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Homes for Ukraine - Privacy notice

Cheltenham Borough Council (hereafter referred to as “CBC” or “the council”) is participating in the Homes for Ukraine scheme, a national government initiative supporting people displaced by the conflict in Ukraine.

Under this scheme, the council receives information from central government and partner authorities to facilitate visa sponsorship, housing, and support for Ukrainian guests and their sponsors.

This privacy notice explains how the council collects, uses, stores, and protects personal data in connection with the delivery of the Homes for Ukraine sponsorship scheme.

What information we collect about you

The council may collect and process the following information, depending on your role as a sponsor, guest, or partner organisation:

Individual sponsors:

  • Name, address, and contact details (including email address and telephone number)
  • Details about your household and property
  • Information about other members of your household or nominated sponsors
  • Passport, visa, and Disclosure and Barring Service (DBS) check details

Individual guests:

  • Name, address, and contact details (including email address and telephone number)
  • Date of birth
  • Family composition and details of household members
  • Visa and passport information
  • Nationality and immigration status
  • Disability or health information
  • Ethnicity and religion (where provided)
  • Information relating to any safeguarding concerns

Organisations and non-governmental organisations (NGOs):

  • Name, address, and contact details
  • Work contact information (such as job title, phone number, and email address)
  • Details about accommodation offers or sponsorship support provided

We only collect the personal information necessary to administer and deliver the Homes for Ukraine scheme safely and effectively.

Why we collect your information

CBC collects and uses your personal data to:

  • Maintain records from when the revenues and benefits service previously administered the Homes for Ukraine sponsorship scheme locally
  • Carry out accommodation checks and DBS vetting for sponsors
  • Meet government reporting and monitoring requirements
  • Respond to safeguarding concerns or public protection issues

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases for collecting and processing this data are:

  • 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 vested in the council.
  • Article 6(1)(c) – Processing is necessary to comply with a legal obligation under national housing, immigration, and safeguarding legislation.
  • Article 6(1)(a) – Consent, where individuals have given explicit permission for data to be used for a specific purpose (for example, for re-matching or optional support activities).

For special category data (such as health, ethnicity, or religion), the lawful condition is:

  • Article 9(2)(g) – Processing is necessary for reasons of substantial public interest under Schedule 1, Part 2 of the Data Protection Act 2018, including safeguarding, equality monitoring, and social protection.

Who we collect personal information from

The Council may receive personal information from:

  • The Ministry of Housing, Communities and Local Government (now Department for Levelling Up, Housing and Communities – DLUHC)
  • The Home Office and other central government departments
  • Gloucestershire County Council and other district councils within Gloucestershire
  • Individual sponsors and guests directly
  • Disclosure and Barring Service (DBS) providers
  • Partner organisations and NGOs involved in the scheme

Who we share your information with

We may share your personal data with the following, where necessary to administer the Homes for Ukraine scheme:

  • Gloucestershire County Council
  • Gloucestershire Fire and Rescue Service
  • Gloucestershire Constabulary
  • Ministry of Housing, Communities and Local Government (MHCLG)
  • Elected Members and Members of Parliament (MPs), where acting on your behalf
  • Other departments within Cheltenham Borough Council, such as Private Sector Housing, Revenues and Benefits, or Community Wellbeing
  • Partner organisations, including Gloucestershire Action for Refugees and Asylum Seekers (GARAS) and other community support bodies

All sharing is carried out securely and proportionately. CBC does not sell personal data.

How long we keep your information

Your personal data will be securely held for as long as necessary to deliver and monitor the Homes for Ukraine scheme.

  • Retention period: Up to three years from the closure of the Homes for Ukraine sponsorship scheme, unless the Department for Levelling Up, Housing and Communities or the Home Office requires earlier deletion.

After this period, data will be securely deleted or anonymised in line with the council’s data retention policy.

How we safeguard your information

CBC stores all information securely on systems hosted within the United Kingdom.

Access to data is restricted to authorised officers and partners directly involved in the Homes for Ukraine programme.

All electronic information is protected by passwords and encryption, and any paper records are held securely in controlled storage.

Information is not transferred outside the United Kingdom or the European Economic Area (EEA).

If international transfer becomes necessary, appropriate safeguards such as International Data Transfer Agreements (IDTAs) will be used in compliance with UK GDPR.

Your data protection rights

Under UK GDPR, you have the following rights:

  • Right of access – to request copies of your data
  • Right to rectification – to correct inaccurate or incomplete information
  • Right to erasure – to request deletion of your data (subject to legal exemptions)
  • Right to restrict processing – to limit how your data is used
  • Right to object – to processing carried out under public task or legitimate interest
  • Right to withdraw consent – where consent has been used as the legal basis for processing

To exercise any of these rights, contact the information governance team at:

[email protected]

We will respond within one calendar month.

How to contact us

For general enquiries about the Homes for Ukraine scheme email [email protected].

For data protection queries relating to this notice email [email protected].

How to complain

If you are unhappy with how your personal data has been handled, you may contact [email protected].

Please include your full name, contact details, and the details of your concern. We aim to respond within 20 working days.

If you are still dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

Updates to this privacy notice

This privacy notice may be updated to reflect changes in legislation or council procedures.

The latest version will always be available on the Cheltenham Borough Council website.

© Cheltenham Borough Council 2026