Homes for Ukraine: Privacy Notice

Homes for Ukraine: Privacy Notice

In administering Central Government’s Homes for Ukraine Scheme, the Council processes information relating to those residents who are sponsoring guests from Ukraine. These residents are referred to as ‘Sponsors’ throughout this notice.

The Council also processes information relating to people arriving from Ukraine. They are referred to as ‘Guests’ throughout this notice.

The Council is committed to being transparent about how it collects and uses that data, and to meeting its obligation under the General Data Protection Regulations

 

The type of personal information we collect

We process the following information for Sponsors of the Scheme:

  • Name, address, date of birth, marital/partner status, family members, and contact details such as your phone number and email address.
  • Identification documents in the application to the Disclosure and Barring Service
  • Identification documents relating to your immigration status in the application to the Disclosure and Barring Service
  • Information relating to any safeguarding, security checks and home assessments required for your suitability to provide support
  • Bank details for the purpose of making ‘Thank You’ payments under the Scheme
  • Criminal allegations, convictions, or offences

We process the following information for Guests of the Scheme:

  • Name, address, date of birth, and contact details such as your phone number and email address, and family member information, including any children/minors arriving in the UK
  • Identification documents, inclusive of photographic images and relevant passport numbers, that confirm the immigration status of Guests
  • Ethnicity / Race
  • Disability/medical/health information
  • Information relating to any safeguarding concerns

 

How we get the personal information and why we have it

The personal information we receive, store and process are provided to us by the following sources:

  • Surrey County Council
  • Department of Levelling Up, Housing and Communities – UK Government
  • Local Authorities
  • Community and voluntary sector organisations
  • The Disclosure and Barring Service
  • Sponsors and Guests

We process information for Sponsors so we can provide the following:

  • Conduct the mandatory checks for sponsorship, and under-take processes as required as part of the Government Scheme; this includes pre-and post-arrival checks
  • Make applications to the Disclosure and Baring Service
  • Make ‘Thank You’ payments to Sponsors under the Government Scheme
  • Work with community organisations in the delivery of support to Sponsors.
  • Respond appropriately to any queries or concerns about sponsorship arrangements

We process information for Guests so we can provide the following:

  • Conduct the mandatory checks for sponsorship, and under-taken processes as required as part of the Government Scheme
  • The £200 welcome card to all Guests arriving in the Borough.
  • Work with partners in the delivery of home visits, support, and community initiatives
  • Respond appropriately to housing needs and under-take the process for re-matching to a new Sponsor if required
  • Respond appropriately to any concerns about the sponsorship arrangements

 

We may share this information with:

  • Surrey County Council
  • Department of Levelling Up, Housing and Communities – UK Government
  • Community and voluntary sector organisations; subject to consent or whereby the Council can rely upon a formalised Data Sharing Agreement
  • Local Authorities
  • Police
  • Internal Council departments (Housing, Finance and Revenues)
  • With other hosts for the purpose of re-matching and subject to consent
  • Any other organisation as identified that can meet your support need

 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are subject to Article 6 of UK GDPR:

  1. Public Interest:

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.

Where checks require the processing of special category data, this processing is necessary for reasons of substantial public interest. We have a statutory duty to respond, act, and report to the appropriate services, any concerns about your health and wellbeing that may your or others harm. Where safe to do so, we shall endeavor to inform you of our actions

The processing of Special Category Data is also required under Section 20 of the Immigration and Asylum Act 1999, and subject to UK GDPR Article 9(2)(g)

  1. Your consent:

The Council may seek your consent to make enquiries or on-ward referrals on your behalf, in relation to activities that fall outside of the public interest.

You can withdraw consent at any time and ask for us to stop processing information that relies upon this legal basis.

You can do this by contacting: homesforukraine@epsom-ewell.gov.uk

  1. Legal obligation:

The Council has a statutory duty to perform its duties and adhere to the following legislation:

Immigration and Asylum Act 1999

Welfare Reform and Work Act 2016

Children and Families Act 2014

Children and Social Work Act 2017

Children Act 1989

Safeguarding Vulnerable Groups Act 2006

Health and Social Care Act 2012

 

How long does the Council store your personal information?

Your information is securely stored on the Council’s electronic systems

We keep your personal information provided by any source, along with any associated case notes and correspondence, for a period of 2-years after the closure of the scheme, as per the Memorandum of Understanding (published by the Department of Levelling Up, Housing and Communities)

Please be advised of the following exceptions to data retention. This is in-line with the Councils retention policy:  

Bank details will be deleted upon a Sponsor’s leaving the scheme; however, we will retain records of payments made to a Sponsor for a period of 6-years.

We will retain information that relates to actions taken to safeguard an adult for a period of up-to 10-years, and for a minor for a period of up-to 35-years

Retention periods will be reviewed in-line with any changes to the Homes for Ukraine Scheme introduced by Central Government and subject to any review of the Memorandum of Understanding

Your rights:

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request.
  • require the organisation to change incorrect or incomplete data.
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

Please contact us at: DPO@epsom-ewell.gov.uk In connection with any of the rights listed above

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

Homesforukraine@epsom-ewell.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk