This privacy notice explains how the Vale of Glamorgan Council (as a Data Controller) will collect, use and protect personal data specifically with regards to the Homes for Ukraine Sponsorship Scheme.
In order to provide support to Ukrainian citizens fleeing the conflict in Ukraine, the Vale of Glamorgan Council and our local public sector partners will be processing the personal identifiable data of people fleeing the war in Ukraine as well as those who are sponsoring them to come to the UK.
The data will be collected from multiple sources, including UK Government departments, and directly from individuals. We will only collect the information that is necessary to support Ukrainian citizens being sponsored to come to the Vale of Glamorgan either by Welsh Government or by other individuals and organisations in the UK.
The Vale of Glamorgan Council will be the data controller for the personal data it collects, and any personal data which is shared with us by UK Government departments and Welsh Government.
We will process this data in pursuance of our public task and the official authority vested in us. Where the information amounts to special category data, we will process it in the substantial public interest of protecting vulnerable people.
The data will be processed to support Ukrainian citizens during the arrival process and for the duration of any sponsorship arrangements in the Vale of Glamorgan. The data will also be used to assess the suitability of and support hosts under the Homes for Ukraine Scheme.
We will only share personal data insofar as it is necessary to support Ukrainian citizens, hosts under the Homes for Ukraine Scheme or where we are required to by law. This may include sharing information with Education, the NHS and third parties when required.
Personal data provided to the Vale of Glamorgan Council is stored on secure servers.
Personal, identifiable data shared with our public sector and other partners will only be transferred using accredited secure data transfer systems. Only data absolutely necessary for the delivery of support to Ukrainian citizens will be shared.
Personal identifiable data held by the Vale of Glamorgan Council will be retained for the duration of the sponsorship scheme, and for a period of at least six months afterwards. Data may be retained for longer periods, including by our public sector partners, where there is a statutory obligation or ongoing requirement to do so. The data will be securely destroyed once it is determined that it is no longer required.
The Council already holds data on sponsors and those who have received a visa under the Homes for Ukraine Sponsorship Scheme, who are due to reside within our area.
We may, in this current crisis, need to ask you for personal data including sensitive personal data that you have not already supplied - for example, your age or if you have any underlying illnesses or are vulnerable. This is so the Council can assist you and ensure that you receive the support you need to live in the community.
You can view the Council’s main Privacy Notice which contains more information on how we collect, use and protect personal data generally, as well as your rights as a data subject.
Sponsors and arriving Ukrainian nationals
Personal data is being collected to assess and provide support to adults, children and young people arriving in the Vale of Glamorgan who may need support and assistance from Council services.
Assess and provide support for staff
Personal data is being collected to enable the Council to identify any necessary support for families or individuals arriving under the Homes for Ukraine scheme.
What is the legal basis for our use of your personal information?
Most of the personal information we process is provided to us directly by you, under the UK General Data Protection Regulation (UK GDPR).
The lawful bases we rely on for collecting and using your personal information are:
- UK GDPR Article 6 (d) we need to protect your vital interests
- UK GDPR Article 6 (e) we need it to perform a public task
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
- You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Who to contact if you have concerns about how your data is being processed
You can contact the Vale of Glamorgan’s Council’s Data Protection Team or directly contact the Vale of Glamorgan’s Council's Data Protection Officer:
By post: Data Protection Officer, Civic Offices, Holton Road, Barry, CF63 4RU
You also have the right to complain to the Information Commissioner’s Office using the following details:
By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0330 414 6421
Further advice and guidance from the ICO on this issue can be found on the ICO Website.