Details
- Name of service - Emergency Planning and Resilience
- Directorate - Community Protection Group
- Date of issue - 28 April 2022
- Date of current version - 19 September 2024
- Review date - 19 September 2026
Notice
The reasons why we use your personal data
To carry out accommodation and safeguarding checks in line with the Homes for Ukraine Scheme. Data will also be used for carrying out statutory duties for planning for services including school places and health provision and for access to services provided to support guests.
What processing of personal data is undertaken by the service?
Your personal data is collated for the purposes of administering the Homes for Ukraine Scheme and in order to carry out our statutory responsibilities. In addition, we collect your personal data for the following:
- Service delivery and planning
- Prevention and detection of crime, including fraud
- Statistical analysis and reporting
- Safeguarding
- To enable access to services provided for guests
What information do we collect?
Name, address, date of birth, gender, family situation, identity card number (where provided), email address, phone number, visa status, passport number (where provided), Disclosure and Baring Service (DBS) outcome, Surrey Crisis Fund allocation. Some special category data such as criminal offences may be collected.
How we are allowed to use your personal data
The Council will process data under the following legal bases:
- UK General Data Protection Regulations (GDPR) Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
Where checks require the processing of special category data:
- UK GDPR Article 9(2)(g) processing is necessary for reasons of substantial public interest (Data Protection Act 2018 Schedule 1 Part 2(18) - safeguarding of children and of individuals at risk)
- Section 20 of the Immigration and Asylum Act 1999
- UK GDPR Article 9(2)(g)
Who we share your personal data with
Surrey District and Borough Councils, Ministry of Housing, Communities and Local Government (MHCLG), Disclosure and Barring Service, Home Office, Police and relevant internal teams within Surrey County Council. Anonymised data will be shared with the Ukraine Task Group, Health and Education for the purposes of planning.
Retention of data
Current Data Sharing Agreement is with MHCLG. Personal data collected by us and data provided to us by MHCLG will be kept for only as long as it is necessary for those permitted purposes.
For data relating to the initial expressions of interest exercise, this will be held for two years from the closure of the site unless MHCLG identifies that its continued retention is unnecessary before that point.
For our retention policy please see Emergency Planning data retention schedule.
Other information
For further information on our privacy notice, please see information and privacy.
