DMPbelgium collects information from users of the Websites in four ways: information you directly give us; information given to us by third parties; information we collect from your use of the Websites; and information we collect from cookies, also known as tracking technologies.
You can use DMPonline to write a Data Management Plan for your research. We securely store the information you enter in these areas of our Websites for you. Therefore, to use DMPonline, you must create a DMPonline Account.
To register with DMPonline, you are not required to be affiliated with one of our Members; however, certain features (e.g. creating a new DMP) are only available to users affiliated with a Member.
If you want to create a DMPonline Account, DMPbelgium requires you to provide at minimum your email address. Additionally, you may also include additional information about yourself such as your first name and last name. DMPonline will associate your Account information (e.g., name and email address) with your activities creating and updating DMPs (with your collaborators) for your research projects.
Your Trusted Individuals may edit and add information in your DMPs. You may specifically designate or remove Trusted Individuals in the DMPonline Website via the Share page of your DMP.
You may sign in to our Website using sign-in services from your institution if they are active as Identity Provider within the BELNET ID Federation. These services will authenticate you and validate your email address with a security token. This technical data is stored in the DMPonline system to enable you to sign in. These services are built to ensure that DMPonline cannot know your password.
Through the BELNET ID Federation, your institution provides you with the option to share certain personal information with us such as your name and email address to pre-populate your DMPonline Account.
You may sign in to our Website using sign-in services from ORCID. These services will authenticate your identity and validate your email address with a security token. This technical data is stored in the DMPonline system to enable you to sign in. These services are built to ensure that DMPonline cannot know your password.
ORCID also provides you with the option to share certain personal information with us such as your name and email address to pre-populate your DMPonline Account. To be able to validate your email address, we request permission to read from your ORCID Record, according to the privacy preferences you set at ORCID. DMPonline will not change information in your ORCID Record.
DMPbelgium will collect information about your use of the Websites. We do this for a variety of reasons, including to monitor when and by whom DMP information has been changed, to help identify and block some spammers, and also to monitor traffic on the Websites.
When you access our Websites, we collect certain information using server tools, including details such as your IP address, the type and version of the Internet browser that is being used, the site from which the visitor accesses our Websites, the type of device being used (e.g. computer, smart phone, tablet), or the screen resolution; and details about usage, including page traffic. We may combine this automatically collected log information to other information we collect about you. DMPbelgium will ensure anonymization of these log data after 18 months at the latest.
We use the information we collect only to operate, protect, evaluate and improve the Websites, and DMPonline operations generally.
We may contact you about your use of the DMPbelgium Websites:
We may share aggregated or summarized usage data with our Members or others in the research community or publish information based on aggregated usage data so Members and others can understand how the DMPonline Websites are being used. We will only do so in a way that your personal identity is protected.
A core DMPbelgium principle is that your data is considered confidential. To that end, DMPonline allows you to control how your DMPs are shared with other DMPonline users as Trusted Individuals and how they can be exported (e.g. to be published or to be included in a grant application).
Data which you have entered into a DMP may be viewed through the Websites only by you and any Trusted Individuals you designate.
DMP data is not shared with the public or with Members of DMPbelgium. When you create a DMP, you are the owner of the data in that DMP. You cannot use DMPbelgium Websites to make any element visible on the public Internet, you have to export the DMP and publish elsewhere.
Trusted Individuals you designate, are granted access on a DMP per DMP basis. You will choose their level of access when you invite them and can change these permissions at any time. A Trusted Individual can act on your behalf in different roles:
A Trusted Individual in the role "Read only" can only view the information in your DMP.
A Trusted Individual in the roles "Edit" and "Data contact" will be able to view and contribute to your DMP.
A Trusted Individual in the roles "Co-owner" and "Principal Investigator" can view and contribute to your DMP, edit plan details, and add as well as remove other Trusted Individuals to and from your DMP.
Therefore, you should only grant Trusted Individual status to a person you trust. DMPbelgium cannot control how a Trusted Individual will interact with your DMP. You may revoke Trusted Individual status at any time via the Sharing page of your DMP.
You can change your settings for sharing a DMP at any time. However, the new settings will only apply after you have made the change. DMPbelgium has no control over uses of data already made available via the Websites or disclosures made in places other than the Websites.
