Government Resettlement or Asylum Scheme - Privacy Notice

This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use your information for the people who have been arrived in Doncaster through a Government resettlement scheme or the Asylum process and require support. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.

 

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:

Personal Information:
  • Name
  • Address
  • Date of Birth
  • Gender
  • Contact details
  • Financial details
Special Category Personal Information
  • Ethnicity
  • Biometric Residence Permit/eVisa/Passport details
  • Medical Information

How do we collect information about you?

We collect your information from you directly as part of the initial assessment process and regular updates, and from Government departments including, but not exclusively
  • the Home Office
  • the Ministry of Defence
  • the Ministry of Housing
  • Communities & Local Government and;
  • the Department of Work & Pensions
Locally we will also collect information from:
  • Migration Yorkshire
  • Yorkshire & Humber’s strategic migration partnership, and
  • the Refugee Council who the Council commissions to provide support to clients.

How will your information be used?

Your information might be used to access funding to assist in providing support services for new refugees to access accommodation, education, and health services etc.

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Collating and copying the following to access funding for refugee support:

Name

Address

DoB

NI Number

Gender

Contact Details

Financial Details

Any additional ID documents

Tenancy Agreements (where appropriate)

Collection of demographic details to assist refugee integration

1(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

(c) the exercise of a function conferred on a person by an enactment or rule of law,

 • Immigration and Asylum Act 1999

 

Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

Collating and copying the following to access funding for refugee support:

Ethnic Origin

Medical Information

Biometric Residence Permit/eVisa/Passport details

Any additional ID documents

(2)(b) processing is necessary for social protection law.

2(i) Public health (with a basis in law)

Part 1 of schedule 1

• Immigration and Asylum Act 1999 

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.

For funding matters or to ensure that you receive the appropriate support, we may need to share your information with Government Departments including, but not exclusively:
  • the Home Office;
  • the Ministry of Defence;
  • the Ministry of Housing, Communities & Local Government;
  • the Department of Work & Pensions.
  • Migration Yorkshire; and
  • The Refugee Council.
In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity

  

Personal Data

8 years for audit purposes from the initial assessment interview

Special Category

8 years for audit purposes from the initial assessment interview

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

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Last updated: 22 July 2025 15:04:10

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