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Homes for Ukraine Welcome Centre Privacy Notice

How we use your personal information for Homes for Ukraine Scheme 

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal in relation to the UK Homes for Ukraine scheme. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do. 

Rhondda Cynon Taf Council County Borough Council stands in solidarity with the people of Ukraine.

We know that many people across the County Borough will want to help and show support for the people of Ukraine during this devastating time. There are lots of organisations who are helping in the humanitarian crisis and appeal.

RCTCBC is committed to take Ukrainian people through the Welsh Governments Super Sponsor scheme.

This scheme will support Ukrainian people with Housing, Education, Health and integration into the community, as well as supporting the organisations that are working with us to provide accommodation and meals to the Ukrainian people and their families.

It must be noted that during this time Councils have to quickly change the way in which they are working to continue to provide you with the support and services you need.  We will always follow advice and guidance from the Welsh Government and UK Government when making any changes to the way in which we provide you with the support you need.

2. What and whose personal information we hold? 

If you are Ukrainian or a person/family sponsoring a Ukrainian person, the types of information the Council holds and processes about you will typically include, but is not limited to:

Ukrainian People

  • Name
  • Address
  • Contact details including telephone number, email address,
  • Date of birth
  • Visa / Passport Information
  • Family members information, including any children
  • Disability and health information
  • Ethnicity
  • Information relating to any safeguarding concerns
  • The name of a school any children will be attending
  • Religion 

Host/Sponsor Family

  • Name
  • Address
  • Details of family members that live at the property, to include ages, sex and disabilities and personal preferences
  • Contact details including; telephone number, email address
  • Information relating to any sfeguarding, security checks and home assessments required for your suitability to provide support.
  • Bank details to process the monthly thank you payment. 

4. What will we do with your personal information? 

Ukrainian People

We will undertake an assessment to establish what support we can put in place for you and your family, including any financial support such as a £200 interim payment 

We will keep a record of the support that we will be providing to you and may undertake regular reviews to establish whether the programme is working for you, or whether we need to change anything to help you. 

This will include developing post arrival support plans involving organisations such as health and support services. 

Host/Sponsor family

We will use your information to carry out any relevant assessment/checks and to assist you in supporting Ukrainian people/family. 

5. What is the legal basis for the use of this information? 

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so. 

Our lawful basis for processing personal information in order to provide you with support at home services and to meet the requirements of the General Data Protection Regulation (GDPR) is as follows: 

Personal Information

Article 6 (1)(c) - Legal obligation: to comply with our legal obligations in relation to providing housing, education, benefit support etc.

Article 6(1)(e) -to perform a task in the public interest or for our official functions to provide the appropriate level of support for each family relocated into RCT. 

Special Category Information

Article 9 2(g) - to process special category information such as race, ethnicity, health to fulfil our legal and statutory obligations as detailed above.

6. Does the service share my personal information with any other organisation? 

Your information may be shared with internal departments and external partners, depending on the support that you require. 

This may include, but is not limited to:  

Internal Council Services 

  • Education
  • Financial Services
  • Social Services
  • Employment Services
  • Human Resources
  • Housing/Homelessness 

External Services 

  • Support Service Provider (Welsh Refugee Council)
  • Wales Strategic Migration Partnership (WSMP)
  • Government Agencies (UK and Welsh Government)
  • Cwm Taf Morgannwg University Health Board (Health Services)
  • South Wales Police
  • RCTCBC Schools
  • Department for Work and Pensions
  • Registered Social Landlords
  • Other Local Authorities
  • Local Voluntary Organisations and faith groups
  • British Red Cross – who are administering the £200 interim payment on behalf of RCT.  We will confirm with the British Red Cross names of individuals that have come through a sponsorship scheme so that they can provide direct support.
  • Accommodation and catering providers. 
  • Housing Justice Cymru

7. How long will my information be kept?

The Council will hold your personal data only for the period that is necessary to provide you with the support you need.

8. Your information, your rights 

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you. 

Click here for further information on your information rights and how to exercise them. 

9. Contact us 

If you have any concerns or would like to know more about how the service is using your personal information, please contact us in one of the following ways: 

By email : 

By telephone : 01443 425640

In writing : Gary Black, Community Safety & Strategic Partnerships Manager, Ty Elai, Williamstown, Tonypandy, CF40 1NY