Privacy Notice for Homes for Ukraine

Data Controller: Erewash Borough Council, Town Hall, Wharncliffe Road, Ilkeston, Derbyshire, DE7 5RP

Data Protection Officer - Head of Law and Governance.
Erewash Borough Council, Ilkeston Town Hall, Wharncliffe Road, Ilkeston
Derbyshire, DE7 5RP email This email address is being protected from spambots. You need JavaScript enabled to view it.
Call 0115 9072244

Introduction

The Council is committed to being transparent about how it collects and uses the data it collects and to meeting its data protection obligations.

Erewash Borough Council (EBC) is supporting the Government's Homes for Ukraine scheme (‘the scheme’), by ensuring that sponsor accommodation is suitable to host refugees. We collect, hold and process personal data to be able to provide this service to you.

What information does the council collect?

The Department for Levelling Up, Housing and Communities (DLUHC) provides information that you have given in connection with the scheme to Derbyshire County Council (DCC). This is then passed on to EBC. This information includes:

Sponsors’ Personal Data - Name, address, contact details (including email address and mobile number), date of birth, gender, marital status, details about the property, names, genders and dates of birth of any other people living there; Criminal Conviction or Offence Data.

Ukrainian Refugees’ Personal Data - Name, address, contact details (including email address and mobile number).

Why does the council process personal data?

The purpose of the processing is to ensure that sponsor accommodation is suitable to host refugees. The accommodation checks will be used to assess the physical condition of the property to ensure it is suitable and safe for the individual/family. Data concerning other adult members residing at the property (in addition to the named sponsor) will also be gathered so that DBS checks on these individuals can be undertaken by DCC.   

The lawful basis for processing the information is:

  • public task: for processing the personal data of the sponsors and refugees
  • Where processing of criminal conviction or offence data is required to be processed criminal conviction or offence data, the additional condition for processing (as required by s. 10(5) of the Data Protection Act 2018) is Schedule 1 Part 2 is Condition 6: Statutory etc and government purposes.

Who has access to data?

We may share data with DCC and other Derbyshire authorities assisting with the scheme. We have a data sharing agreement in place for this.

We may also share personal data with DLUHC.

EBC will staff will only have access to your personal data if it is necessary for them to administer the scheme.

We will not share your personal information with anybody else, unless required to do so by law.

How does the council protect data?

The council takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the council keep data?

Your personal data will be deleted 24 months after the scheme ends. 

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require the council to change incorrect or incomplete data
  • Require the council to delete or stop processing your data, for example where the data is no longer necessary for the purpose of processing; and
  • Object to the processing of your data where the council is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the Council’s nominated Data Protection Officer, Erewash Borough Council, Town Hall, Wharncliffe Road Ilkeston, Derbyshire, DE7 5RP, email This email address is being protected from spambots. You need JavaScript enabled to view it. or telephone 0115 9072244.

If you believe that the council has not complied with your data protection rights, you can complain to the information Commissioner.

Automated decision-making

The scheme service does not use automated decision-making.

Concerns about the use of personal data or its accuracy

If you have concerns about the use of your personal data by Erewash Borough Council or its accuracy, you may contact us at the address above.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Call 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number. Alternatively, visit the ICO website or email This email address is being protected from spambots. You need JavaScript enabled to view it.