How we collect and use your information
Aberdeen City Council collects and records information about you so we can arrange your Guest’s relocation to Aberdeen. We receive information about you initially from Scottish Government and then we will request and collect further information from you directly. The information we will use about you includes:
- Name
- Address
- Contact details
- Date of Birth
- Bank Details
The reasons we use your information are:
- To ensure all requirements are in place for relocated families arriving in Aberdeen
- To ensure that all relevant services are in contact with Hosts and Guests
- To ensure that the complex needs of Guests are met in a timely fashion
- To ensure local services have the capacity to support Guests and identify where there may be accessibility issues
- To help ensure the safety of both our Guests and Hosts, including making sure appropriate checks are carried out, including Enhanced Disclosure Checks and Home Checks
- To ensure that Hosts (where eligible) are paid their Thank You Payment
How we share your information
We will share this information with the necessary services to ensure appropriate safeguarding checks are carried out, and support preparation is put in place.
We share information with:
- Education services (where Guests have school age children)
- Disclosure Scotland (for the purpose of Enhanced Disclosure Checks)
- The Private Sector Housing Team
- The Anti-Social Behaviour Investigation Team (to help ensure the safety of Guests and Hosts)
- Social work and wellbeing services (where a social work referral or support is required in relation to Guests or Hosts)
- Council Teams who carry out Home Checks
- Police Scotland (relevant addresses - to help ensure the safety of Guest and Hosts)
- Health services or the NHS (to ensure Guests are able to access relevant Health Services)
We will also receive information from each of these organisations or Council services if it is necessary to ensure that our Hosts and Guests receive the right support or if it is necessary to ensure the safety of our Hosts and Guests.
At the same time we receive your information, we receive information about your Guest. This information is held separately to your own.
Once these organisations and services have reviewed your information, necessary information is also shared to other Council services to provide support to you when your Guest arrives in Aberdeen:
- The Resettlement Team
- The Community Development Team
The reason we provide these teams with information is to ensure we meet support outcomes for matches made through the Homes for Ukraine scheme.
These services have their own information processing methods which they will share with you during initial appointments.
We may also gather information from organisations outside the Council, or share information with them, if it is necessary to perform the role required of us by the UK or Scottish Government.
We may also share information about the outcome of Disclosure, local and home checks with your Guest, Police Scotland, the Scottish Government, and where appropriate other Council services, for example Social Work.
Finally, we may share some of your information with interpreters who provide language or personal support to help your Guests integrate 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 comply with our data protection guidance and have been trained to respect privacy and treat information with care.
How long we’ll keep your information for
We will keep your information for at least 5 years after your Guest arrival date, your information will be retained if there is opportunity for you to engage in optional services past this point.
Your rights
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
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 about your offer to host a Guest, we do this under the Housing (Scotland) Acts 1987 and 2001 and the Homelessness etc. (Scotland) Act 2003.