Privacy notices Migration support privacy notice

Updated: 13 October 2023

Contents

The type of personal information we collect

We currently collect and process the following information for the Homes for Ukraine scheme.

  • sponsor information:
    • name
    • address and postcode
    • email
    • date of birth
    • gender
    • phone numbers
    • financial details
  • guest information:
    • name
    • accommodation address and postcode
    • email
    • date of birth
    • phone numbers
    • nationality

We also receive personal information for Afghan, Syrian, Hong Kong and other refugee and asylum seekers through:

  • referrals from early help
  • other council services
  • Department for Levelling Up, Housing and Communities
  • other Local Authorities which include

The information we receive includes name, address, date of birth, email, phone numbers, gender and nationality.

We also collect the following special category information:

  • sponsor special category information
    • criminal allegations convictions or offences
  • guest special category information
    • racial or ethnic origin
    • health information

Criminal offence data will be processed under the 28 conditions of Schedule 1 of the Data Protection Act 2018 which are available for the processing of criminal offence data. These are set out in paragraphs 1 to 37. This information is processed as part of suitability checks.

How we get the personal information and why we have it

We will receive, from the Department for Levelling Up, Housing and Communities, details of Bracknell Forest residents who have applied to become a sponsor through the Homes for Ukraine scheme and where already matched, details of the guests.

The data received will be used to conduct suitability checks and for the administration of payments associated with the scheme.

The council will undertake the following checks:

  • pre-arrival and post-arrival checks
  • accommodation checks
  • address validation checks
  • Disclosure and Barring Service (DBS) checks
  • any other checks required by to assess your suitability as a host

In addition to the checks above the council will also:

  • provide support to Ukrainian guests and hosts (for example safeguarding, assistance in accessing public services, assistance in accessing education, employment and training and community integration)
  • administer funds associated with the scheme (for example sponsor and guest financial payments)

We receive information directly, or indirectly, from the following sources:

  • you as an individual by
    • our online form
    • email
    • telephone
    • in person
    • surveys
  • Department for Levelling Up, Housing and Communities
  • Disclosure and Barring Service
  • Public Protection Partnership
  • Home Office
  • Other Local Authorities

How the law allows us to use your personal information

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing the information is Article 6 UK GDPR:

  • (a) your consent
  • (c) we have a legal obligation
  • (e) we need it to perform a public task

Special category data

Special category data is being processed under Article 9 UK GDPR:

  • (a) your consent
  • (g) processing is necessary for reasons of substantial public interest
  • (h) processing is necessary for provision of health or social care treatment

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website.

Where we use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time. If you remove your consent we are unlikely to be able to provide continued services to you.

If you want to remove your consent, please contact migration@bracknell-forest.gov.uk and we will deal with your request.

The public tasks we carry out, and the legal obligations we are subject to, are found in the:

Who we share your information with

Information held by the council may be shared with the following organisations:

  • Adult social care
  • Children’s social care
  • Disclosure and Barring Service
  • Welfare and housing
  • other council departments, such as the payments teams, as necessary to provide the services outlined as part of the scheme
  • Department for Levelling Up, Housing and Communities
  • Home Office
  • Thames Valley Police
  • Public Protection Partnership
  • Royal Berkshire Fire and Rescue Service, where consent is provided
  • other hosts where consent is provided
  • The Ark
  • Kerith Church
  • Vsi Razom
  • charities, where consent is provided
  • other organisations as necessary to provide the services outlined as part of the scheme

We share the information in order to provide the services outlined above as part of the scheme:

  • safeguarding purposes including accommodation checks and doorstep visits
  • welfare support including the provision of initial essentials to the guest
  • host support network
  • general administration including support payments

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request, email migration@bracknell-forest.gov.uk.

Service adjustments

If you need service adjustments, email migration@bracknell-forest.gov.uk.