Last updated‍ ‍21 September 2026

1. Purpose

Registered users of Ocean Data Platform (ODP) can upload data, share it with other users, and request publication in the public catalog. This policy describes the requirements for publication, the responsibilities of data providers, and HUB Ocean’s role in reviewing datasets.

The aim is to make published datasets discoverable, understandable, and usable, with clear information about their source and conditions of use.

HUB Ocean’s review checks a dataset against these requirements. It is not a guarantee of the dataset’s legality, ownership, accuracy, or fitness for a particular purpose, and does not transfer the provider’s responsibilities to HUB Ocean. Publication is governed by HUB Ocean’s Terms of Use, which set out those responsibilities and the applicable limitations of liability.

2. Why publish to the ODP catalog?

ODP is a collaborative platform for ocean data. Publishing makes datasets discoverable alongside data from a wide range of sources, enabling others to find and use them in their own work.

Clear metadata helps users understand what a dataset contains, where it comes from, how they may use it, and how to acknowledge its source.

3. What publishing means on ODP

Registered users can share data in three ways:

• With named users, as viewers, editors, or admins.

• With all registered users through link sharing, without listing it in the catalog.

• By publishing it in the public catalog.

Publishing adds the dataset to the catalog, making it discoverable and searchable to anyone. Publication does not itself alter the dataset’s files or tables. Use of the data remains subject to its applicable licence and the Terms of Use.

4. Who can contribute to the catalog?

Any registered user can request publication, alongside the datasets HUB Ocean publishes and maintains itself.

The same publication requirements apply to community contributions and datasets published by HUB Ocean.

5. Responsibilities of data providers

Before requesting publication, confirm that you have the right to make the data available on ODP and that the metadata accurately represents the dataset.

You do not need to be the original creator. You may republish data where its applicable terms permit this, provided you preserve any required attribution, notices, and conditions of use.

Required metadata

Every dataset must include:

• Provider: the name of the person or organisation supplying the data. Where data is republished, its original source should also be clear.

• Licence: an explicit declaration of the terms under which the dataset may be used. These terms must accurately reflect the rights you can grant.

• Citation: a recommended citation or explicit citation instructions so users can acknowledge the dataset and its source. A DOI is encouraged where available.

Required information must be meaningful. Empty fields and placeholders do not satisfy these requirements.

Metadata that supports understanding and use

Datasets should have a clear title and a description that explains what they contain, how the data was collected or produced, and any important limitations.

Providers are also encouraged to include:

• Geographic coverage for geographically located data.

• Temporal coverage where the data represents observations, events, or conditions over time.

• Descriptions of table columns, including units or references to relevant definitions where useful.

• Provider background, website, and contact information.

• Supporting documentation, methods, and other relevant context.

These are recommended improvements rather than universal publication requirements. Their relevance depends on the dataset. Coverage should describe the data itself, rather than when the catalog record was created or updated.

After publication

Providers remain responsible for their datasets. They should keep metadata current when the data, attribution, or usage terms change, and notify HUB Ocean of material errors or concerns about continued publication.

For guidance on entering metadata, licences, and citations, see the Add Data guide.

6. HUB Ocean’s role

When a user requests publication, HUB Ocean’s review team checks the dataset against this policy and may contact the provider for clarification or improvements.

The review distinguishes between:

• Missing or unclear required metadata that must be resolved before publication.

• Recommended improvements that would make the dataset easier to understand and use.

• Information that requires clarification or cannot be assessed from the available evidence.

HUB Ocean may use automated checks to support this process. These checks can identify missing fields, basic formatting problems, and potential inconsistencies. They do not establish ownership, legal permission, scientific accuracy, or suitability for a particular use. Publication decisions remain with the review team.

If the requirements are met, the dataset may be published. Otherwise, the provider is asked to make changes and resubmit the publication request. Passing metadata checks does not override other requirements in the Terms of Use.

HUB Ocean may also review datasets already in the catalog. Identified gaps will be recorded and prioritised for follow-up, with missing or unclear licence declarations receiving particular attention. Any decision affecting continued publication will be reviewed by HUB Ocean in accordance with the Terms of Use.

7. Questions

For questions about publication or help improving your dataset’s metadata, contact the HUB Ocean catalog team at info@oceandata.earth.

A member of the team will respond and provide a named contact for any follow-up.

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