent do young people, including those with less privilege, consider biodiversity and feel empowered to influence biodiversity and nature prioritisation in decision making? 2) To what extent can various intervention methods, including experiential learning and behavioural games, as well as creative and deliberative interventions, have empowering effects on younger age groups? Data will be collected through learning community workshop reports, debriefing notes, interviews and surveys to provide responses to these questions. 1.2 Types and formats of data generated/collected The Urban Youth case aims to deploy a range of methods to reach the behavioural change intended, such as: • Arts-based, creative & deliberative interventions: Hike/Night Hike, Movie Screenings/Outdoor Cinema (followed by debriefing and data collected through that) • Experiential games: Biodiversity-Food-Governance Game (followed by debriefing and data collected through that) • Attention and framing experiments: An experiment with supermarket carts (tbc) (followed by surveys) • Learning community workshop reports • Understanding the overall impacts of the interventions and learning community (through semi-structured interviews) These interventions primarily target the reflexivity aspect by fostering a connectedness with nature, encouraging environmental identity, and preparing in-dividuals for proenvironmental behaviour. The experiential games aim at decision-making experiences, reflection, and developing a sense of capacity to contribute towards environmental 21 sustainability. Framing and nudging techniques are intended to trigger social norms and encourage pro-biodiversity behaviour changes in others while facilitating learning in the LC members involved in co-designing the content. 1.3 Outline the data utility: to whom will it be useful Data will contribute to the understanding of youth views of biodiversity and their empowerment in decision-making and how interventions impact these aspects. Therefore, data will aid decision-makers, researchers and NGOs. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data and refer to standard identification mechanism. Do you make use of persistent and unique identifiers such as Digital Object Identifiers? Where applicable, datasets will be assigned a DOI at the time of upload into Zenodo. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed at the project level and recommended for use by all partners, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. Data will also be openly available via PLANET4B’s website and will be published as annex in the open-access deliverables. 22 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). Files can be found via PLANET4B’s website and in Zenodo using relevant keywords along with CORDIS. 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) will be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary in order to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. Some restrictions may apply if IPR, GDPR or other rights demand such restriction. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored Data collected though surveys, workshops, interviews, debriefings will be stored at password protected computers; data used in deliverables and publications, including samples of questionnaires, interview questions, field notes, original tangible data (photographs/diagrams of discussion), analysed data, coding steps, intermediate data sets are stored password protected computers; any additional data specifically required by involved beneficiaries/partners/the European Commission, including records of procedures, etc. 23 (b) Confirming secure storage of data Tangible data and paper records of sensitive/personal data (if any) will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data Sensitive data embrace personal contact information (name, affiliation, email; some phone numbers), which are all stored in safe password-protected folders only accessible for project team members, and only used for the PLANET4B project. Hard copies containing sensitive information (informed consent sheets, signed participants lists) are stored in a locked cabinet at the project offices at CGE and MLU respectively. Audio files on recording facilities are deleted immediately after their transfer to the CGE or MLU server. Sensitive information about practices gained through interviews is only accessible to the team members analysing the content through personal login and password. 4. Ethical aspects Ethical approval (not numbered) was secured from MLU’s Ethical Review Commission on 10 August 2023 and from the the German Association for Experimental Economics Research with an institutional review board certificate (No. Yuh2H9y1) received on the 21st of July 2023. 24 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Opening nature to Black, Asian and ethnic minority groups, United Kingdom (DC/CU) 1. Data summary 1.1 Purpose of data collection/generation The case study aims to explore and better understand the diverse lenses through which people of colour engage with, talk about and act on the biodiversity agenda in its broadest sense. One of the goals is to promote intercultural and intracultural nature dialogues that brings ethnic minority communities and CU’s research team together to exchange knowledge about biodiversity and create a space in which different forms of knowledge are explored. Key questions may include: 1. How is the word ‘biodiversity’ understood? 2. Do you see its importance/relevance to your life? 3. What do you see as potential challenges of learning about and engaging with biodiversity for yourself, or the people you interact with? 4. How do you think you could make changes to this global agenda? 