The DepartmentMinistry forof LevellingHousing, Up,Communities Housing and CommunitiesLocal (DLUHC)Government (MHCLG) and the Home Office are data controllers for the Homes for Ukraine visa sponsorship scheme.

The purpose of this privacy notice is to tell you how DLUHCMHCLG and the Home Office will process your personal data for their shared purposes to deliver the sponsorship scheme and the common objective of providing homes to those fleeingseeking refuge from the war in Ukraine. You have rights concerning how your data is collected and used for this purpose. We inform you here what those rights are and how you can exercise them.

DLUHCMHCLG and Home Office are committed to protecting the privacy and security of your personal data. As theour two departments stillneed haveto distinctiveuse statutorydifferent responsibilitiespersonal anddata accountabilities,for separate purposes, , we may publish separate privacy notices where appropriate which further explain how your personal data is used for their respective purposes.

Read more details of how the Home Office will use your personal data, including your data protection rights: Borders, immigration and citizenship: privacy information notice.

DLUHCMHCLG – our general privacy charter is available here.

We are only allowed to use, gather, and share personal information where we have an appropriate legal basis to do so. We only collect and processes personal information to fulfil our legal and official functions. We will only use personal information when the law allows us to and where it is necessary and proportionate to do so.

The identity and contact details of the DepartmentMinistry forof LevellingHousing, Up,Communities Housing and CommunitiesLocal (DLUHC)Government (MHCLG) and the Home Office Data Protection Officer

DLUHCMHCLG and Home Office each have an appointed Data Protection Officer (DPO) to help ensure that the departments fulfil their legal obligations when processing personal data. You can contact each DPO respectively, or both:

DLUHCMHCLG dataprotection@levellingup.gov.ukDPO@communities.gov.uk or by writing to the following address:

Home Office DPO@homeoffice.gov.uk, or by writing to the following address:

What personal data we are collecting and why

YourWe personalcollect datayour isname, beingwork collectedemail address, other contact details (including postal address), and useddetails toabout deliveroffers theof Homesaccommodation forthat Ukraineyou visasubmit. sponsorshipIt scheme,may foralso thebe purposenecessary ofto matchingprovide potentialpersonal sponsorsdata withabout visaothers applicantsrelating andto providingyour applicantsoffer.

For withanyone suitablewho accommodation.provides Wedata to us, we may also usecollect yourcertain personaltechnical data like your IP address, in order to contactmanage youdelivery aboutof relatedour matters.sponsor application portal.

Future research

If a decision is later made to undertake research in order to inform policy development on the potentialHomes sponsorshipfor concernsUkraine aScheme, minorthis whomay isinvolve notprocessing travellingyour withpersonal orinformation. For example:

• for applicants - information about you may be provided to joinus aby parentyour orsponsor
• for legalsponsors guardian,- weinformation willabout useyou may be provided to us by your guests

If any special category personal data is inadvertently supplied to approveus theduring suitabilityfuture ofresearch, we will delete or anonymise this at the sponsorship.earliest opportunity.

IndividualFor individual sponsors

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

If a decision is made to undertake research to inform policy development on the Homes for Ukraine Scheme, this may involve processing information about you which has been provided by your guests

VisaFor visa applicants

In circumstances relating to the re-matching of visa applicants and sponsors we will hold your name, address, and contact details. We will use this information to help keep you advised of the options available to you.

If you are a child travelling to the UK as a minor who is is:

• not travelling with a parent or legal guardian; or
• is travelling to join a parent or legal guardian,guardian

We we will collect your name, date of birth, passport number or identification document number,number and visa application reference.reference number. We use this information to support local authorities in their safeguarding obligations to minors travelling without a parent or legal guardian, including identifying children in local authority care to allow quality assurance of care claims.

ParentsFor parents or legal guardians of applicantschildren/minors

IfWe yourcollect childdata isto travellingconfirm parental consent for sponsorship arrangements; and to contact you in the UKevent asof a minorchange whoin iscircumstances. notIf your child is travelling withto orthe UK to join ayou parent or a legal guardian, we will collect your name, address,address and contact details (including email). We will also collect this data for your child’s next of kin.

Organisations and non-governmental organisations (NGOs)

We collect your name, work email address, other contact details (including address), and details about offers of accommodation that you submit. If you may need to provide additional personal data about others relating to your offer, we will process this as well.  

WeFor anyone who provides data to us, we may also collect certain technical data like your IP address, in order to manage delivery of our sponsor application portal.

We aremay conductingcollect ongoingpersonal researchinformation toif informa policydecision development on the Homes for Ukraine scheme. The aim of this research is tomade continue to improveundertake thenew serviceresearch we provide to bothinform sponsorpolicy anddevelopment guest.on This research will take the formHomes offor remoteUkraine in-depthscheme, interviews,for which will be recorded. If your sponsor or guest is participating in this research it is possible that some of your personal data will be shared.example:

• If you are an applicant - information about you may be provided by sponsor
• If you are a sponsor - information about you may be provided by guests

See the Homes for Ukraine user research privacy notice.

