Privacy Notice - Homes for Ukraine

What this privacy notice is for

Our core data protection obligations and commitments are set out in the council’s primary privacy notice at

This notice provides additional privacy information for:

  • This privacy notice relates to the Council’s functions in administering the Homes for Ukraine Scheme on behalf of the government and relates to personal data held for both sponsor(s) and guest(s).

Updating our privacy notices

We may update or revise our privacy notices at any time so please refer to the version published on our website for the most up to date details.

What we use your information for

We collect or obtain your personal information for the following purpose(s):

  • Ensure sponsor(s) and guest(s) are safeguarded from harm
  • Fulfil our legal obligation to undertake accommodation inspections and relevant DBS checks for all prospective sponsors.
  • Fulfil our legal obligation to undertake safeguarding checks for all guest(s) arriving in the UK through the Homes for Ukraine Scheme
  • To maintain records of the support and services we provide;
  • To process sponsor ‘thank you’ payments
  • To monitor the quality of the support we provide and check how our services are performing overall;
  • To monitor the number of people arriving through the scheme and the support they receive.
  • To re-match guests with new sponsors when there has been a breakdown in the relationship with the original sponsor.

What categories of personal information we use

Personal information can be anything that identifies and relates to a living person. This can include information that when linked with other information, allows a person to be uniquely identified. For example, this could be your name and contact details.

The law treats some types of personal information as ‘special’ because the information requires more protection due to its sensitivity. This information consists of:

  • Racial or ethnic origin
  • Sexuality and sexual life
  • Religious or philosophical beliefs
  • Trade union membership
  • Political opinions
  • Genetic and bio-metric data
  • Physical or mental health
  • Criminal convictions and offences

In order to carry out these purposes we collect and obtain the following personal information.

Category of personal data

Special / Sensitive

Name, gender and date of birth


Address, telephone number and email address


Physical and mental health


Criminal convictions and offences


Legal basis for processing

The legal basis for processing and or sharing your personal information is:

We will only use your personal data where it is necessary in order to perform our public tasks and duties as a Local Authority (Art 6(1)(e) of the General Data Protection Regulation)

In some cases, we may be required to share your information by law (Art 6(1)(c)) or where it is necessary to protect someone in an emergency (Art 6(1)(d)).

We will only use any special category personal data we hold where it is necessary to deliver social care services (Art 9(2)(h)), and where there is a substantial public interest (such as to carry out our statutory or legal duties, for the prevention of crime) (Art 9(2)(g)).

We may also need to use special category data:

  • where it is necessary to protect someone in an emergency (Art 9(2)(c))
  • where it is necessary for legal cases (Art 9(2)(f))
  • where it is necessary for employment purposes (Art 9(2)(b)
  • where it is necessary for archiving, research or statistical purposes (Art 9(2)(j))

The processing of personal data for the Homes for Ukraine scheme is covered under Section 20 of the Asylum and Immigration Act 1999 and allows for the sharing of information between the Government, local authorities and other relevant agencies in connection with the exercise of a function under any of the Immigration Acts.

Information sharing/recipients

We may share personal information about you with the following organisations/types of organisations:

  • Government Departments
  • Greater Manchester Police
  • Other local authorities

As well as information collected directly from you, we also obtain or receive information from:

Government Departments; Greater Manchester Police; other local authorities; Sponsors and members of the public for the following reasons:

  • If another organisation tells us that you or your wider family need help/support
  • If there are safeguarding or child protection concerns for example a member of the public raises concerns that you, your child or another relative is at risk of harm  
  • To support a cross-boundary re-match in the event of a relationship breakdown between guest/sponsor household.

Data Transfers beyond European Economic Area

We do not transfer any of your personal information outside the European Economic Area (EEA)

Automated Decisions

All the decisions we make about you involve human intervention.

How long we keep your data

We will only keep your personal information for as long as the law specifies or where the law does not specify this, for the length of time determined by our business requirements.

Records will be kept for two years following closure of the Homes for Ukraine Scheme.

Where can I get advice

More information on how to seek advice in order to exercise your rights, raise a concern or complain about the handling of your personal information by the council can be found in the council’s privacy notice which can be found at