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Resettlement privacy notice

1. Council contact details

1.1. West Northamptonshire Council

Registered Office:
One Angel Square
Angel Street
Northampton, NN1 1ED

Contact centre telephone: 0300 126 7000

The Data Controller is West Northamptonshire Council

ICO registration number: ZA896620

The Resettlement team can be contacted by email at [email protected].

1.2. This privacy notice sets out the information for the Council’s Resettlement Service which covers:

  • Afghan Resettlement
  • Homes for Ukraine
  • Asylum Support 

The Resettlement Service collects data to ensure that all processes are completed and services delivered, so that we can provide support and assistance to people who are displaced and arriving in West Northamptonshire, and to provide support and information for sponsors under the Homes for Ukraine scheme.

2. Information that we hold

2.1. Information about the types of data we collect to deliver this service. 
The personal and special category data we collect varies according to the purpose of the contact. 

Applications for our services are not restricted to people living or working in Northamptonshire. Anyone is entitled to contact the Council about our service. 

The information we hold may include:

  • Your name (including forename and surname)
  • The names of other household members
  • Your address (including postcode)
  • Your telephone number(s)
  • Your email address
  • Further personal details such as gender and age (including date of birth) of you and your household
  • Unique Identifier (e.g. NI number, NHS number, or similar)
  • Bank statements, utility bills, benefits statements (held temporarily)
  • Language
  • Imagery (photographs & video footage)
  • Occupier details
  • Tenancy arrangements

Where applicable we will also collect and process Special Category Data relating to:

  • Racial or ethnic origin
  • Health, including mental and physical health

3. How and why your information is collected and used

3.1. How we collect this personal information

Most of the personal information we process is provided to us directly by you in the following ways:

  • Face to Face
  • Telephone, including messaging
  • Email or in writing

Additional information may be provided by:

  • Disclosure and Barring Service
  • Central Government departments
  • Health Providers

3.2. Why we collect your information

There are a number of reasons why we need to collect and use your personal information.

Much of what we do in Resettlement is governed by legislation, set nationally, which requires us to provide various services across West Northamptonshire. 

We process personal data to deliver public tasks outlined in the follow pieces of legislation and Government guidance:

  • Homes for Ukraine Scheme
  • Afghan Resettlement Schemes (ARAP & ACRS)
  • Asylum Dispersal Scheme

The information we collect, and store, is also used to provide an auditable record of service delivery, and enables us to contact people initiating reports/issues to request further information or provide updates.

Whenever we collect information, we always limit this to only the details that are needed. We ensure that data is used and stored safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too. 

All Resettlement staff have received training on data protection and information security.

3.3 Lawful processing

We rely on the following lawful reasons to process your person data in the Property Response Service 

UK GDPR Article 6

a.    Explicit consent has been provided by the data subject

e.    Public Task

4. What we do with the information

4.1 How we use your personal information

We collect information about people who contact the Council to: 

  • support the delivery of the Homes for Ukraine scheme
  • support the delivery of the outcomes for Afghan resettlement schemes
  • contact you regarding your application, for example, to get missing information, clarify information provided, arrange visits
  • offer you services that you may need, for example, interpreting services, and to provide support and assistance to access relevant services
  • share with WNC internal teams or partner organisations 
  • share relevant information with the Department for Work and Pensions (DWP), Disclosure and Barring Service (DBS) to progress your application during your stay within the UK
  • assess and evaluate the quality of our services
  • ensure we deliver all statutory services for which we are responsible

The information will only be used for the purposes stated when it was collected.

Information will not be sold, rented or provided to another organisation, individual, or used for any other purpose than that for which it was originally collected unless required to by law.

4.2. Who we share your information with

In order to deliver a range of resettlement support services, to undertake our statutory and non-statutory duties as a Local Authority, and for us to deliver associated projects or programmes, it is often necessary for us to share information across the council with:

  • our contractors
  • agents
  • Elected Councillors 
  • Parish Councils 
  • other partner agencies and Government departments such as the Police and Fire Services, North Northamptonshire Council, Northamptonshire Children’s Trust, NHS, and other Authorities

When we publish information in public, we will follow procedures that we have in place to remove personal data associated with the record.

We will share personal information with law enforcement agencies or other authorities only if required by applicable law and in accordance with UK GDPR and the Data Protection Act 2018.

4.3 Automated Decision making

We do not use automated decision making for this processing. Automated decision-making is where decisions are made about you without any human influence on the outcome. These may affect your legal rights or have an impact on your circumstances, behaviour or choices.  

4.4 Data Profiling

There is no profiling undertaken in relation to this processing. Profiling is where parts of an individual’s personality, behaviour, interests and habits are analysed to identify their preferences, make predictions or decisions about them.

5. How long we keep your information for and how we securely dispose of it after use

5.1. Information about how your personal data is kept

We only keep information for as long as it is needed in line with the council’s retention schedule. This will differ according to the type of information we hold and its purpose. 

It will be based on either a legal requirement (where a law says we have to keep information for a specific period of time), a regulatory requirement or accepted business practice. 

5.2 We will securely dispose of your information in line with the Council's Retention Schedules.

6. How we store your information

6.1. Physical (paper) records

The Resettlement Service retain no paper records.

6.2 Electronic information

Digital data is securely stored on the council’s computer hardware and on cloud servers in the UK, EEA and in countries with adequacy or that have a regulator approved Privacy Framework (such as the USA).

7. Your data protection rights

7.1. The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2. Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied with how we have used your data once you have made a complaint through the council’s internal complaints procedure you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9. Changes to this Service Privacy Notice

9.1. Privacy notices are live documents and will be updated or revised periodically in line with service changes and / or new legislation requirements.

This privacy notice was last updated October 2024.

The update reference number is: PNS/24/033/D

Last updated 31 October 2024