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Ukrainian Refugee Schemes Privacy Notice

Powys County Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the personal data we hold about you, how we use it, the safeguards in place to protect it, and advise where you can obtain more information from.

As part of the UK Government Ukrainian Refugee Schemes, the Council will provide various services to Refugees and Sponsors. This Privacy Notice will be updated as the situation evolves.

1)   Who provides your data to the Council?

The personal information we process is provided to us directly by you:

a)    After you register your interest (as a sponsor) in providing accommodation for Ukrainian Refugee(s)

b)    When you apply for assistance from the Council (as a Refugee)

c)    Upon arrival in any relevant welcome centres


We also receive personal information from Welsh Government:

a)    if you have registered your interest (as a sponsor) on their website

b)    where you have applied for a Visa under the scheme (as a refugee)   

2)   How does the Council collect this information?

  • From Welsh Government when the Council is allocated your case 
  • If you complete a form provided by Powys County Council
  • If you meet or contact us by telephone/email/social media/in writing, or in person.

3)   What information does the Council collect about you?

The Ukrainian Refugee Schemes may collect:

  • Contact details (name/address/email/telephone) of you and your children
  • Date of birth and your sex
  • Bank details if you receive the Scheme payment
  • Identity information to perform relevant checks
  • Information about your family, and your home
  • Visa Details

4)   Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) As it is necessary to perform a public task.

Please note that where you have registered your interest in offering accommodation, we do not rely on your consent as the lawful basis for processing.

5)   Special categories of personal data:

We may collect and use the following special category data to ensure we can meet the needs of both sponsor and refugee:

  • personal data revealing racial or ethnic origin
  • personal data revealing religious or philosophical beliefs
  • data concerning health
  • data concerning a person's sexual orientation

This processing is undertaken under Articles 9(b) social protection, and 9(g) substantial public interest, of the UK GDPR


Where we collect criminal data, for the purposes of checks carried out on sponsors and refugees, this is processed by the Council under Article 10 of the UK GDPR.

6)   Who has access to your data?

Your data is shared internally with the appropriate staff where it is necessary for the performance of their roles, in the delivery of services to you.

Your data may also be shared externally with organisations to carry out safeguarding, and audit checks and also to provide services. These may include, but not be limited to:

  • Health Authority
  • Third Sector organisations (e.g., voluntary)
  • Police
  • Welsh Government

Apart from where previously stated, we do not pass your details to third parties unless the law allows or requires us to do so.

7)   How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council's internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Electronic Council and national databases
  • Secure network drives

Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written instructions. These third parties are also under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data.

8)   How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

For more information on how Powys County Council, and various departments in the Council, including the Housing department, process personal data, and for details of your data protection rights then please see           

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer at

The UK's privacy regulator, the Information Commissioner, can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Telephone: 0303 123 1113, Fax: 01625 524510,