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Homes for Ukraine sponsorship scheme privacy notice

Who do you keep information about?

We keep information about sponsors, recommended sponsors, individuals living in the same household as a sponsor or a recommended sponsor and applicants from Ukraine.

Why do you keep information about me?

We keep this information to enables the Council to deliver the Homes for Ukraine Sponsorship Scheme.

The lawful basis we are relying on to process this personal data is:

UK GDPR Article 6(1)(e) – the processing 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.

The law underpinning this processing is the Immigration and Asylum Act 1999, Section 20.

Special category data is not intended to be shared between the Parties. However, should it be necessary to process special category data in relation to the scheme the Council will rely on:

UK GDPR Article 9(2)(g) – processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Who can see my information?

Your personal data will be limited to specific members of the of the Ukrainian Refugee Operational Group i.e. only those who need to see it. This will include the Housing Team Leader, Management Services.

We will also share your information sponsors living in Darlington, applicants from Ukraine, the Department for Levelling Up, Housing and Communities (DLUHC), the Home Office and the Disclosure and Barring (DBS) Service.

How do you store the information you keep about me?

Your information will be stored securely on Microsoft’s Azure Servers.

How long do you keep information about me?

2 years of the closure of the scheme unless DLUHC and the Home Office identifies that its continued retention is unnecessary before that point.

This information is destroyed securely when we no longer need it.

How did the Council get my personal data?

We got your personal data from you, your representative, the Department for Levelling Up, Housing and Communities (DLUHC), the Home Office or the Disclosure and Barring (DBS) Service.

In cases where your personal data was obtained from a source other than yourself or your representative, we will inform you of the origin of the information within 1 month, unless that information is being used to contact you, in which case, that information should be provided to you at the latest, upon first communication with you.

However, it is not necessary to provide that information in cases where you already possess the information, where recording or disclosure is expressly laid down in law or where provision of the information proves impossible or would involve disproportionate effort.

What sort of information do you keep?

We may use the following information about you to make sure that we provide you with the right service, advice or support.

We will only use the minimum amount of information necessary to do so and will take every reasonable step to ensure the information is accurate.

Sponsor data

  • Name/alias
  • Address
  • Date of Birth
  • Email address
  • Telephone / mobile number
  • Details of property (number of bedrooms etc.)
  • Safeguarding checks outcomes/flags
  • Immigration status of the Sponsor

Above details on individuals living in the same household as the sponsor (or a recommended sponsor)

Above details on individuals recommended as a sponsor by another data subject providing an offer of help via DLUHC.

Applicant data

  • Name
  • Age
  • Sex
  • Email address
  • Telephone number
  • Potential Family members
  • Passport number (and related details)
  • Address Main applicant will be staying at if not with the Sponsor


Special category personal data

No Special category personal data is intended to be collected/shared

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