If any ‘special category’ personal data is inadvertently collected during thisany researchfuture process,research, we will delete or anonymise at the earliest opportunity.

HowHow the wepersonal usedata youris personalused datafor the scheme to operate

MHCLG

DLUHCMHCLG collects individual sponsor and organisational offers of accommodation that youare submit submitted for the scheme via our portal on gov.uk.the andUK hasGovernment website, GOV.UK. We have overall responsibility for compiling, maintaining and managing the central repository of data necessary to collect information about accommodation offers, sponsors and refugeesguests from Ukraine so that these can be matched.matched with visa applicants.

Home Office

The Home Office is responsible for processing visa applications for the purposes of the scheme and will do so under its borders, immigration and citizenship privacy policy. Home Office visa approval or rejection data will be submitted to the repository of data managed by DLUHC.MHCLG.

The Home Office may also process the data you submit for necessary vetting of sponsors as part of the matching process, which may involve a check against Police National Computer records and related safeguarding checks.

Both DLUHCMHCLG and the Home Office will use the data that we separately collect collect and use, to enable suitable and safe matches of sponsors and organisation offers of help with applicants that have been visa cleared.

Local authorities

IfLocal youauthority aredata is shared with the Home Office to flag any safeguarding concerns through a platform which matches hosts with Ukraine visa applicant,holders afterin the UK (Foundry). Local authorities also use a platform called Jira for safeguarding outcomes covering sponsor and accommodation checks and sponsor and guest withdrawals.

Visa applicants

After your visa has been grantedgranted, your personal data will also be used by local authorities to produce management monitoring reports for DLUHCMHCLG on local delivery of the scheme. TheseOnce produced, these reports only contain anonymised data and will not contain any identifiable personal data about youyou.

Parents onceor produced.

legal guardians of visa applicants travelling as a minor

If you are a parentparent/legal or legal guardian of ana visa applicant travelling as a minor (i.e., who is not travelling with you or to join ayou), parentMHCLG or legal guardian, we will use theyour personal data you have provided to:to us to confirm parental consent for the sponsorship arrangements;arrangements. andMHCLG will also use this information to contact you in the event of a change in circumstances of the sponsorship arrangement. If we are unable to contact you in this event, we will use the data you provided to contactus as being your child’s next of kin.

Lawful basis for processing the data

We are usingrelying on the following lawful 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

WeIf mayit alsobecomes necessary to process special categories of personal data which may includeidentify informationreligious, about political beliefs, or health,health information  , sexual orientation, religious and beliefs,biometrics, and biometrics. Where we do so our lawful basis isfor this will be:

• Article 9(2)(g) of the UK GDPR – processing is necessary for reasons of substantial public interest.
• DPA 2018, Part 2, Chapter 2, section 8 (d) – the exercise of a function of the Crown, a Minister of the Crown or a government department.

With whom we will be sharing the data

DLUHCFor the purposes of the scheme’s delivery, MHCLG and the Home Office may need to share your personal data willwith other external parties who working are working to match potential sponsors with applicants to the schemescheme. and who may provide matching services in addition to DLUHC. These parties currently include:

• EnglishLocal local authorities, so that they can take forward local placement in homes when a suitable match has been made;
• theThe UK devolvedDevolved assembliesAdministrations (Scotland,(Scotland Wales and NorthernWales), Ireland),to fordeliver thenecessary purposeprocessing ofto fulfil their actingobligations asunder “superthe sponsors”Homes for visaUkraine applicants;
• UkrainianScheme, Sponsorship Pathway UK (USPUK) who can provide information and advice to Ukrainiansdeliver onoffers decidingof whethersuitable thesponsors UKto isvisa rightcleared forapplicants them, finding a matching service, travelling to the UKscheme and consideringto UKundertake governmentsuitability benefitchecks,
• Home schemesOffice forwill refugees.be USPUKsharing willnationality supportdata youwith inMHCLG makingand contactDevolved withAdministrations. aNationality re-matchingdata provider
• Citizensis UKtreated –in wethe willsame receiveway andas returnspecial personalcategory data aboutin prospectivethe sponsorsHome fromOffice thisbecause charity,it tocan checkbe thatused theyin meetsome thecases scheme’s requirements as parta ofproxy itfor re-matchingrace efforts.or ethnicity
Please

When notepersonal thatdata whereis weshared maywith sharethese yourparties, data externally, that organisation will take on responsibility for your data at that point, and you should refer to their own privacy notice for details on how they will process your data.

PleaseA notelist thatof wherevoluntary weand maycommunity sharesector yourorganisations datarunning externally,programmes thatwhich organisationhelp willto takematch onpeople responsibilitycoming forfrom yourUkraine datawith atsponsor thatin point,the UK, and you also shouldhelp referpeople living in the UK to theirbecome ownsponsors privacyas noticepart of the Homes for detailsUkraine onScheme howcan theybe willfound processat: yourFind data.a sponsor using recognised providers: Homes for Ukraine

Data Processors

DLUHCMHCLG and the Home Office may also separately appoint aorganisations ‘datato processor’,process actingpersonal data on itstheir behalf and these are regarded as ‘data processor’. These organisations act under itsthe instruction,instruction of MHCLG and the Home Office to help analyse the applications and responses to support the matching of potential sponsors with applicants or for the purpose of visa applications.

