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How we will store and process your details under the General Data Protection Regulation (Homes for Ukraine Scheme).

Part of:
First published:
18 March 2022
Last updated:

In order to provide support to Ukrainian citizens fleeing the conflict in Ukraine, the Welsh Government and public sector partners will be processing the personal identifiable data of those people and those who are sponsoring them to come to the UK. The data will be collected from multiple sources, including UK Government departments, and directly from individuals. We will only collect the information that is necessary to support Ukrainian citizens being sponsored to come to  Wales either by Welsh Government or by other individuals and organisations in the UK.

The Welsh Government will be the data controller for the personal data it collects, and any personal data which is shared with us by UK Government departments.  We will process this data in pursuance of our public task and the official authority vested in us. Where the information amounts to special category data we will process it in the substantial public interest of protecting vulnerable people.

The data will be processed to support Ukrainian citizens during the arrival process and for the duration of any sponsorship arrangements in Wales. This will be for the purposes of providing and managing essential support services for those arriving in Wales, and undertaking required safeguarding checks.

We will share necessary information with third parties, such as public sector partners, including local authorities in Wales, and with UK Government. Where necessary, we will also share personal information with charitable and private sector partners who will be delivering services on our behalf.  We will only share personal data insofar as it is necessary to support Ukrainian citizens, or where we are required to by law.

Personal data provided to Welsh Government is stored on secure servers. Personal, identifiable data shared with our public sector and other partners will only be transferred using accredited secure data transfer systems. Only data absolutely necessary for the delivery of support to Ukrainian citizens will be shared.  

Personal identifiable data held by Welsh Government will be retained for the duration of the sponsorship scheme, and for a period of at least six months afterwards. Data may be retained for longer periods, including by our public sector partners, where there is a statutory obligation or ongoing requirement to do so. The data will be securely destroyed once it is determined that it is no longer required.

Under GDPR, you have the following rights in relation to the personal information you provide us to enable to support you, specifically you have the right:

  • to access a copy of your own data
  • for us to rectify inaccuracies in that data
  • to object to or restrict processing (in certain circumstances)
  • for your data to be ‘erased’ (in certain circumstances)
  • to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection

The contact details for the Information Commissioner’s Office are:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Phone: 01625 545 745 or 0303 123 1113

Information Commissioner’s Office website

Further information

If you have any further questions about how the data provided will be used by the Welsh Government or wish to exercise your rights using the General Data Protection Regulation, please contact the Welsh Government’s Data Protection Officer at:

Welsh Government
Cathays Park
Cardiff
CF10 3NQ

Email: DataProtectionOfficer@gov.wales