Your designated Trusted Individuals have access to all of the information in the DMPs you granted them access to, but not to your (entire) Account. According to the levels of access you grant them, they will be able to change the information in your DMP and/or invite further Trusted Individuals. You can change settings for sharing your DMP at any time.
DMPbelgium Members cannot access any element from your DMP unless you share a DMP with their staff.
Selected admin users of DMPonline at your own institution can
Under DMPbelgium's Consortium Agreement, Members agree not to disclose any personal or otherwise confidential data unless (i) such data is publicly available from another source, or (ii) the Member has separate agreements with you about how and to whom such data will be disclosed.
We may share your information with agents or contractors (for example, BELNET is hosting DMPbelgium's servers, or a contractor may need to check backup data for inconsistencies), but only on a "need to know" basis to help us operate DMPonline, and only if the vendor agrees to maintain the confidentiality and security of your information and not to use it for other purposes. These companies are authorized to use your personal data only as necessary to provide these services to us.
If we are required by law, public safety or public policy, or by the courts, we may provide your information to regulators, enforcement agents, courts and/or other government entities. To protect the privacy interests of our users, DMPbelgium will provide only the minimum of data as we deem necessary in the situation. To the extent allowed, we will promptly provide information about any government data requests received and accounts affected to the relevant DMP owners.
Backups may be stored outside the BELNET network for added security, but not outside of Belgium.
You may review, delete, and edit information in your DMPs in DMPonline and change Account details. Please note that changes will be applied prospectively. For example, if you change a setting for sharing, there is no way to stop people who have previously viewed or downloaded the data from using it.
In limited circumstances, DMPbelgium may proactively correct data in an Account where errors are a result of system errors, changed standards specifications, or other obvious errors not caused by you or your Trusted Individuals. To ensure transparency of our processes, we will post information on our websites when we make changes.
A DMPonline Account that was created when you were still affiliated with an Identity Provider is maintained as is when the institution deactivates your email address, according to the following:
Your DMPonline Account can be deactivated by DMPbelgium:
We will retain your information for as long as your Account is active, or as needed to provide you with our services, including reactivation. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
DMPbelgium provides Websites for an audience of researchers and does not offer services directed to children. Should a child whom we know to be under 16 send personal data to us, we will delete that information immediately. Parents may also contact us (details at https://dmponline.be/about_us) to request removal of any personal data about a minor.
We will review your concerns and will respond to your request within a reasonable timeframe. DMPbelgium reserves the right (but shall not be required) to remove or hide from the Website and its servers any DMP data that violates the privacy, publicity or other rights of any person, is the subject of a dispute, or for any other good cause, including without limitation, in any situation in which DMPbelgium is advised by legal counsel that the retention of such data poses a legal risk to DMPbelgium.
If you are not able to resolve your concerns through DMPbelgium’s internal mechanism, under GDPR, you have the right to lodge a complaint with DPA, the Belgian Supervisory Authority.
We are committed to protecting the Websites and our users from unauthorized access or unauthorized alteration, disclosure or destruction of personal data in the Websites or which we otherwise hold. For example:
Despite these measures, we cannot guarantee that unauthorized persons will not be able to hack our system or otherwise defeat our security measures.
Your access to our services is password protected. To maintain the security of your data (or of information in another person’s DMP that you are authorized to view), please keep your username(s) and password(s) strictly confidential and do not disclose them to anyone. We also recommend that you sign out of your Account at the end of each session. You may also wish to close your browser window when you have finished your work, especially if you share a computer with someone else or are using a computer in a public place. You will be solely responsible for any action, activities, and access to our Websites that were taken through your username and password, and that occurred before you notified us of their loss.
If you have any questions about security on our Websites, please contact DMPbelgium at https://dmponline.be/about_us.
If in our discretion we think that any changes are significant, we will take additional steps to inform you (for example, by posting a notice of changes on our Websites and/or by sending you an email to inform of such changes) prior to the change becoming effective and obtain your consent through an opt-in mechanism (for example, by having you agree to the changes the next time you log onto the Websites or clicking an "I consent" button in an email).