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Cardiff Council

www.cardiff.gov.uk

Ukraine Support Privacy Notice

​Cardiff Council will provide contact centre services on behalf of the Welsh Ministers in support of the Wales Nation of Sanctuary: Ukraine scheme. 

Cardiff Council will process personal data for the purposes of providing support and assistance to Ukrainian citizens fleeing the war in Ukraine who are arriving in Wales and need immediate assistance and onward travel to their sponsor’s location or a Welsh Government Welcome Centre. Cardiff Council may also process personal data from individuals and organisations that have questions about the Wales Nation of Sanctuary: Ukraine scheme.

What types of personal data do we process?

The types of personal data we process include, but are not limited to: 

  • Name 
  • Date of birth/Age 
  • Gender 
  • Contact information 
  • Details of anyone travelling with you 
  • Passport number
  • Visa application data











We may also process special categories of data including:

  • Safeguarding information


How do we obtain your personal data?

We obtain your personal data from sources including:

  • Welsh Government
  • Information provided by you to the contact centre.

How do we use your personal data?

Data will be collected and processed by the contact centre.  The contact centre will provide an inbound helpline and will collect personal data from applicants and sponsors. The contact centre will also contact applicants on the Welsh Government and individual sponsorship schemes to give them information about the various scheme processes.

Personal data will be processed by Cardiff Council for the purposes of providing support and assistance to Ukrainian citizens fleeing the war in Ukraine. Specifically, personal data will be processed in order to provide Ukrainian citizens arriving in the UK with information and guidance to travel to a destination in Wales, and to answer any questions they may have.

What is our lawful basis for processing your personal data? 

The lawful bases we rely on for processing your personal data are: 

  • Article 6 (1) (e) of UK GDPR – Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller. 
  • Part 2, Section 8 (d) of the Data Protection Act 2018 – processing that is necessary for the performance of a task carried out in the public interest or in the exercise of the controller’s official authority includes processing of personal data that is necessary for the exercise of a function of the Crown, a Minister of the Crown, or a government department. 
  • If the processing involves special categories of data, the lawful basis is Article 9(2)(g) of UK GDPR – processing is necessary for reasons of substantial public interest. The corresponding substantial public interest condition is Schedule 1, Part 2, Paragraph 18 of the Data Protection Act 2018 – processing is necessary for the purpose of safeguarding children and individuals at risk.  

How long will we retain your personal data?

Data will be retained whilst the Welsh Ministers consider that the provision of the Wales Nation of Sanctuary: Ukraine contact centre is necessary. Once it is determined that a contact centre is no longer required, the Welsh Ministers will issue instructions on what should be done with any data shared with or collected by Cardiff Council for this purpose.  

The organisations we may share your personal data with

We may share your personal data with other departments within Cardiff Council and external organisations we work with. These may include:
 
  • Our staff – where the information is vital and required for their work. 
  • Our partners – strictly in line with agreed procedures. 
  • Welsh Government
  • All 22 Welsh Local Authorities


Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information. 
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.












You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.


How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dataprotection@cardiff.gov.uk​ ​​​​​​​​​​​External link opens in a new window

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website ​​​​​​​​​​​External link opens in a new window


Contacting Data Protection 

Please contact the Data Protection Officer for further information.

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW 
dataprotection@cardiff.gov.uk​ ​​​​​​​​​​​External link opens in a new window


This privacy notice was last updated on 12/04/2022.​​​​​