Ukraine Sponsorship Scheme: privacy notices

Explanation of rights and information you are entitled to under UK data protection legislation.

Privacy notice for hosts

Translations into Ukrainian, Russian and Polish can be found at the supporting documents

This document provides information about how we use your personal data, and the rights you have under UK data protection legislation.

Who we are

The Scottish Government. We received information about you from the UK Government when you applied for this process, and we will share some information on to a Scottish local authority to enable them to provide you directly with support. Once we have shared this information with a local authority, they will be in touch with you directly.

What personal data will be collected and processed

We receive data about you from the UK Government, taken from your application to be a host for displaced people from Ukraine. This is:

  • your name and contact details
  • your address and the first half of your postcode
  • your sex
  • the information you gave about the housing you can provide

From your local authority we will receive:

  • yes or no decision on whether you have passed a Disclosure Scotland check, although no information about why this decision was made
  • yes or no decision on the suitability of the property offered, with no information about why this decision was made

What we do with your data

We will use this to match you with suitable displaced people from Ukraine, ensuring that their requirements match what you can offer.

Using your postcode, we will transfer your information to your local authority, who will carry out checks on accommodation and can start to provide you and the displaced people from Ukraine in that area with support, and access to public services.

If your data is being used as part of the Warm Scottish Welcome matching service, we will transfer some information to the Convention of Scottish Local Authorities (COSLA), who are helping the Scottish Government match displaced individuals with hosts in Scotland. COSLA can be contacted here:

We may retain anonymised data for statistics and reporting purposes subject to regular review and continue to keep retention periods under review.  

Lawful basis

The processing is necessary to fulfil our public task (UKGDPR Article 6(1)(e)), and under substantial public interest (UKGDPR Article 9(2)(g)).

How long we keep your data

We will keep your personal information for as long as it is necessary for the proper administration of the scheme. We currently expect this to be two years from the date of application, but we will update this privacy notice if that changes.

We may retain anonymised data for statistics and reporting purposes subject to regular review and continue to keep retention periods under review.

What my rights are

  • the right to be informed – about how we are using your personal data, which is done through this privacy notice. When other organisations, like the UK Government or local authorities, use your data they will also tell you about this
  • the right of access – you can request a copy of personal data we hold about you. You can also request data on behalf of someone else if they want you to do this
  • the right of rectification – you have the right to have us rectify our records if we hold inaccurate or incomplete information about you
  • the rights of erasure, objection and restriction – to have your details removed from our system, or limit how we use them. If we are legally obligated to store your data for longer than you wish we may not be able to carry out this request, but we will tell you this

To action your rights contact: You can read more about these rights on the website of the Information Commissioner.


Contact us if you have any concerns about the information we hold about you at: 

Scottish Government Data Protection Officer
Victoria Quay
Commercial Street

If you have already made a complaint to us and are not happy with the outcome, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). 

The Information Commissioner
Wycliffe House
Water Lane
Tel: 08456 30 60 60

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