Website and telephone payments Sunday 19 May
Our website and telephone payment systems are unavailable between 9am and 2pm on Sunday 19 May. You will not be able to pay for any council services on our website or over the phone during this time.
This privacy notice is designed to help you understand how and why we process your personal data for the purpose of delivering the homes for Ukraine sponsorship scheme and the common objective of providing homes to those fleeing the war in Ukraine.
This notice should be read in conjunction with our corporate privacy notice and the privacy notice produced by the Department for Levelling Up, Housing and Communities (DLUHC) and Home Office.
We are a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation. We will receive, from the Department for Levelling Up, Housing and Communities, details of North Yorkshire residents and organisations who have applied to become a sponsor through the Homes for Ukraine scheme and details of the individuals and/or families they intend to host. The data received will be used to conduct suitability checks and facilitate payments associated with the scheme.
We have appointed Veritau to be our data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
For sponsors, and any other individual’s residing in the sponsor’s household, we may collect and process the following types of personal data:
In addition, we will also collect the following special category information from sponsors and any other individuals (aged 16 or over) who reside in the sponsor’s household:
For applicants seeking refuge, we will collect and process the following types of personal data:
We will also collect the following special category data from applicants:
For organisations and non-governmental organisations, we will collect and process the following types of data:
Your personal data will be used to conduct a range of suitability checks and to facilitate the administration of payments associated with the Homes for Ukraine scheme.
We will use the personal data obtained to undertake the following checks:
We will also:
We will receive some information directly from you or your paired sponsor/lead-guest as part of your application, but we will also obtain some of this data from other trusted partners of the scheme, including:
In addition, information will be obtained via in person assessments (home visits) undertaken by our social care workers and our officers. During home visits workers will meet with sponsors and/or their Ukrainian guests and they will also examine the property in which the guest will reside. Any relevant details which relate to the suitability of the property and or the suitability of the sponsor and applicant pairing may be recorded and retained. This assessment will form part of the eligibility assessment. In addition, welfare checks may be conducted following the arrival of the guests to the property.
If necessary, we may share your information with the following organisations:
In addition, if any notable safeguarding concerns are raised during the course of an application we may need to share data with our internal safeguarding services and/or North Yorkshire Police.
Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the required purpose will be shared.
Your personal information may also be shared with third parties contracted by ourselves to provide a service to or behalf of the ourselves. These service providers are known as data processors and they have a legal obligation under General Data Protection Regulation and to ourselves to look after your personal information and only use it for providing that service. In particular, we have entered into a contract with:
Data held |
Retention period |
---|---|
All personal information relating to sponsors and applicants. |
Your personal information will be securely deleted and destroyed within two years of the closure of the ‘Homes for Ukraine’ sponsorship scheme. Unless the Department for Levelling Up, Housing and Communities and/or the Home Office identifies that the requirement to retain the data has ended sooner than expected. |
We rely on the following lawful basis to process your personal data:
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
DPA 2018, part 2, chapter 2, section 8 (d) - the exercise of a function of the crown, a minister of the crown or a government department.
Should special category data processing occur, the legal basis that we will use to process this data is:
For the processing of this special category data and of criminal offence data, the processing meets Schedule 1, Part 1 of the Data Protection Act 2018 as below:
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.