Homes for Ukraine and Scotland's Super Sponsor Scheme privacy notice

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

The purpose of the Homes for Ukraine Sponsorship Scheme and the Scotland’s Super Sponsor Scheme is to assist with the humanitarian response to the situation in Ukraine and ensuring displaced people from Ukraine are matched with accommodation/housing in Scotland and provided appropriate welfare and support services, and to contact incoming displaced individuals to offer them direct help and support in travelling to Scotland, as well as gather necessary information relating to their housing requirements.

The purpose of the Homes for Ukraine scheme is to let individuals offer a route to safety to the displaced people from Ukraine by allowing to sponsor individuals or families to stay with them.

The purpose of the Warm Scottish Welcome Scheme (Scotland’s Super Sponsor Scheme) as part of the UK Government’s Homes for Ukraine is to provide accommodation and care to displaced people of

Ukraine in Scotland by removing the need for applicants to be matched to a named individual before they are cleared to travel to the UK through the visa system.

Personal data will be shared with Local Authorities via the Scottish Government.  Stirling Council will become responsible for providing services to and prioritise interventions and minimise harm to the most vulnerable and where necessary share/transfer this data to other service providers as they would with existing processes as part of their functions.

The Scottish Government will provide us with host’s information as part of the Homes for Ukraine Sponsorship Scheme and the Scotland’s Super

Sponsor Scheme. We will use their information to carry out checks on their accommodation and process enhanced Disclosure Scotland checks. We need this information to provide the host and the displaced people from Ukraine with support and access to public services. We also use host information (this includes information from anyone over 16 years living at this address) to verify their identity where required, contact them by post, email or telephone and to maintain our records.  

The data to be transferred from the Scottish

Government for the Homes for Ukraine Sponsorship Scheme will include:

• Application reference number
• Address of sponsor property
• Sponsor contact information
• Name, sex and data of birth of displaced person

The data to be transferred from the Scottish

Government for the Scotland’s Super Sponsor Scheme will include:

• Date and point of arrival
• Visa application number
• Names and ages of family members
• Mobility assistance required
• Information about pets and number of pets they are travelling with
• Pregnancy status

Additional information required by Stirling Council will include;

• Identification to undertake enhanced Disclosure Scotland checks (this includes from anyone over

16 years living at this address)

Bank account details to make payments to the sponsor and to provide financial support to displaced people from Ukraine

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

Scottish Government, the sponsor and directly from the displaced people from Ukraine.

Data will be held on Stirling Council secure network drives. Data may also be held on Northgate Housing database and/or SWIFT social care system.

Each relevant service area will have their own retention schedules.  Personal data will not be retained or processed for longer than is necessary to carry out the scheme. 

Data will be shared internally, these include but not limited to;

• Housing
• Children & Families
• Human Resource
• Environmental Health
• Finance

Your information is also analysed internally to help us improve our services.

We may have to share your information with other organisations in order to provide multi-agency support, for example, the Scottish Government and NHS Scotland.  We may also share information with some other agencies depending on your individual circumstances. 

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. 

We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.  We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.  

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

Access to your information

You have the right to request a copy of the personal information that we hold about you. This is known as a subject access request and is free of charge.  We must respond within one month, although this can be extended to three months if the information is complex.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deleting your information

You have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• we are using that information with your consent and you have withdrawn your consent - see the 'withdrawing consent to using your information' section below.  Please note that in general we do not rely on consent as the legal basis for processing your personal information
• you have a genuine objection to our use of your personal information - see 'objecting to how we may use your information' below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information

You have the right at any time to tell us to stop using your personal information for direct marketing purposes, profiling or research purposes. 

Restricting how we may use your information 

In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. 

This right might also apply if we no longer have a basis for using your personal information - but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information

Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Your request to transfer your data

If we are processing your personal information with your consent or as part of a contract with you, and it is held in an accessible and machine-readable format, you have a right to ask us to transmit it to another organisation. This is known as the right to data portability.

Our profiling or automated decision-making processes

We make some use of automated decision-making processes but very little use of profiling.  Where these techniques are used, this will be explained in the specific privacy statements relating to those functions, together with a description of the reason involved in any automated decision-making.

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.