5. If you could learn more, what form would that learning take? 1.2 Types and formats of data generated/collected The case study is centred around the establishment of a Learning Community (LC), with the LC constituting a research intervention. The research team will use a range of creative, artsand dialogue-based methods to engage with the LC members and deliver a series of LC workshops. Notably, the co-creative intervention work undertaken with the LC will include a participatory film. The LC comprises a group of 11 people who are attending both in-person and online workshops, which are/will take place in various natural and built environments. Additionally, each participant will have two one-to-one semi-structured interviews. The LC workshops are designed to encourage the use of creative methods to capture participants' biodiversity stories and enable the research team to collect a range of data. DC/CU have also created a WhatsApp group for the Learning Community to engage with participants throughout the project. This group will help collect participants' everyday biodiversity stories and reflections. Using this method, people can share their experiences (using a range of digital mediums) in context, and diverse (dis)engagements with biodiversity outside of formal meetings. 1.3 Outline the data utility: to whom will it be useful The data will be informative for a range of stakeholder groups, including members of civil society (especially Black, Asian and ethnic minority individuals/groups), NGOs engaging with issues of biodiversity, access to green space/countryside, health and wellbeing, rural racism (including especially those doing so from the starting point of marginalised voices, plurality and inclusivity) and policy decision makers (including 25 especially those with responsibility for biodiversity, sustainable development, health & wellbeing, diversity and inclusion). 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data Where applicable, datasets will be assigned a DOI at the time of upload into the designated institutional repository, national archive, or other open science compliant repository. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 26 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. Some restrictions may apply if IPR, GDPR or other rights demand such restriction. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored (1) Data used in publications, including samples of (e.g.) interview questions, field notes, original tangible data (audio-recordings, photographs, digital media, case study workshop reports, interview transcripts, workshop notes, system mapping data), analysed data, coding steps, intermediate data sets, etc. (2) Any additional data specifically required by involved beneficiaries/partners/the European Commission, including records of procedures, etc. (b) Secure storage of data Tangible data and paper records will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. 27 Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data All sensitive data will be stored on a centralised system (as previously detailed), which is password protected and accessible solely by relevant members of the research team. Transfer of sensitive data will be restricted to between the two PLANET4B Partners directly associated with this case study only: CU and DC. 4. Ethical aspects An application for ethical approval was submitted by Prof Alex Franklin on 08.06.23 to Coventry University. Ethical approval was granted on 17.06.23. Ethical approval project reference number: P160041. 28 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agro-biodiversity management, Hungary (ESSRG) 1. Data summary 1.1 Purpose of data collection/generation There is a gender division of labour in the management of plants and animals in all societies. Many times, research programs connected to plant genetic resources (PGRs) focus on crop production and usually on market-oriented crops. This way, the ‘reproductive’ side of farm households and gardening falls beyond the scope of research. In addition, home gardening and the collection of wild plants is usually not considered as a part of the management of PGRs. But the reproductive tasks on a farm, like seed saving, and the maintenance of heirloom varieties and landraces and experimenting with new varieties – or even species – can also be an integral part of small-scale and subsistence farming. In this case study, we want to examine the connection between gender and these reproductive tasks, especially seed saving and the management of agrobiodiversity. 1.2 Types and formats of data generated/collected Primary data in the form of semi-structured expert interviews; Secondary qualitative data based on the analysis of interviews (which may include primary data in the form of citations); secondary, desk-based policy analysis; secondary, review of the extant literature. 1.3 Outline the data utility: to whom will it be useful Researchers; policy decision makers with a remit for agriculture, climate change and/or environment. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data Where applicable, datasets will be assigned a DOI at the time of upload in to the designated institutional repository, national archive or other open science compliant repository. 35 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agriculture and migration in the EU (FiBL) 1. Data summary 1.1 Purpose of data collection/generation So far, very little is known about the relationship between labour availability and biodiversity conservation in agricultural landscapes, and even less on the relationship between migrant labour and biodiversity conservation. In this study, we will investigate how migrant labour influences farming systems in host and home countries, specifically regarding biodiversity-friendly practices on farm and within landscapes. We aim at finding answers for two research questions: 1) How do farms decide how to deal with labour shortage? (replacing labour-intensive practices with agrochemical alternatives, investing in mechanisation options, completely transforming the farming system, etc.); And 2) What are the effects of these alternatives on biodiversity in agricultural landscapes? (negative effects of agrochemicals, simplification of production systems due to machines or transformation of farms, extensification, etc.). 