Where thatthis is done, weMHCLG and Home Office will ensure that the processing of your personal data remains in strict accordance with the requirements of theUK data protection legislation and we will update this privacy notice to reflect those arrangements.arrangements Ourwhere data processors are currently:necessary.

• gov.uk

  MHCLG –uses whichGOV.UK DLUHC– is using to electronically collect individual sponsor submissions and submissions from organisations.

• Palantir and MadeTech – DLUHCMHCLG has appointed thisthese third-party companycompanies to assist with the collation, secure transmission and sharing of your personal data with local authorities in England and the devolved assemblies.administrations.

• DLUHC

  Foundry – Palantir operates this secure analytical platform, for cleansing and analysing personal data. The platform is hosted on cloud infrastructures located in Dublin, Ireland.

• MHCLG is also using a secure platform run by the Department and based in Dublin, Republic of Ireland for the purpose of cleansing and analysing personal data collected under the Homes for Ukraine scheme.

For

Jira how- longMHCLG weand willlocal keepauthorities thealso personalshare data,data orvia criteriathis usedplatform towhere determineenquiries, themostly retentionoperational period.

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How rights,long forwill example:we access,keep rectification,your erasure

personal data

TheYour data being collected is your personal data,data andwill yoube havekept rightsonly thatas affectlong whatas happensit tois it.necessary Youfor havethese thepermitted rightpurposes to:

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Infor sometwo circumstancesyears youfrom maythe alsoclosure haveof the rightsite tounless objectMHCLG toidentifies particularthat usesits ofcontinued yourretention data.is Weunnecessary willbefore tellthat you when these rights apply.point.

Is any personal data sent overseas?

DLUHCPalantir hascarries requiredout insecurity itschecks agreementon withstaff Palantirusage thatlogs dataand heldundertakes bythis processing in the company,US. forData thetransferred purposeinclude a small number of securenon-vulnerable onwardadults, sharingstaff, withvolunteers publicand bodies,suppliers. willTransfer notRisk leaveAssessment concluded that all the UK.categories of personal information being transferred are low risk.

DLUHCMHCLG will send personal data you provide to a separate secure analyticsanalytical platform run(Foundry) operated by thea Department.third-party Thisprocessor, isPalantir, hosted inon Dublin,cloud Republicservers oflocated Ireland,in asDublin, statedIreland. above. The Republic of Ireland is a country judged as having equivalent data protection standards to the UK.

Automated decision making and profiling

No decision will be made about individuals solely based on automated decision making (where a decision is taken about them using an electronic system without human involvement)involvement).

MHCLG and whichthe hasHome aOffice significant impact on them.

Each department may use personal information,information for example from previous applicants,visa applicants to develop tools that allowsallow the assessment and then processing of applications in a particular way.way, Thisto helpshelp us to target resources and ensure processing is efficient,efficient and allowing us to minimise costs while protecting the public effectively. However, a case officer would still decide these cases.cases Anyand any such processing mustwill comply with our wider obligations under equality legislation.

Storage, security, and data management

DLUHCMHCLG and the Home Office both have a duty to safeguard and ensure the security of your personal data whereand wecomply processwith this.data protection legislation. We do thatthis by by having a secure systems and policies in place to limit access to your information and prevent unauthorised disclosure, accidental loss, or unauthorised alteration of your data. Wedata. We have also procedures 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

Your anddata moreprotection information

rights  

WhenYou wehave the right to:

• ask youus forwhat information,personal data of yours we willare keepprocessing and to request access to it
• be informed about how and why your data is being used (e.g., in a privacy notice)
• have your data rectified, erased or restricted (in certain circumstances)
• the law,right includingto object (in certain circumstances)
• the Dataportability Protectionof Actyour 2018data (in certain circumstances)
• not to be subject to a decision based solely on automated means; and
• complain to the Information Commissioners Office (ICO), the UK Generalregulator Datafor Protectiondata Regulation.protection

More information about your data protection rights can be found on the ICO website:

The rights of individuals.

Complaints and more information

If you arehave unhappyconcerns withabout the way DLUHCthat MHCLG has acted when using your sponsorpersonal data, you can make a complaint.complaint to us. If you remain unhappy with the outcome of your complaint, you should contact the relevant Data Protection Officer at the addresses above in the first instance.

If your complaint relates to how your data has been used for visa application purposes, please refer to the Home Office privacy notice link provided above.

If you areremain notdissatisfied, happyyou withhave howthe weright areto usingraise youra personalconcern data,with you should first contact the relevantICO datavia protectiontheir officerwebsite atat: theMake addressesa above.

Ifcomplaint youabout arehow stillan notorganisation happy,has orused foryour independentpersonal adviceinformation about dataor protection,by privacywriting andto datathem sharing, you can contact:at:

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