Refugee Resettlement and Migration Service privacy notice

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What is the identity of the data controller, and the contact details of our Data Protection Officer?

Wiltshire Council is the data controller for the personal information you provide in this form. The Council's Data Protection Officer can be contacted at InformationGovernance@wiltshire.gov.uk (opens new window).

How do we receive personal information?

In order to facilitate resettlement across all schemes, we may receive personal information data from:

• The Home Office
• Department for Levelling Up, Housing and Communities
• Ministry of Defence
• Disclosure and Barring Service
• Other Local Authorities
• Clearsprings Ready Homes
• Strategic Migration Partnership
• Mears
• Wiltshire Citizen's Advice
• Serco UK
• Police authorities

What data is being shared?

Service user data:

• Full name
• Contact details
• Date of birth
• Country of birth
• Case File Numbers
• NHS number
• National Insurance numbers
• Passport number
• Biometric Residence Permit (BRP) number - a government issued permit to use as proof of the holder's right to stay, work or study in the UK.
•  GP details
• Residential postcode and address
• Gender
• Arrival date in the UK
• Family and household details (including data listed above)
• Phone number
• Email address
• NASS reference number
• Status of asylum decision
• Medical information 
• Language

Homes for Ukraine sponsor and host data:

• Name
• Address and address history
• Date of birth
• Email address
• Phone number(s)
• Bank details
• Safeguarding checks/outcomes, including data returned from a standard or enhanced DBS
• Details of your home (property type / number of rooms)
• Family and household details

The data listed above will also be collected and stored regarding individuals living in the same household as a host. DBS Checks (for Homes for Ukraine Sponsors and Hosts and their households) are only completed on individuals aged 16 and over.

What is the data being used for?

Wiltshire Council will process your personal information to support the Refugee Resettlement team in accordance with current data protection legislation.

We use this information in order to help Wiltshire Council commissioned partners to fulfil its task of support as funded by the Home Office and DLUHC.

Other examples of how your data may be used include:

• providing you with services you need
• to help us to develop and improve our services
• to complete reports for Government departments
• pre-arrival and post-arrival checks for Homes for Ukraine hosts and guests, including accommodation and welfare checks and Disclosure and Barring Service (DBS) checks for hosts and their households
• accommodation checks and communication with your landlord

For all refugees in Wiltshire, we may use your personal information for the following purposes:

• to help you to claim benefits
• to help you access employment support
• to help you access social support
• to help you to register with gas, electric, Wi-Fi and water companies
• to assist with any medical and other support needs you disclose
• to help you register for English classes
• to help Ukrainian refugees find a new host if your arrangement needs to end

Your personal information will be processed and shared only in connection with the support Wiltshire Council and external partners provide you, and with your consent. It will not be processed for any other purpose that is not compatible.

Who will the data be shared with?

We may share your data with:

• The Home Office
• Department for Levelling Up, Housing and Communities
• Employment support services
• English language learning providers
• STEP Ukraine - for employment support
• Department of Work and Pensions to claim benefits and housing support costs
• Disclosure and Barring Service
• Welcome Hubs
• Nurseries and child minders
• Other Local Authorities
• Refugee support groups and organisations
• Landlords and social housing associations
• Ministry of Defence
• Serco UK

We will share your personal data where necessary and lawful within the Council, but we will not share your data with any other third parties unless we are required or permitted to do so by law.

Internal departments we may share your information with:

• Adult Social Care
• Children's Services
• Disability Services
• Housing
• Family and Community Learning Team
• Other internal departments as required, and compatible with, the purpose described in this privacy notice

Your personal information may be shared internally with administrators of the scheme and internal and external providers involved in your support. It will not be shared with any other external agency without lawful authority.

How long will we keep your personal information for?

In accordance with the principle of data minimisation and as instructed by the Department for Levelling Up, Housing and Communities (DLUHC), we shall delete relevant personal data as required by the records retention schedules unless DLUHC and the Home Office identifies that continued retention is unnecessary before that point.

In accordance with government guidance, we shall delete information revealed by a DBS Check six months after the return of the check.

Visit the Freedom of Information frequently asked questions page for more information.

In some cases, we may retain service user personal data for longer than stated if:

• we need to share data with other Local Authorities
• we need to share data with the Southwest Migration Partnership
• if there are any problems with Indefinite Leave to Remain applications or other support related visa queries
• changes in resettlement circumstances e.g. if you need to re-enter the UK having previously left the UK

What are my rights in relation to my information?

Your rights are set out in the current Data Protection legislation and include:

• the right to access your personal information, to request rectification or erasure of certain personal information and to object to processing in certain circumstances.
• the right to withdraw any consent you may have given to process your personal information.
• the right to complain to the Information Commissioner if you feel we are processing your personal information unlawfully.
• the right to restrict processing activity in certain circumstances.
• the right to object to certain types of processing activity

For further information on how we process personal information at Wiltshire Council please refer to our corporate privacy notice at www.wiltshire.gov.uk/privacy. Alternatively, please speak to the people helping you within this programme.