Homes For Ukraine Privacy Notice

Service description

This privacy notice explains how Ashford Borough Council personal data in response to “Homes for Ukraine”.  Within this privacy notice the term ‘Sponsor’ refers to people offering the use of accommodation and ‘Guest’ refers to people accessing these arrangements.

We will have received your information from Kent County Council, the Department for Levelling Up, Housing and Communities and the Home Office.

Processing activity

The purposes for which your data will be used:

  • Maintain a list of Sponsors,
  • Check the accommodation offered by Sponsors,
  • Check the suitability of accommodation in relation to Guests,
  • Support Guests to access services in the UK including the ‘Homes for Ukraine’ scheme.

Information requirements

Depending on the service you are using this information may include:

  • Sponsor’s name, home address, postcode, age, gender, phone number and email address,
  • Details from a DBS check or enhanced DBS check
  • The address of any accommodation offered for the use of Guests,
  • Guest’s name, age, gender, health information, vulnerability.

Lawful bases

Our lawful bases for processing your personal information are:

  • Processing information to check housing arrangements between Sponsors and Guests is based on the request of the UK Government and powers provided by the Localism Act 2011 s1 which provides the following lawful basis:
    • Public Task (UK GDPR A6(1)(e)) as supplemented by DPA2018 s8(c),
    • For Special Category Data per UK GDPR A9(1) Substantial Public Interest (A9(2)(g)) as supplemented by DPA2018 s10(3) and Schedule 1 Part 2 Para 6(2)(a) and (b),
    • For Criminal Records Data per UK GDPR A10 as supplemented by DPA2018 s11(2) Substantial Public Interest per DPA2018 s10(5) and Schedule 1 Part 2 Para 6(2)(a) and (b).
  • Sharing information with the Secretary for State is based on Immigration and Asylum Act 1999 s20 which provides the following lawful basis:
    • Public Task (UK GDPR A6(1)(e)) as supplemented by DPA2018 s8(c) and (d),
    • For Special Category Data per UK GDPR A9(1) Substantial Public Interest (A9(2)(g)) as supplemented by DPA2018 s10(3) and Schedule 1 Part 2 Para 6(2)(a) and (b),
    • For Criminal Records Data per UK GDPR A10 as supplemented by DPA2018 s11(2) Substantial Public Interest per DPA2018 s10(5) and Schedule 1 Part 2 Para 6(2)(a) and (b).

Your rights

Your rights depend on the lawful basis we are relying on.  More information is available for our data protection pages.

Data sharing

Your information may be shared with our Council Tax team, to ensure the continued correct allocations of any council tax discounts.

If somebody moves in with you under the Ukraine Family Scheme. They will be included as part of your household. Any Council Tax discounts or Council Tax reductions may be affected.

If somebody moves in with you under the Ukraine Sponsorship Scheme (Homes for Ukraine). This will not have any effect on your Council Tax discounts or reductions. However, we will make a note on our records.

We may share data with the following:

  • Kent County Council, who are helping provide this scheme,
  • Central Government,
  • Emergency services,
  • NHS agencies,
  • Healthcare organisations,
  • Utility companies.

Please refer to the Kent & Medway Information Agreement for further details on our sharing arrangements.

Retention

We keep your personal information for the minimum period necessary. The information outlined in this Privacy Notice will be in accordance with our Retention Policy.  All information will be held securely and disposed of confidentially.

We may update this policy from time to time by republishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

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