1.2 Types and formats of data generated/collected We collect two types of primary, qualitative data. First, we collect audio recordings and transcripts from interviews with experts, farmers, and farm workers as well as from workshops with experts and diverse stakeholders. Second, we collect expert and stakeholder inputs in matrices (in system analysis workshops) and or based on a predefined methodology (T3.2 workshops). 1.3 Outline the data utility: to whom will it be useful The collected data may be of interest to local, national, and EU policy makers, NGOs with an interest in migration and/or biodiversity, and farmers who wish to produce under conditions of social sustainability. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. (which will remain active for a minimum of 5 years after project completion). Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 36 2.1.2 Identifiability of data Where applicable, datasets will be assigned a DOI at the time of upload to the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Naming conventions A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 37 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. This applies only if data can be sufficiently anonymised to be in compliance with IPR, GDPR, or other rights and may thus be restricted. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored (1) Data used in publications, including samples of (e.g.) interview questions, field notes, original tangible data (audio-recordings, photographs, etc), analysed data, coding steps, intermediate data sets, etc. (2) Any additional data specifically required by involved beneficiaries/partners/the European Commission, including records of procedures, etc. (b) Secure storage of data Tangible data and paper records will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave, or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data Sensitive data will not be transferred. 4. Ethical aspects Ethical approval for the research within this case study was obtained prior to the start of the data collection. It was issued by the Ethics Committee of FiBL’s department of Food System Sciences under the number FSS-2023-005. 38 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Agro-biodiversity and religion, Switzerland (FiBL) 1. Data summary 1.1 Purpose of data collection/generation Agriculture is one of the major drivers behind land use change and biodiversity loss. There's some consensus that individual values are one of the key determinants of environmental behaviour. But where do these values come from? For many people, they use religion or a value-based system of beliefs to calibrate their moral compass. While the relationship between gender and pro-biodiversity farming is already studied, less is known about the relationship between religion and biodiversity decisions. Switzerland is predominantly Christian, with catholic and protestant the dominant doctrines, depending on the region. This case aims to explore how a farmer's religion or value-based system of beliefs interacts with their farming and environmental behaviour. The main research questions are: 1. In what ways are farmers influenced by their religious belief? 2. What assumptions are being made by policymakers and what interpretations are farmers drawing from policies with religious beliefs? 1.2 Types and formats of data generated/collected Qualitative data has been collected using audio-recordings of interviews with farmers and a focus group discussion with the learning community members. The anonymised audio data is transcribed electronically. Farmers also share pictures or the researcher takes pictures and/or videos of items or activities that farmers share. These are stored as visual data. Furthermore, an online survey is planned to be administered. 1.3 Data utility The collected data may be of interest to local, national, and EU policy makers, religious institutions and NGOs with an interest in eco-theology and/or biodiversity. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 39 2.1.2 Identifiability of data Where applicable, datasets will be assigned a DOI at the time of upload to the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Naming conventions A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 40 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. Some restrictions may apply if IPR, GDPR or other rights demand such restriction. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored (1) Data used in publications, including samples of (e.g.) questionnaires, interview questions and responses, field notes, original tangible data like photographs, analysed data, coding steps. (b) Secure storage of data Tangible data and paper records will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data All data published will be anonymised with sensitive identifiable information removed from the published data. Survey data will be collated and presented collectively. In the event that participant’s narratives are used or exact words are used, all identifiable information will be removed or pseudonymised to retain meaning of statements. No sensitive data will therefore be transferred. 41 4. Ethical aspects Ethical approval for the research within this case study was obtained prior to the start of the data collection. It was issued by the Ethics Committee of FiBL’s department of Food System Sciences under the number FSS-2023-005. 