Homes for Ukraine visa sponsorship scheme privacy notice
This notice explains how we use and protect your personal information for the Homes for Ukraine Visa Sponsorship Scheme. You should also read the Council’s main privacy notice on our website and the Home Office privacy notice
Why we collect data
Staffordshire County Council is working with other organisations to help people fleeing the war in Ukraine find safe homes. We use your personal information to make sure safety checks are done for both guests and hosts. We may also contact you about things linked to the scheme.
We follow the law, including the Data Protection Act 2018 and GDPR, to keep your information safe and use it fairly.
We may collect information from you or from other organisations if needed to provide services or meet legal duties.
The lawful basis for doing this is:
- Article 6(1)(e) of the UK GDPR – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
Where it is necessary to process special categories of personal data, this will be processed under:
- Article 9(2)(g) of the UK GDPR – processing is necessary for reasons of substantial public interest.
What personal information do we collect?
Host data
- Name, address, date of birth
- Email and phone number
- Details about your home (like number of bedrooms)
- Results of safety checks
- Immigration status
- Same details for people living with you or recommended as hosts
- Copies of letters or emails about the scheme
Guest data
- Name, age, date of birth, sex
- Email and phone number
- Nationality and passport details
- Family details
- Address where you will stay if not with the host
How we use your personal data
We use your information to:
- Do safety checks (before and after arrival)
- Check homes and addresses
- Carry out DBS checks
- Understand what hosts and guests need
- Keep records up to date
- Contact you if needed
- Get your feedback
- Meet legal duties
If you do not give us the information we need, we may not be able to provide the service.
How your data will be shared
Sometimes we need to share your information with other organisations, but only the minimum needed. They must keep it safe and only use it for their work.
We may share with:
- Council services (like safeguarding)
- Local district and borough councils
- Department for Levelling Up, Housing and Communities
- DBS and Home Office for checks
- Health services
- Education and housing services
- Voluntary groups helping hosts and guests
- English language learning providers (if requested)
We never share your information for marketing, selling things, or business use unless you say yes.
How long will we keep this information for?
We will delete your information within 2 years after the scheme ends, unless the Department for Levelling Up or the Home Office says we can delete it sooner.
Your rights and how to contact us
Other information
See details of your Information Rights.
Further details of how we protect your information
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you, or if you have a complaint about privacy or misuse of data.
For details, please contact the data protection officer DPO@staffordshire.gov.uk
Post to:
Data Protection Officer
Information Governance Unit
Staffordshire County Council
1 Staffordshire Place
Stafford
ST16 2LP
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
