Privacy notice

This privacy notice provides information for prospective hosts who wish to provide accommodation to displaced Ukrainian people under our humanitarian response programme.

Who we are

The Scottish Government Warm Scottish Welcome Programme provides the ‘Scottish Government Super Sponsor Scheme’ service. It is working with the 32 Scottish local authorities and their umbrella organisation the Convention of Scottish Local Authorities (COSLA) to provide this service. This service provides support to displaced people from Ukraine, through assisting with the provision of initial accommodation, financial and other resettlement support. Specifically, COSLA are helping the Scottish Government and the local authorities centrally match displaced people from Ukraine with hosts in Scotland.

What personal data will be collected and processed

The data we receive about you is taken from your initial host application form. This will include your contact information, address and details about the accommodation, and other personal information about you and the other people in your household.

What we do with your data

Your data collected from the host application form, will be stored by one of our data processors, Leidos.

If you do not complete the form, the data will be deleted.

Ultimately this data will be used to help match you with suitable displaced person(s) arriving in Scotland under the Scottish Government Super Sponsor Scheme.

Initially, your information will be transferred to the relevant local authority(s) where your accommodation is located. As part of their initial assessment, they will then contact you to carry out the required checks. Click for further details about hosting and checks. The applicable local authority(s) will also provide you, and the displaced people from Ukraine, with support and access to public services, as applicable.

Once the required checks have been completed, the local authority(s) will provide the ‘Scottish Government Super Sponsor Scheme’ service team with the following, as applicable:

  • Decision on whether you (and/or the other people in your household) have passed an Enhanced Disclosure Scotland check.
  • Decision on the suitability of the property offered.
  • Decision on whether you have passed their safeguarding check.
  • Confirmation that you wish to proceed with your host offer, along with any additional relevant information about your offer gathered through their initial checks.
  • Confirmation if you wish to withdraw your host offer.
  • Confirmation that your property is being used by the local authority(s) directly to undertake matching with your accommodation, with a displaced person(s) from Ukraine.

If your accommodation offer has passed the required checks, is not being used by the local authority directly and has not been withdrawn, it will be passed to the National Matching team, to allow them to find a suitable person(s) to match your accommodation.

Once a suitable proposed match has been found, this will be provided to the local authority responsible for the property, to allow them to confirm it’s suitability within their local area. Once this has been confirmed, the local authority will contact you and the displaced person(s) from Ukraine to finalise the arrangement.

We may retain de-identified data for statistics, reporting and research purposes. This will be subject to regular review and we will continue to keep retention periods under review.

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 this changes.

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 by:

  • sending an email to dataprotectionofficer@gov.scot
  • writing to:
    Scottish Government Data Protection Officer
    Victoria Quay
    Commercial Street
    Edinburgh
    EH6 6QQ

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) at:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60
Website: ico.org.uk