Homes for Ukraine - Privacy notice
Why the council needs your information and how the council uses it
The Homes for Ukraine scheme will support Ukrainian people with housing, education, health and integration into the community. It also supports volunteers to sponsor Ukrainian people and their families.
During this time councils have to quickly change the way in which they are working to continue to provide you with the support and services you need. We will always follow advice and guidance from the UK Government when making any changes.
We will use the information you provide to:
- facilitate the Homes for Ukraine sponsorship scheme within Slough
- undertake assessments to establish what support we can put in place for you and your family
- assess the sponsor household
- keep a record of the support that we will be providing to you
- undertake regular reviews to establish whether the programme is working for you, or whether we need to change anything to help you
- develop post arrival support plans involving organisations such as health and support services
- assess the quality of our services and evaluate and improve our policies and procedures and in other ways compatible with the above.
What is the legal process for collecting and processing this data
We have legal grounds under the GDPR to process this information because it is necessary.
- For the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller (Immigration and Asylum Act 1999).
- To exercise a function of the Crown, a Minister of the Crown or a government department.
We have legal grounds to process (including share) special category data and criminal convictions data because it is necessary.
- For the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller (Immigration and Asylum Act 1999).
- To exercise a function of the Crown, a Minister of the Crown or a government department.
What type of information is collected
We will process the following information:
- name
- address
- contact details including telephone number, email address
- date of birth
- visa / passport information
- family members information, including any children
- disability and health information
- ethnicity
- information relating to any safeguarding concerns
- religion.
We receive most of this information from you, but we may also get some of this data from:
- Home Office (central government)
- Department for Levelling Up, Housing and Communities (central government)
- other central government agencies
- Disclosure and Baring Service providers.
Profiling
Profiling means any form of automated processing of personal data. It includes the use of personal data to evaluate certain personal aspects related to a natural person to analyse or predict:
- performance at work
- economic situation
- health
- personal preferences
- interests
- reliability and behaviour
- location or movements.
Who your information may be shared with (internally and externally)
We may need to share your information with:
- Home Office
- Department for Levelling Up, Housing and Communities
- other council services
- other local authorities, including district councils
- other central government agencies
- charities and other voluntary organisations who may be able to provide services to you.
Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.
Your personal information may also be given to third parties contracted by the council to provide a service to the council. These service providers are known as data processors and have a legal obligation under the UK General Data Protection Regulation (UK GDPR) and to the Council to look after your personal information and only use it for providing that service.
How long the council keeps your information (retention period)
Your personal information will be securely deleted and destroyed within three years from the closure of the Homes for Ukraine sponsorship scheme, unless the Department for Levelling Up Housing and Communities and/or the Home Office identifies that information should be securely deleted and destroyed before then.
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.
You can contact the Data Protection Officer if:
- you wish to see a copy of your records
- you have any worries or questions about how your personal information.
Email the Data Protection Officer at DataProtectionOfficer@slough.gov.uk or call 01753 475111. You are entitled to receive a copy of your records free of charge, within a month. In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person. The accuracy of your information is important to us to be able to provide relevant services more quickly. The council is working to make our record keeping more efficient.
Please email us at ukraine@slough.gov.uk if:
- you change your address or email address
- any of your circumstances change
- any of the other information the council holds is inaccurate or out of date,
- have any questions or concerns.
Further information
If you have any worries or questions about how your personal information is handled, please contact our Data Protection Officer at DataProtectionOfficer@slough.gov.uk or by calling 01753 475111. You can also complain to the Information Commissioner.
The council reserves the right to update this privacy notice from time to time by publishing a new version.