42 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Biodiverse Edible City Graz, Austria (IFZ/FUG) 1. Data summary 1.1 Purpose of data collection/generation The Graz-based case study will explore how biodiversity and social justice aspects could be taken more into account in the planning and realisation of urban green spaces and the food provision strategy of the city of Graz. The research work tackles two for a, where relevant activities and decision-making processes take place: (1) One concerns the practices and formalities of setting up and implementing strategies in the City of Graz. Related data are collected within the “policy LC”, which comprises representatives from the municipality and various stakeholder groups. This LC is dedicated to governance issues around integrated policy and decision-making. The overall process started with individual (interviews) and joint (workshops) reflections on the status quo and actual practices. The next steps will then aim at awareness raising for the relevance and potential benefits of trans-sectorial and participatory planning processes, and finally conclude with recommendations on how integrated processes, which consider more biodiversity and a socially just urban foodscape, can be fostered in future. (2)The second set of data is generated within the “citizen LC”, which engages 15 women, who are affected by intersectionality aspects. This LC is guided through a process of setting up a community garden and the planning of a bigger green plot, which is supposed to become an Edible Park within the next years. The implemented activities aim at awareness raising, knowledge co-creation and capacity building, which should help members to reflect and make sense of establishing links between biodiversity, food and urban green spaces. Finally, the overall process should empower them to participate in related planning (and eventually also implementation) activities and generate learnings about how to foster less priviledged citizens’ agency. 1.2 Types and formats of data generated/collected Desk research (ongoing): • Review of literature (intersectionality; integrated policy approaches; good practice examples). • Review of relevant policy documents (national and local level). Policy LC: • Personal data: names, affiliation, email (storage in protected area on IFZ server; not disclosed to others beyond the IFZ-project team). • Pictures from various intervention activities (individual consent provided for each activity). • Data of ‘Future Walk’ and Kick-off event: protocol of content. 43 • Semi-structured interviews (14) with key stakeholders and municipality representatives on actual practices: audios nor transcripts (will not be made available as we guaranteed interview partners anonymity). • System mapping: drawings and protocols. • Community mapping: drawings, maps, protocols. Citizen LC: • Personal data: names, affiliation, email and/or phone numbers (storage in protected area on FUG server; not disclosed to others beyond the FUG project team). • Questionnaire to LC participants (anonymised – personal data are with FUG, the questionnaire will be implemented by IFZ): socio-demographic data (age, gender, religion, profession, education, family status, income, housing situation, care duties). • Pictures from various intervention activities (individual consent provided for each activity). • Data from various intervention activities: o Audio files & transcripts o Notes from participatory observation o Pictures for Topothek (artist project) o Community mapping: drawings, maps, protocols o Food stories o (ev. Video files produced by participants) o Science education workshops: debriefing notes 1.3 Outline the data utility: to whom will it be useful As the Graz-based case represents a Living Lab, which also needs to grant ‘safe spaces’ for sensible information, reflection and interaction, neither personal data nor audio files and transcripts will be made openly accessible. Other data as listed above may be of interest for a range of target groups, which are dealing with topics/issues around biodiversity, urban planning & green spaces, social justice, gender & intersectionality, participatory governance, urban food strategies, and health & wellbeing. This applies to researchers, students, people from policy & administration, NGOs/CSOs, educational institutions and community centres. Beyond the data listed above, we will also make information and protocols for the design of the intervention activities available. This might be of specific interest for peers, who plan and practically implement similar intervention activities. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling 44 process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data and refer to standard identification mechanism. Do you make use of persistent and unique identifiers such as Digital Object Identifiers? Where applicable, datasets will be assigned a DOI at the time of upload in to the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Personal and sensitive data related to the research participants will be kept closed, in compliance with the GDPR. Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (specific context within a specific city). Only protocols, which can be fully pseudonymised will be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary to enable the completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research 51 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Sustainable Investment Behaviour, Global-EU-Norway (NINA) 1. Data summary 1.1 Purpose of data collection/generation The case study investigates the impact of cognitive biases on sustainable investment behaviour, especially amidst the complexities of environmental, social, and governance (ESG) uncertainties. Employing a systematic literature review and semistructured interviews with stakeholder board members, the study will provide an understanding of how various biases influence decision-making in the realm of sustainable investing practices. 1.2 Types and formats of data generated/collected The analysis will utilise a combination of systematic literature reviews, semi-structured interviews, and desk-based research. This comprehensive approach aims to triangulate data from multiple sources, providing a robust foundation for understanding the influence of cognitive biases on sustainable investment decisions amidst ESG uncertainties. 1.3 Outline the data utility: to whom will it be useful This analysis aims to offer valuable insights for researchers and companies relying on ESG scores in their analyses, providing an opportunity to enhance internal policies to mitigate biases in investment decisions. Additionally, it may prove instrumental for companies involved in shaping ESG standards, improving the credibility of ESG scores, particularly in areas like biodiversity, and fostering more informed and responsible investment practices. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. (which will remain active for a minimum of 5 years after project completion). Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 52 2.1.2 Identifiability of data and refer to standard identification mechanism. Do you make use of persistent and unique identifiers such as Digital Object Identifiers? Where applicable, datasets will be assigned a DOI at the time of upload to the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary in order to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 53 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. Some restrictions may apply if IPR, GDPR or other rights demand such restriction. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored (1) Data used in publications, including samples of (e.g.) questionnaires, field notes. (2) Any additional data specifically required by involved beneficiaries/partners/the European Commission, including records of procedures, etc. (b) Secure storage of data Tangible data and paper records will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data Given our focus on literature review and semi-structured interviews, we do not anticipate any sensitive data transfer. To uphold confidentiality, all interview outputs will undergo pseudonymisation, ensuring that participants' identities are protected while maintaining the integrity of the data and inputs collected. 54 4. Ethical aspects Stakeholder board meetings employed a deliberative group discussion approach, with prior consent obtained for recording the sessions. Consequently, there was no necessity for Shared Services in Education and Research (SIKT) permission. 55 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: Trade and global value chains (soya/beef), Brazil, Netherlands/EU (RU) 1. Data summary 1.1 Purpose of data collection/generation This case investigates the consequences of new public EU regulations on sustainable supply chains. Although the case focuses on the EU Regulation on Deforestation-free Products (EUDR), other policies, such as the Corporate Sustainability Due Diligence Directive (CSDDD) can be included in the analysis. The case aims to analyse how such EU policies will impact socio-biodiversity loss linked to international commodity trade of soy and beef between Brazil and Europe and, more specifically, the Netherlands. In line with this, the case has two learning objectives: • Firstly, to understand the potential and limitations of recent European Union supply chain policies, for example the EUDR (European Union Deforestation Regulation) and the CSDDD (Corporate Sustainability Due Diligence Directive), to curb deforestation and biodiversity loss in Brazil and the Netherlands, as well as the interplay between EU policies and relevant national policies in Brazil and the Netherlands. • Secondly, to identify and analyse distinct socio-biodiversity challenges and risks (for biodiversity and people, considering intersectionality) connected to the soy and the beef supply chains in Brazil’s Cerrado and Amazon biomes (supply side) and in the Netherlands (demand side). For now, our data collection is being implemented through a) literature review of relevant scientific references and gray literature (policy reports, NGO reports, companies' sustainability reports); b) semi-structured interviews. 1.2 Types and formats of data generated/collected Primary data: our primary dataset includes transcripts of original semi-structured interviews, as well as the related data analysis materials (Excel and Word files). Original audio-visual files of those interviewees who agreed to be recorded will also be included in the dataset. If field research materialises, audiovisual data collected in the field will also compose this dataset (mainly including videos, photos, and primary documents collected in loco). Secondary data: this dataset provides a list with documents related to the supply chains investigated (e.g. companies’ sustainability reports, trade balances), as well as the EU policies of interest to the case study (EUDR, CSDDD). Most likely, the format of original documents will be either PDF or Word files. The analysis of this material will be provided in the format of an Excel file. 56 1.3 Data utility The main beneficiaries from the datasets generated will be researchers, NGOs and policy analysts working with topics associated with the thematic focus of this case study. Importantly, both the EUDR (entered in effect on June 2023) and the CSDDD (the EU votes on the final directive text on April 2024) are new policies. So, our databases will be an important contribution to the field, useful both to researchers and practice-oriented professionals. 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data Where applicable, datasets will be assigned a DOI at the time of upload into the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed, to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 57 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license will be carefully selected, taking into consideration Intellectual Property Rights and additional legal and ethical requirements. 