Resettlement and Asylum Seeker Support Privacy Notice

Service being provided

Provision and coordination of support under UK Government resettlement schemes, including (but not limited to):

• Homes for Ukraine Scheme
• UK Resettlement Scheme
• Other Home Office‑funded resettlement and integration support programmes.

This includes welfare support, housing coordination, safeguarding, integration support, and administration of grant funding provided under government guidance for resettlement schemes and asylum seekers.

Categories of personal data we collect

Depending on the support required, we may collect:

• Name
• Address
• Contact details (email address and telephone number)
• Date of birth
• Gender
• Information about children or dependants
• Financial information (for administering grant payments or support)
• Identification documents (such as passport, eVisa, residence permit, or driving licence, where required)
• Unique identifiers (such as National Insurance number, where required).

Audio or video recordings will only be made where necessary and will be explained at the point of collection.

Special Category data we collect

We may process limited special category data where necessary to provide appropriate support, including:

• Disability or medical information (to support welfare, safeguarding, accessibility, or health needs)
• Racial or ethnic origin and nationality (where relevant to resettlement and Home Office requirements)
• Immigration status (where relevant to resettlement and Home Office requirements).

We may also process criminal offence data only where required, for example in relation to safeguarding or DBS checks.

Criminal offence data is processed in accordance with Article 10 UK GDPR and the Data Protection Act 2018, with appropriate safeguards in place.

We do not routinely collect data relating to sexual life, sexual orientation, trade union membership, or biometric data unless there is a clear legal requirement to do so.

Consequences of failing to provide personal data

If required personal data is not provided, this may delay or prevent the delivery of support, welfare assistance, accommodation arrangements, or grant funding under the relevant resettlement scheme.

Data Controller and Processors

For resettlement and support schemes, personal data may be processed by multiple organisations acting as independent Data Controllers in accordance with their statutory functions. These may include:

• Worcester City Council
• Worcestershire County Council
• The Home Office
• Ministry of Housing Communities and Local Government.

Each organisation is responsible for the personal data it processes. When data is shared externally, responsibility for that data passes to the receiving organisation and their privacy notice will apply.

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  

Purpose of Processing 

• Deliver government‑funded resettlement and integration support
• Co-ordinate housing, welfare, and community support
• Administer and pay grants under resettlement schemes
• Carry out safeguarding and welfare check
• Meet public‑health, health‑and‑safety, and safeguarding duties
• Manage funding, audit, and compliance requirements
• Prevent and investigate fraud or misuse of public funds

Lawful basis for processing personal data

• Article 6(1)(e) UK GDPR – Public task - Processing is necessary for the performance of tasks carried out in the public interest or in the exercise of official authority, including statutory resettlement and safeguarding duties; and
• Article 6(1)(c) UK GDPR – Legal obligation - Where processing is required under government directions, funding conditions, safeguarding law, or audit requirements.

This processing is carried out in line with Home Office and DLUHC guidance for resettlement schemes.

Lawful basis for processing special category and criminal offence data

• Article 9(2)(g) UK GDPR – substantial public interest, supported by Schedule 1, Part 2 of the Data Protection Act 2018, including safeguarding and protection of individuals at risk; and
• Article 10 UK GDPR, for criminal offence data, with appropriate safeguards.

Processing does not rely on consent for core resettlement activities.

Source of data

• You directly
• Parents or guardians (where the individual is a child)
• The home office (via approved systems)
• Ministry of Housing Communities and Local Government (via approved systems)
• Worcestershire County Council
• Voluntary organisations
• Other local authorities where a person moves between areas
• Health, housing, safeguarding, or support providers where lawful and necessary

Who we share the information with

We may share personal data where necessary and lawful with organisations involved in resettlement delivery, including:

• The Home Office (for case management, grant administration, and scheme monitoring)
• Ministry of Housing Communities and Local Government (via approved systems);
• Worcestershire County Council
• Other local authorities (if a person moves between council areas)
• Social and supported housing providers
• Health services (NHS and commissioned providers)
• Worcester City Welcomes Refugees (with consent)
• Department for Work and Pensions (DWP) where relevant to support or benefits

Information is shared only to deliver support, meet safeguarding duties, or comply with government requirements.

Details of data transfers to a country outside the UK and safeguards in place 

We do not routinely transfer data outside of the UK. Where personal data is transferred outside the UK, appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses.

Automated decision-making

We do not carry out automated decision-making or profiling in relation to this processing.

How long we hold your information

In line with Government instructions, personal data relating to resettlement schemes will generally be retained for up to two years after closure of the relevant scheme, unless earlier deletion is instructed.

Support and advice service records will be kept for 2 years from their last interaction with us.

Information may be kept longer in line with safeguarding and legal requirements.

Information obtained via DBS checks is retained in accordance with guidance and deleted six months after receipt.

All information is held securely and disposed of confidentially.

Your rights

You have rights under UK GDPR, including the right to:

• access your personal information
• ask us to correct incorrect or incomplete information
• ask for your information to be deleted (in certain circumstances)
• restrict how your information is used
• object to certain uses of your information
• request your information in a commonly used format (data portability)
• understand and challenge automated decisions and profiling.

Some rights may be limited where processing is required for safeguarding, public‑interest functions, or legal obligations.

Individual’s right to withdraw consent at any time

Where your personal information is processed on the basis of consent (e.g. audio or video recordings), you have the right to withdraw this consent at any time.

Complaints and further information

If you have questions or concerns about how your information is used, please contact the Data Protection Officer:

Email:        This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone:      01905 722233

Address:  Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester WR1 2EY

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Website:   www.ico.org.uk

Phone:      0303 123 1113

Address:   Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on our website.