Homes for Ukraine Scheme Privacy Notice (Sponsors)
Southampton City Council (SCC) collects, processes and stores personal information about you in order to provide this service. This privacy notice tells you what to expect when SCC collects personal information about you.
This notice should be read in conjunction with our global privacy notice and when appropriate, we will provide a “just in time” notice to cover any additional processing activities not mentioned in this notice.
In this notice
- How we get your information
- What personal data we process and why
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Do we use any data processors
- Transfers of personal data
- Automated decision making
How we get your information
We get information about you from the following sources:
- Directly from you
- From other service areas within Southampton City Council
- From third parties, such as the Home Office other Local Authorities
What personal data we process and why
The information we process about you will fall within the following categories:
- Personal details, including any information that identifies the data subject and their personal characteristics
- Personal details issued as an identifier (e.g. date of birth) such as required to undertake an Enhanced DBS check specifically for the Southampton Homes For Ukraine Scheme
- Family, lifestyle and social circumstances – for example information about your household and who lives with you.
- Financial details – to enable us to make Thank You Payments
Information relating to your health and wellbeing and other special category data
In order to meet our statutory and legal obligations in respect of this services, we may also need to process sensitive, or “special category” personal data about you, which could include data related to:
- Criminal record – only relating to the requirement to undertake an Enhanced DBS check
- Criminal proceedings – only relating to the requirement to undertake and Enhanced DBS check
Lawful basis for processing your personal data
Depending on the service, we rely on the following lawful basis for processing your personal data under the UK GDPR:
- Article 6(1)(e) for the performance of our public task.
Special category data
Where the information we process is special category data, for example your health data, the additional bases for processing that we rely on are:
- Article 9(2)(g) for reasons of substantial public interest
In addition, we rely on processing conditions at Schedule 1 of the Data Protection Act 2018 (DPA2018). This relates to the processing of special category data for:
- Statutory etc. and government purposes (Part 2)
Our Policy on Processing Special Category Data provides further information about this processing.
How long we keep your personal data
In accordance with our retention schedule, we keep our records in respect of this service from when the visa application is made until the person leaves the scheme (up to 3 years) and then + 6 years.
Data sharing
In performing this service, it may be necessary for us to share some of your personal data with external organisations or internal departments. We may share information with the following types of organisations:
- Central Government Departments
- Commissioned Providers
- Other Local Authorities
- Voluntary and Charitable Organisations
In some circumstances, such as under a court order, we are legally obliged to share information, and we may also share information with the Police and other enforcement agencies for the purposes of the prevention, investigation, detection, or prosecution of criminal offences.
We may also share information internally, in order to verify or confirm your personal details, to ensure our records are accurate and up-to-date. Data held by this service will only be used by other internal departments or services when we are satisfied there is a lawful basis for doing so, and that is it fair.
Do we use any data processors?
Data processors are third parties who provide certain parts of our services for us. We have contracts in place with them and they cannot do anything with your personal information unless we have instructed them to do so. Our current data processors for this service are listed below.
| Data processor | Purpose | Privacy notice |
|---|---|---|
| Citizens Advice Southampton including the City Life Church | To provide 'Wraparound Support' to guests under the Homes for Ukraine Scheme | Citizens Advice Southampton privacy policy |
| Matrix Security Watchdog | To enable the DBS check to be undertaken | Security Watchdog privacy policy |
Transfers of personal data
No data is transferred overseas as part of this service.
Automated decision making
No automated decision making takes place as part of this service.