2.4.2 Date of data availability The data will be made available for public re-use during the final months (months 33– 36) of the PLANET4B project. Restricting full public availability of data until then is necessary in order to enable completion of data collection, due processing of the data, to generate the necessary metadata and in accordance with the rights of research participants to withdraw from the study for a set period beyond their date of participation. 2.4.3 Reuse of data by third parties In compliance with Open Access, pseudonymised data (e.g. interview transcripts, etc) will be made available in support of potential re-use by third parties after the end of the project. Some restrictions may apply if IPR, GDPR or other rights demand such restriction. 2.4.4 Reuse of data by third parties Because of the (primarily) social science nature of the data there is no time limit for its re-usability. Even if social science data becomes ‘outdated’ it will continue to have potential value in perpetuity as historical data. 3. Data security 3.1 Secure storage, data recovery and transfer of sensitive data (a) Types of data to be stored (1) Data used in publications, including samples of (e.g.) questionnaires, field notes, original tangible data (audio-recordings, photographs, etc), analysed data, coding steps, intermediate data sets, etc. (2) Any additional data specifically required by involved beneficiaries/partners/the European Commission, including records of procedures, etc. (b) Secure storage of data Tangible data and paper records will be kept in lockable cabinets or offices with controlled access, when not under the direct supervision of a member of the research team. Access to electronic data and records are controlled by passwords and, where appropriate, access to individual files/databases will also be password protected. 58 Passwords will be known only by authorised individuals. Access controls will regularly be reviewed and updated as individuals join, leave or change roles within the project. Computers and software will not be left logged in and unattended. Personal and sensitive data will be saved on a server with restricted physical and digital access. Access to the data is only possible by using personal login and password. Before using any storage media for electronic data and records, consideration will be given to appropriate security and back-up of the data. The use of cloud computing and software as a service provider to store research records will not be used as it can carry significant governance and management risks. Small media devices such as USB sticks will not be used as the primary storage location for personal data or confidential information and will be encrypted if used to transport respondent identifiable data. (c) Transfer of sensitive data Sensitive data procedures for sharing research data include keeping all data in the personal computers of the lead researcher (Dr. Vinícius Mendes), and in a cloud (One Drive), and only transferring documents to/from Brazil or other non-EU consortium partners in PLANET4B when strictly necessary. Additionally, every time a document is sent by email to countries within and outside the EU, the VPN of the Radboud University is previously activated, to prevent data leaking and to mitigate the risk of third parties accessing such data. 4. Ethical aspects Ethics approval was secured on 4 August 2023, and it was issued by the Ethics Assessment Committee of the Faculty of Law and the Nijmegen School of Management (EACLM) of Radboud University, Nijmegen, Netherlands, and registered under EACLM number 2023.12. 59 DATA MANAGEMENT PLAN OF PLANET4B CASE STUDY: From ‘ego-system to eco-system’ in fashion, Italy (UNIPI) 1. Data summary 1.1 Purpose of data collection/generation This case study will study the connection between the Fashion Value Chain (FVC) and biodiversity loss and explore potential transformations of the sector to better prioritise biodiversity. The case will support social actors, companies and public institutions to discuss, learn and find transformative change as a mean to integrate (prioritise) biodiversity protection within socio-economic activities, such as product redesign, and transformation of different eco-social relationships with the environment. The main aim is to understand the role of biodiversity in changing the fashion industry. 1.2 Types and formats of data generated/collected Type of data generated and collected are the following: • Personal data (for members of the advisory Board): 1) name, 2) affiliation, 3) mailing address, 4) professional background, 5) job title, 6) gender, 7) photos and videos. • Other data: o Data from on-line and in-person expert interviews (standard format e.g. m.4 audio files). o Data from on-line and in-person scenario workshops and other participatory activities (e.g. m4. audio files, mp4 video files, doxc format). In-person activities take place in Italy, mainly in Tuscany and Piedmont. These types of data are qualitative and context specific and, typically, cannot be reproduced, which makes the strategies applied for documentation of this type of data very important. Therefore, a careful and elaborate preparation of the way that data will be registered (instruments, conditions and observation method) is crucial. Once this type of data is captured, all subsequent steps (coding, aggregation, processing, analysis) will be reproducible. 1.3 Outline the data utility: to whom will it be useful The data could be useful for researchers (i.e. studying fashion, transformative change and/or biodiversity), private companies and stakeholders from the sector (i.e. to better design their biodiversity policies and be more aware about their impacts), policymakers (i.e. to improve policy design and evaluation), and Civil Society Organisations and Environmental NGOs (i.e. to inform advocacy actions). 