Homes for Ukraine Visa Sponsorship Program: Privacy Notice

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The Department for Leveling Up, Housing and Communities (DLUHC) and the Ministry of Interior are the data controllers for the Homes for Ukraine visa sponsorship program.

The purpose of this privacy statement is to let you know how DLUHC and the Ministry of Interior will process your personal data for their common purposes to support the sponsorship program and the common goal of providing a home to people fleeing the war in Ukraine fulfill. You have rights in relation to how your data is collected and used for this purpose. We inform you here what these rights are and how you can exercise them.

DLUHC and Home Office are committed to protecting the privacy and security of your personal information. As the two departments continue to have different legal responsibilities and accountabilities, we may, where appropriate, publish separate privacy notices that further explain how your personal information will be used for their respective purposes.

Read more details about how the Home Office uses your personal information, including your privacy rights: Borders, Immigration and Citizenship: Privacy Information Notice.

DLUHC – General Data Protection Charter.

We may only use, collect and share personal information where we have an appropriate legal basis to do so. We collect and process personal data only to fulfill our legal and official tasks. We only use personal data where permitted by law and where necessary and proportionate.

DLUHC and Home Office each have an appointed Data Protection Officer (DPO) to ensure that the departments comply with their legal obligations when processing personal data. You can contact either data protection officer or both:

DLUHC [email protected] or in writing to: Data Protection Officer, Department for Leveling Up, Housing and Communities, 2 Marsham Street, London SW1P 4DF.

Home Office [email protected], or in writing to the following address: Data Protection Officer, Home Office, 2 Marsham Street, London, SW1P4DF.

What personal data we collect and why

Your personal information will be collected and used to provide the Homes for Ukraine visa sponsorship program to match potential sponsors with visa applicants and to provide applicants with suitable accommodation. We may also use your personal information to contact you about related matters.

We collect your name, address, contact details (including email) and property details. We may also need to collect and use personal information about others, e.g. B. Your household members or others living in your property or someone you have nominated as a sponsor.

Organizations and Non-Governmental Organizations (NGOs)

We collect your name, business email address, other contact information (including address) and details of accommodation offers that you submit. Insofar as you may have to provide personal data of others in connection with your offer, we will also process this.

We may also collect certain technical information, such as your IP address, to administer the delivery of our sponsorship application portal.

How we use your personal information

DLUHC collects accommodation offers from individual sponsors and organizations that you submit to the program through our portal at gov.uk. and has overall responsibility for compiling, maintaining and managing the central data repository required to collect information about accommodation offers, sponsors and refugees from Ukraine in order to enable matching.

The Home Office is responsible for processing visa applications for the purposes of the program and will do so under its Privacy Policy on Borders, Immigration and Citizenship. The data on visa approval or rejection by the Ministry of the Interior is transmitted to the data archive managed by DLUHC.

The Home Office may also process the data you provide for the necessary verification of sponsors as part of the matching process, which may include verification against Police National Computer records and related security checks.

Both DLUHC and the Home Office will use the data we collect and use separately to enable appropriate and secure matching of sponsors and offers of help from organizations with visa-free applicants.

Legal basis for processing the data

We use the following legal basis under UK GDPR to process personal data:

  • Article 6(1)(e) of the UK GDPR – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority

We may also process special categories of personal data, which may include information about political opinions, health, sexual orientation, religious beliefs and biometric data. Where we do this is our legal basis

  • Article 9(2)(g) of the UK GDPR – the processing is necessary for reasons of substantial public interest.

Who we share the data with

DLUHC and the Home Office may share your information with other external parties working to match potential sponsors with applicants for the program and who may provide matching services in addition to DLUHC. These currently include:

  • English local authorities to enable them to move forward with local institutionalization where a suitable match has been found;
  • the UK (Scotland, Wales and Northern Ireland) Devolved Assemblies for the purpose of acting as “super sponsors” for visa applicants;
  • Reset, who help register and match up refugees from Ukraine with sponsors across the UK. Reset provides a hub for community sponsorship activities that can connect with select charities and non-governmental organizations (NGOs) involved in supporting refugees from Ukraine.

Please note that where we share your information externally, that organization takes responsibility for your information at that point and you should refer to their own privacy statement for details of how they process your information.

The DLUHC and the Ministry of Home Affairs may also separately appoint a “data processor” to act on its behalf and under its direction to assist in the analysis of responses to assist in the attribution of potential sponsors to applicants or for the purpose of visa applications.

Where this happens we will ensure that the processing of your personal data remains in strict accordance with the requirements of data protection legislation and we will update this privacy statement to reflect those agreements.

DLUHC uses gov.uk to electronically collect contributions from individual sponsors and contributions from organisations.

DLUHC and the Department of Home Affairs have engaged a third party company, Palantir, to assist in the compilation, analysis and support regarding the expressions of interest and the matching of potential sponsors to applicants once sponsors have received expressions of interest and visa applications.

How long we keep the personal data, or criteria for determining the retention period.

Your personal data will only be retained for as long as is necessary for these permitted purposes.

Data related to the first expression of interest will be kept for two years after the closure of the website, unless DLUHC determines that their further retention is not necessary before that date.

Information may also be retained longer if your information is successfully matched to a visa application. In this case you will be informed.

Your rights, for example: information, correction, deletion

The data collected is your personal data and you have rights that affect what happens to it. You have the right:

A. know that we use your personal data

B. see what data we have about you

C. Request that your information be corrected and ask how we verify that the information we hold is accurate

D. Complaint to the Information Commissioners Office (ICO) see below

You may also have the right to object to certain uses of your data. We will let you know when these rights apply.

Is personal data transferred abroad?

DLUHC has required in its agreements that its data processors, who are allowed to use your data on our behalf, do not send it outside the UK.

Automated decision making and profiling

No decisions are made about individuals based solely on automated decision-making (where a decision is made about them using an electronic system without human involvement) that significantly affects them.

Each department may use personal data, for example from previous applicants, to develop tools that allow applications to be evaluated and then processed in a specific way. This helps us target resources and ensure processing is efficient, allowing us to minimize costs while effectively protecting the public. However, these cases would still be decided by a clerk. Any such processing must comply with our broader obligations under the Equal Treatment Act.

Storage, security and data management

DLUHC and the Ministry of the Interior are committed to protecting and ensuring the security of your personal information when we process it. We do this by having systems and policies in place to limit access to your information and prevent unauthorized disclosure, accidental loss or alteration of your data. We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

complaints and further information

When we ask you for information, we comply with the law, including the Data Protection Act 2018 and the UK General Data Protection Regulation.

If you are dissatisfied with the way DLUHC has acted when using your sponsor data, you can file a complaint.

If your complaint relates to how your information has been used for visa application purposes, please see the Home Office Privacy Notice link above.

If you do not agree to the use of your personal data by us, please first contact the responsible data protection officer at the above addresses.

If you are still not satisfied or need independent advice on data protection, privacy and data sharing, you can contact:

The Office of the Information Commissioner

Wycliffe house

waterway

Wilmslow, Cheshire,

SK95AF

Telephone: 0303 123 1113 or 01625 545 745 https://ico.org.uk/

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