Privacy Notices - Homes for Ukraine Scheme Privacy Notice

You need to be aware of this Privacy Notice if you have been accepted as a Sponsor under the Homes for Ukraine Scheme. Sponsors can receive a £350 per month ‘thank you’ payment which is payable up to a maximum of 12 months.

Once sponsors have been accepted onto the scheme, in order to make the ‘thank you’ payments, sponsors will need to provide various information required to facilitate these payments.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council is the data controller. The data controller decides how your personal data is processed and for what purposes.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

We will collect a range of data during the application phase for the ‘thank you’ payments under the Homes for Ukraine Scheme. This will include:

• surname of lead sponsor
• forename of lead sponsor
• contact number
• e-mail address
• copy of a photo ID, for example, passport or driving licence
• bank account name
• bank account number
• bank sort code, or if building society – roll number
• recent bank statement from last 3 months

We comply with our obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.

• To contact you about your Sponsorship by post, telephone or e-mail
• To determine if you are eligible for ‘thank you’ payments under the Homes for Ukraine Scheme
• For fraud prevention
• For statistical analysis and evaluation of the scheme

In accordance with article 6 of the GDPR, data 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 data controller.

We will not share your personal data outside of Swindon Borough Council except to prevent fraud or if required to do so by law.

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

• encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
• pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
• controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
• regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)

Your data will be kept for six years after the year in which you submit your comments. This is in accordance with the Borough Council Data Retention and Disposal policy.

Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which Swindon Borough Council holds about you
• The right to request that Swindon Borough Council corrects any personal data if it is found to be inaccurate or out of date
• The right to request that your personal data is erased where it is no longer necessary for Swindon Borough Council to retain it
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data
• The right to lodge a complaint with the Information Commissioners Office

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you please contact customerservices@swindon.gov.uk or contact the Data Protection Officer at:

Swindon Borough Council
Civic Offices
Euclid Street
Swindon
SN1 2JH

You are under no statutory obligation to provide personal data to Swindon Borough Council during the casual worker recruitment process. However, if you do not provide the data, we may not be able to process your application properly or at all.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

You are viewing the Privacy Notice for Homes for Ukraine Scheme.

Read the main Privacy Notice