60 2. FAIR data 2.1. Making data findable, including provisions for metadata 2.1.1 Discoverability of data (metadata provision) The metadata will consist of information that provides detailed insight into the archived data. This will include type of data, date of collection, location (country and region) of collection, category of respondent, thematic focus, keywords, sampling process/number of respondents, data collection method. Metadata will also be downloadable from a dedicated page of the PLANET4B (which will remain active for a minimum of 5 years after project completion). 2.1.2 Identifiability of data Datasets will be assigned a DOI at the time of upload into the designated institutional repository, national archive or other open science compliant repository. 2.1.3 Outline naming conventions used A systematic file naming convention will be developed to ensure adequate organising and retrieving of documents, as well as managing records through their lifecycle. The file naming system will build on the best practices identified by e.g. CESSDA. A systematic and clear directory structure will also be developed. 2.2. Making data openly accessible 2.2.1 Data to be made openly available Audio files and transcripts from interviews and group discussions will not be shared via open access as a full pseudonymisation would not be possible without losing essential content (i.e. specific contextual data for the location and/or respondent). Only protocols, which can be fully pseudonymised will be made available. In the case of all other data, personal and sensitive data as well as data that cannot be anonymised sufficiently to be in compliance with GDPR will also not be made available. 2.2.2 Data availability Data will be uploaded to ZENODO, as part of a larger PLANET4B project data collection. The repository is OpenAIRE compliant. 2.3. Making data interoperable Data interoperability Interoperability will be facilitated by providing metadata, including based on the Controlled Vocabularies proposed by the Data Documentation Initiative (DDI). Keywords will be created, including where applicable, using the European Language Social Science Thesaurus (ELSST). 2.4. Making data reusable 2.4.1 Data licencing Depending on the data, a specific Creative Commons license (e.g. CC0 or CC-BY) may be applied for. The license [if needed] will be carefully selected, taking into 67 Part II: Certificate of Informed Consent Form [Example template] ‘understanding Plural values, intersectionality, Leverage points, Attitudes, Norms, behaviour and social lEarning in Transformation for Biodiversity decision making’ (PLANET4B) 1. I confirm that I have read and understood the participant information sheet for the above study and have had the opportunity to ask questions Check this box if agree 2. I understand that my participation is voluntary and that I am free to withdraw at any time without giving a reason Check this box if agree 3. I understand that all the information I provide will be treated in confidence and that any personal data I provide will be processed in full accordance with GDPR (2018) Check this box if agree 4. I understand that I also have the right to change my mind about participating in the study for a short period after the study has concluded [insert deadline here] Check this box if agree 5. I agree to be recorded and for anonymised quotes to be used as part of the research project Check this box if agree 6. I agree to take part in the research project Check this box if agree Name of participant: .......................................................... Signature of participant: .................................................... Date: .............................. [If applicable – NB. For minors consent of both parents is required] Witnessed by: Name of witness: ............................................................... Signature of witness: ......................................................... Date: .............................. Name of researcher: ......................................................... Signature of researcher: .................................................... Date: .............................. 68 Annex 3 PLANET4B Website Privacy Policy Introduction The Privacy Policy of PLANET4B project is a document addressing you as Data Subject, i.e. the owner of your personal data. The Privacy Policy explains the collected personal data process and cookie policy of the project. The PLANET4B project is committed to protect your personal data and to respect your privacy. Type of data and related treatment 1.1 Data voluntarily provided by the Subscriber The explicit and voluntary provision of personal data provided by the data owner is essential in order to have access to certain services offered by the Data Controller through the website (e.g. Newsletter Subscription) and to receive the requested update. This involves the collection of personal data and contact details, as well as any other personal data that are required to respond to requests or to provide the available services. The PLANET4B consortia doesn’t collect nor treat sensitive data. Navigation Data (Data deriving from User’s navigation) During routine activities, the computer system may store some of your browsing data. These data, although not collected in order to be associated with your identity, may allow indirect recognition of your identity when processing and associating with the data held by the Data Controller. For this reason, they could be considered “personal data” according to the Privacy Regulation. This category of data (which includes, by way of example but not limited to, IP addresses and domain names of the User’s computer) is collected by the Data