Ukraine Sponsorship Scheme: privacy notices

Privacy notice for displaced people

This document provides information about how we use your personal data, and the rights you have under UK data protection legislation. 

Who we are 

The Scottish Government. We received information about you from the UK Government Home Office when you applied for the Visa process, and we will share some of that information on to a Scottish local authority to enable them to provide you directly with support. Where we transfer your data to other organisations named below, they will also tell you how they use your information in a privacy notice. 

What personal data will be collected and processed

The data we receive comes from other organisations:

From the UK Government

• name and contact details (email address, phone number)
• relationship status
• number of dependents
• current location
• unique application identifier
• languages spoken
• date and point of entry to the UK

From NHS National Services Scotland

• name and age of family members you are travelling with
• date and location of your arrival
• mobility assistance and other relevant health requirements (if relevant)
• pregnancy status (if relevant)
• pets and the type of pets you are travelling with

From welcome hubs

• whether you have a bank account
• whether you receive child benefit payments
• what your healthcare requirements are (if any)

What we do with your data

We will provide NHS National Service Scotland (NHS NSS) with your contact details so they can contact you about the information above. NHS NSS is providing the Warm Scots Welcome call centre on behalf of the Scottish Government. NHS NSS will provide you with assistance in travelling to Scotland, and collect the information listed above. As a data processor, NHS NSS will only process personal information at the direction of the Scottish Government and does not take ownership of the data. 

The Scottish Government will use the data above to match you with a suitable host, to ensure that what they have offered meets your requirements (such as having enough room for your family). If you have identified a sponsor in Scotland, we will transfer your information to the local authority where that sponsor lives. The local authority is responsible for housing – as well as education and social services – in the area of Scotland to which you will be moving, so they can offer you direct support.

If your data is being used as part of the Warm Scots Welcome matching service, we will transfer some information to the Convention of Scottish Local Authorities (COSLA), who are helping the Scottish Government match displaced individuals with hosts in Scotland. COSLA can be contacted here: info@cosla.gov.uk.  

Lawful basis

The processing is necessary to fulfil our public task (UKGDPR Article 6(1)(e)), and under substantial public interest (UKGDPR Article 9(2)(g)).

How long we keep your data

We will keep your personal information for as long as it is necessary for the proper administration of the scheme. We currently expect this to be two years from the date of application, but we will update this privacy notice if that changes.

We may retain anonymised data for statistics and reporting purposes subject to regular review and continue to keep retention periods under review.

What my rights are

• the right to be informed – about how we are using your personal data, which is done through this privacy notice. When other organisations, like the UK Government or local authorities, use your data they will also tell you about this
• the right of access – you can request a copy of personal data we hold about you. You can also request data on behalf of someone else if they want you to do this
• the right of rectification – you have the right to have us rectify our records if we hold inaccurate or incomplete information about you
• the rights of erasure, objection, and restriction – to have your details removed from our system, or limit how we use them. If we are legally obligated to store your data for longer than you wish we may not be able to carry out this request, but we will tell you this

To action your rights contact: digitalcest@gov.scot. You can read more about these rights on the website of the Information Commissioner. 

Complaints 

Contact us if you have any concerns about the information we hold about you at: 

Scottish Government Data Protection Officer
Victoria Quay
Commercial Street
Edinburgh
EH6 6QQ 

DataProtectionOfficer@gov.scot

If you have already made a complaint to us and are not happy with the outcome, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). 

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60