Homes for Ukraine Doncaster - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the purpose of the Homes for Ukraine Scheme, set up by the UK Government. It covers the processing of personal data for both guests and applicants for this scheme, and any other associated schemes related to providing assistance to Ukrainian refugees in the short, medium, and long term.

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 personal information:

• Full name
• Gender
• Address
• Contact details including telephone number, email address
• Date of birth
• Visa / passport information
• Arrival/Transport details
• Family members information, including any children

Additionally we use the following special category information:

• Disability and health information
• Ethnicity
• Information relating to any safeguarding concerns
• Religion

We also may collect the following information from you to help us provide you with the services you need

• Family Composition including health, disabilities, and welfare issues
• Employment history, qualifications, and experience
• English language level and progress

How do we collect information about you?

We may collect your information from you directly by using the following methods of Communication:

• Phone call
• E-mail
• In person
• Online form

If you are not the applicant, we may also collect your information as part of the application process, from your family members.

How will your information be used?

Your information might be used to:

• To safeguard vulnerable adults, children and young people;
• To carry out safety checks and suitability assessments;
• Welfare support including the provision of initial essentials to the guest
• To assist in gaining access to services such as Education, Health and Employment support
• To manage local authority performance;
• To administer and allocate funding;
• To identify and encourage good practice.

The Legal Basis for using your information

The legal basis we rely on for processing your personal data is:

Article 6(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

And to process your special category information we additionally rely on:

Article 9(2)(g) processing is necessary for reasons of substantial public interest.

These legal bases are underpinned by acts of legislation that set out functions and duties of local authorities relevant to this processing. This includes, but may not be limited to:

• Immigration and Asylum Act 1999
• Welfare Reform and Work Act 2016
• Children and Families Act 2014
• Children and Social Work Act 2017
• Children Act 1989
• Safeguarding Vulnerable Groups Act 2006
• Health and Social Care Act 2012

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 matters in relation to the Homes for Ukraine Scheme we may need to share your information with:

• Other services within Doncaster Metropolitan Borough Council.
• The Home Office;
• The Department for Levelling Up, Housing and Communities.
• Other Central Government agencies;
• Other local authorities, including District Councils (should there be a need for re-matching / moving sponsors);
• Other partners such as health and police
• Charities and other voluntary organisations who may be able to provide services to you.

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 timescales for each activity:

Activity Time information kept for
Application and data processes                                            Length of Scheme plus 1 year                                                

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 


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:


Telephone: 0303 123 1113

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



Last updated: 01 June 2022 12:13:25

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