Controller for statistical purposes in anonymous form, but by means of some data processing procedures it could be possible to trace the User identity in order to ascertain any liability for crimes committed via the Website or damages against it. Purpose of data collection and treatment The personal data serve the following communication and dissemination activities of the PLANET4B project: • To provide information and answers about project activities, research results and content from the projects we work on; • To carry out statistics and reports in anonymous form (e.g. assessment the download of the material provided, the number of times a website was accessed, the most visited pages, the average visit duration, the country of origin of Users, etc.). We commit to ensure that Subscribers will always be free to opt-out and exercise their rights as regard to the treatments mentioned above. Each communication has an optout link where you can inform us about your decisions. 69 Data Controller GoodIssue Ltd./Jóügy Kft. the beneficiary partner and lead of communication and dissemination work package is the Data Controller of the personal data collected and treated via PLANET4B website. Goodssue Ltd. management has the accountability and the responsibility to set structure and procedures to treat and protect your data. Appointed members of the staff are responsible for the actual treatment of your data. Other consortium’s members might occasionally operate as Data Processor, in that case, they will comply with the same rules as stated in this privacy notice. Data protection and storage The data processing related to the website’s services takes place at the registered office of Jóügy Kft, Budapest Lehel u. 15. H-1115. 4 Cookies Policy Our websites use cookies so that we can provide you with the best possible user experience. Without some of these cookies, the website simply would not work. Other cookies perform functions like recognising you each time you visit the site or helping our team to understand which parts of the site you find most interesting and useful. Cookies used on PLANET4B website: • Session cookie – A session cookie only lasts for the duration of the user’s website visit. A web browser normally deletes session cookies when it quits. • Persistent cookie – A persistent cookie will outlast user sessions. If a persistent cookie has its maximum age set to 1 year, then, within the year, the initial value set in that cookie would be sent back to the server every time the user visited the server. This could be used to record a piece of information such as how the user initially came to this website. • Secure cookie – A secure cookie is only used when a browser is visiting a server via HTTPS, ensuring that the cookie is always encrypted when transmitting from client to server. • First-party cookie – First-party cookies are cookies set with the same domain (or its subdomain) in the browser's address bar. • Third-party cookie – Third-party cookies are cookies set with different domains from the one shown on the address bar (i.e. the web pages on that domain may feature content from a third-party domain – e.g. Google Maps or YouTube). Privacy setting options in most modern browsers allow you to block third-party tracking cookies. Legislation of personal data protection and treatment The Data Controller has the Legitimate Interest to treat your personal data as per art. 6 (f) GDPR 179/2016. Our detailed rationale for claiming legitimate interest is based on a Legitimate Interest Assessment (LIA), periodically reviewed. We believe that it is a mutual benefit to remain in contact; you will receive from us communications 70 exclusively as detailed in the previous paragraphs. We are counting to hear from you back on the specific topics through our communication activity for a mutual growth. Duration of data process Your data will be processed for the whole duration of the mandatory maintenance of the project website and results or until the date when Data Subject withdraws its consent to data process. Data transfer Data Controller processes do not require any transfer of data to external third parties with the sole exception of auditing authorities of the public institutions that funded the project. Following the processes and treatments described above, your personal data can be communicated to the Data Controller’s staff. Furthermore, and in so far as necessary, Personal data shall be disclosed, in so far as they are concerned, to but not limited to the following categories: • Organisations that are part of the PLANET4B Consortium; • Persons in charge of managing the website and the related activities; • Persons who provide services for the management of the information system of the company; • Persons carrying out monitoring, auditing and certification activities linked to the project; The personal data you provide will not be sold to or shared with third parties. Rights of Data Subject EU GDPR legislation guarantees the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing of your personal data and the right to data portability. To read more about the rights of data subjects and the rights and obligations of data controllers see here: General Data Protection Regulation (2018). You have consented to provide your personal data for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent. You can exercise your rights by contacting the Data Controller. Your requests will be handled within a maximum of 10 working days. Contact information: [email protected] Changes to Privacy Notice If necessary, we may amend or update this Privacy Statement to reflect changes on the website and feedback from our users. If there are material changes in the way we use or process your personal data, we will notify you by posting a notice of the changes before these come into effect or by sending a notification to you directly.