Homes for Ukraine: privacy

Service area covered by this privacy notice

Community Projects and Partnerships

Hart District Council (the Council) provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals, we must make sure that they know what we intend to do with their information and who it may be shared with. 

This information should be read in conjunction with the Council’s overarching Privacy Notice

Purpose of the processing

This Scheme will support Ukrainian people with housing and integration into the community, as well as supporting the people who volunteer to sponsor Ukrainian people and their families.

It must be noted that 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 to the way in which we provide you with the support you need.

Lawful basis for processing personal data

Data protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so. 

Our lawful basis for processing personal information to provide you with support at home services and to meet the requirements of the UK General Data Protection Regulation (UK GDPR) is as follows: 

Personal information

Article 6 (1)(c) - Legal obligation: to comply with our legal obligations in relation to providing housing etc.

Article 6(1)(e) - To perform a task in the public interest or for our official functions to provide the appropriate level of support for each family relocated into the district.

Special category information

Article 9 2(g) - To process special category information such as race, ethnicity, health to fulfil our legal and statutory obligations as detailed above.

Categories of personal data being processed

If you are Ukrainian or a person/family sponsoring a Ukrainian, the types of information the Council holds and processes about you will typically include, but is not limited to:

Ukrainian people

  • name
  • address
  • contact details including telephone number, e-mail 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
  • criminal offence data

Sponsor family

  • name
  • address
  • contact details including telephone number and email address
  • information relating to any safeguarding, security checks and home assessments required for your suitability to provide support
  • bank details to process the monthly thank-you payment

This information is required to ensure that provision is put in place and people are supported appropriately.

Where the service receives your information from

We receive most of this information from you, but we may also get some of this data from:

  • The Home Office (central government)
  • Department for Levelling Up, Housing and Communities (central government)
  • other central government agencies
  • disclosure and baring service providers

Who the data might be shared with

Your information may be shared with staff within the Council and external partners, depending on the support that you require. 

This may include, but is not limited to:   

  • The Home Office
  • The Department for Levelling Up, Housing and Communities
  • other local authorities
  • other central government agencies
  • charities and other voluntary organisations which 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 your information will be kept

The Council will hold your personal data only for the period that is necessary to provide you with the support you need.

Your rights

For information on your data protection rights, including how to make a request, visit our Data protection and access to information webpage.

Contact us

If you would like to talk to our officers within Community Services team, please call 01252 774420 or hdchomesforukraine@hart.gov.uk