Homes for Ukraine and other support for Ukrainian refugees

The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.

Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.

To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation. 

This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.

1. The purpose for which we use your personal data

The information we collect about you will be used to process applications for providing the following support during the Ukraine crisis:

  • Welcoming a Ukrainian family into your home under the Homes for Ukraine scheme
  • Making a home available to rent to a Ukrainian family and helping to prepare homes ready for a family to move into
  • Providing interpretation and translation
  • Donating furniture
  • Helping at a reception centre
  • Helping with transport for newly arrived families
  • Using other specialist skills and knowledge which may be needed to help refugee families

The legal basis for the processing of your information is to perform a task in the public interest, under the Local Government Act. This is referred to as our ‘lawful basis for processing’ personal data.

2. What type of information do we use?

We need the following types of personal data about you to process applications:

  • Your name and address
  • A contact telephone number
  • Your email address

3. Do we use information received from other sources?

To provide this service, we mainly collect personal data directly from you through our application form.

However, please note that depending on the type of support being provided, we may need to contact the Disclosure and Barring Service (DBS) to get a DBS check.

For instance, we’d need a DBS check if you are offering accomodation in your home under the Homes for Ukraine scheme, or if you would be working directly with children and vulnerable adults. We use this information for reasons of substantial public interest, on the basis of the legislation referred to above.

We don’t obtain information about you from any other sources. 

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

Your personal data is only shared when this is necessary.  When we do this, we provide the minimum amount of information that is needed to the relevant Council services and any external organisations that deliver support to Ukrainian refugees.

There are other specific situations where we may be required to disclose information about you, such as:

  • Where the Council is required to provide the information by law
  • Where disclosing the information is required to prevent or detect a crime
  • Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your information securely for 6 years after your involvement with the scheme.

7. Your Data Protection rights

You have the right to:

  • Obtain access to the personal data that Carmarthenshire Council is processing about you
  • Have any inaccurate or incomplete information rectified (corrected)
  • Withdraw your consent to processing, where this is the only basis for the processing
  • Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

  • Object to the processing of your personal information
  • The erasure of your personal data
  • Restrict the processing of your personal information
  • Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
SA31 1JP


Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .

Council & Democracy