Resettlement Privacy Notice

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.

The Council is responsible for supporting refugees and asylum seekers from a number of different countries, as part of Home Office run schemes. This privacy notice gives details of the personal information collected and processed under each scheme.

Homes for Ukraine

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to the Homes for Ukraine scheme.
 

Information collected

  • Unique application number
  • Accommodation request ID
  • Guests name and age
  • Sponsors name, address, age group and gender
  • Sponsors contact details including telephone number and email address
  • Status of DBS check
  • Status of accommodation check
  • Confirmed date of arrival of guest/s
  • Confirmed guest end date

Agencies we might share your information with

  • Other CCC departments including Revenues (where fraud is suspected), Council Tax, Colchester Borough Homes, Private Sector Housing and Housing Options
  • Community 360 in order that they can provide other support services
  • Essex Wellbeing Service (as part of Essex Alliance) in order to provide wellbeing support
  • Essex County Council
  • UK Home Office
  • Refugee, Asylum seeker & Migrant Action (RAMA) in order to provide integration support

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task.

Colchester City Council requires the above details to be able to provide support to both refugees and hosts taking part in the Homes for Ukraine scheme in line with government requirements. This support includes both wellbeing and integration support. Refugee Action Colchester provide casework and support for both refugees and hosts. We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 3 years after the scheme end date (as set by the Home Office).

Afghan Relocation and Assistance Policy and Afghan Citizens Resettlement Scheme

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to the Afghan Relocation schemes.
 

Information collected

  • Unique application number
  • Accommodation request ID
  • Name, age and date of birth
  • Address
  • Details of any disabilities

Agencies we might share your information with

  • Other CCC departments including Revenues (where fraud is suspected), Council Tax, Colchester Borough Homes, Private Sector Housing and Housing Options
  • Essex County Council
  • UK Home Office
  • Essex Integration

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task.

Colchester City Council requires the above details to be able to provide support to individuals under the scheme in line with government requirements. This support includes both wellbeing and integration support.  We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 3 years after the scheme end date (as set by the Home Office).

Asylum Seekers

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to Asylum Seeker schemes.
 

Information collected

  • Unique application number
  • Name, age and date of birth
  • Address
  • Nationality
  • Contact details
  • Key dates

Agencies we might share your information with

  • Other CCC departments including Colchester Borough Homes
  • Clear Springs Ready Homes
  • Relevant hotels (where hotel accommodation might be utilised)

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task.

Colchester City Council requires the above details to be able to provide support to asylum seekers in line with government requirements. We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 7 years after the scheme end date (as set by the Home Office).

Hong Kong British Nationals Welcome Programme

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to the Hong Kong British Nationals Welcome Programme.
 

Information collected

  • Unique application number
  • Name, age and date of birth
  • Address
  • Nationality
  • Contact details
  • Key dates

Agencies we might share your information with

  • Other CCC departments
  • Community 360 in order that they can provide other support services.
  • Essex County Council
  • UK Home Office

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task.

Colchester City Council requires the above details to be able to provide support to individuals under the programme in line with government requirements. This support includes both wellbeing and integration support. We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 3 years after the scheme end date (as set by the Home Office).

UK Resettlement Scheme

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to the UK Resettlement schemes.
 

Information collected

  • Unique application number
  • Accommodation request ID
  • Name, age and date of birth
  • Address
  • Details of any disabilities

Agencies we might share your information with

  • Other CCC departments including Revenues (where fraud is suspected), Council Tax, Colchester Borough Homes, Private Sector Housing and Housing Options
  • Essex County Council
  • UK Home Office
  • Essex Integration

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task.

Colchester City Council requires the above details to be able to provide support to individuals under the scheme in line with government requirements. This support includes both wellbeing and integration support.  We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 3 years after the scheme end date (as set by the Home Office).

Syrian Vulnerable Persons Resettlement Scheme (this scheme is now closed)

This privacy notice explains how Colchester City Council will collect, use and protect personal data specifically with regard to the Syrian Vulnerable Persons Resettlement scheme.
 

Information collected

  • Unique application number
  • Name, age and date of birth
  • Address
  • Nationality
  • Contact details

Agencies we might share your information with

  • Other CCC departments
  • UK Home Office

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task performance GDPR Article 6(1)(e).

When we collect your ‘special categories of personal data’, (such as health) we rely on the following legal bases under GDPR Article 9(2):

(b) processing is necessary for carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by law providing for appropriate safeguards for the fundamental rights and interest of the data subject.

Colchester City Council requires the above details to be able to provide support to individuals under the scheme in line with government requirements. This support included both wellbeing and integration support. We only collect the minimum amount of data required and ensure that it is stored securely.

Length of time we keep your information

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.

Where we do not need to continue to process your personal data, it will be securely destroyed.  Information is destroyed 3 years after the scheme end date (as set by the Home Office).

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last reviewed" date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.

Page last reviewed: 1 March 2024

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