How we collect and use your information
The first information we hold about you is gathered by the UNHCR, the United Nations Refugee Agency. This information allows us to arrange your resettlement in Aberdeen. We will share this information with the necessary services to ensure your integration and support once in Aberdeen.
This information includes for example, personal information of your family details and some medical records. We share some of this information with:
- Education services
- Housing providers
- Social work and wellbeing services
- Police Scotland
- Health services or the NHS.
The reasons we share this information are:
- To ensure all requirements are in place for resettled refugees arriving in Aberdeen
- To ensure that all relevant services are in contact with resettled refugees
- To ensure that the complex resettlement needs of refugees are met in years one to five.
Once these agencies have reviewed your information, necessary information is shared to supporting agencies, who the Council employ to provide services to you when you arrive in Aberdeen. These teams work together in the Support Hub, where we work together to find the best support and integration opportunities for you, these teams include:
- The Council's Lifelong Learning Team
- The Council’s Community Development Team
- The Council’s Youth Work team
- Action for Children
- Grampian Regional Equality Council
The reason we provide these agencies with information is to ensure we meet Home Office expectations and provide services to support you to integrate in Aberdeen.
These services include:
- English for Speakers of Other Languages (ESOL) classes to support you to learn English
- One to one support to help you access healthcare, education and welfare support
- One to one support for young adults, progressing through education
- Group support and information sessions tailored to your integration needs.
These services have their own information processing methods which they will share with you during initial appointments.
Some of the information we hold is provided by you, directly to us. Three times in your 18 months in Aberdeen the Refugee Project Manager returns an evaluation of your information to the Home Office. Examples of this information include updates on your attendance at ESOL classes and your progress in learning the language, updates on your employment status, updates on your children’s performance in school, and updates on your health issues. We share this information with the Home Office. This is a requirement under our funding agreement with the Home Office.
We may also obtain some of the information through third parties such as:
- Education Services
- Social work and wellbeing services
- Police Scotland
- Health services or the NHS
- ESOL and support agencies
Where we may gather information from organisations outside the Council, or share information with them, it is necessary to perform the role required of us by the Home Office.
We share information with the Home Office when a refugee has been:
- arrested for an offence involving violence; weapons; terrorism/extremism; sexual offences (criminality)
- subjected to a hate crime or hate crimes
- suffered a serious negative impact (or perceives they have) because of an act or omission by the Home Office and/or local authorities/delivery partners’ (perceived failing)
- been involved in any other incident which the media is aware of (potential media coverage).
Finally, we may share some of your information with interpreters who provide you with language or personal support to help your integration in Aberdeen. The information we share with interpreters and volunteers is limited to the minimum information needed for them to carry out their support assignment. We only use registered interpreters bound by the code of practice of community interpreters. We also use our registered volunteers who have signed our data protection policy and have been trained to respect privacy and treat information with care.
Regardless of the source of the data we obtain about you, we believe it's important to treat your information with care and to help you maintain your privacy.
How long we’ll keep your information for
We will keep your information for at least 5 years after your resettlement date, your information will be retained if there is opportunity for you to engage in optional services past this point.
You have rights in relation to your data, including the right to ask for a copy of it. See the Your data page for more information about all the rights you have, as well as the contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner's Office if you think we haven’t handled your data properly.
Our legal basis
Wherever the Council processes personal data, we need to make sure we have a legal basis for doing so in data protection law. We consider refugee resettlement as part of our public task, in accordance with the Immigration and Asylum Act 1999. This means that we understand our legal basis for processing your data as Article 6(1)(e) of the General Data Protection Regulation (GDPR).
In delivering this service we will process special category personal data. We understand our legal basis for doing so as Article 9(2)(g) of the GDPR as we consider that it is in the substantial public interest to fulfil our obligations that we have considered all relevant information when planning resettlement activities and making decisions relating to your housing situation, we do this under the Immigration and Asylum Act 1999 and the Housing (Scotland) Acts 1987 and 2001 and the Homelessness etc. (Scotland) Act 2003.