The data controller for the information we collect
This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering support to Refugees and Asylum Seekers.
Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.
The data we will collect
To deliver the service, we will process the following data:
- name
- age
- current address
- Home Office application number
- contact phone number
- tenancy start date
- tenancy end date
- actual departure date
- gender
And the following special category data:
- nationality
- ethnicity
- languages spoken
- disability
- vulnerability
- safeguarding note
How we collect information about you
We collect information about you from you directly. We may also obtain your information from other sources, such as:
- government departments (for example, Home office, Ministry of Defence)
- Mears Group
- internal council services
- other local authorities
- Migration Yorkshire
- NHS trusts
- police
Why we process your data
We use your information for the following purposes:
- to deliver services to refugees and asylum seekers
- to meet statutory requirements
- for planning and service improvement
- for equality monitoring
All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purpose(s) specified.
Lawful basis for processing
We will process your data in accordance with the following:
- Article 6(1)(e) – 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.
Additionally, we process some of your special category data under Article 9(2)(g) which states the processing is necessary for reasons of substantial public interest. This legal basis is underpinned by acts of legislation listed below which set out functions and duties of local authorities relevant to this processing.
These legal bases are underpinned by acts of legislation that set out functions and duties of local authorities relevant to this processing. This includes, but may not be limited to:
- Immigration and Asylum Act 1999
- Welfare Reform and Work Act 2016
- Children and Families Act 2014
- Children and Social Work Act 2017
- Children Act 1989
- Safeguarding Vulnerable Groups Act 2006
- Health and Social Care Act 2012
The following Schedule 1 Part 2 of the Data Protection Act 2018 conditions apply:
- 6. Statutory and government purposes
- 8. Equality of opportunity or treatment
Some of the Schedule 1 conditions for processing special category data require an Appropriate Policy Document (APD) to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. This document explains this processing and satisfies the requirements of Schedule 1, Part 4 of the DPA 2018 and supplements this privacy notice.
Data retention, storage and destruction
Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept for 6 years after the end of tenancy unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived.
Who we share your data with
We will share your data with individuals and agencies some of which are shown below:
- contractors providing services
- education providers
- elected members
- judicial agencies, courts, tribunals part
- Government departments, ie. HMRC, DWP and DCLG
- schools
- internal council departments, ie social care, environmental health.
In addition, we will share your personal data:
- where such disclosure is necessary for compliance with a legal obligation to which we are subject;
- in order to protect your vital interests or the vital interests of another natural person;
- for the purposes of security and prevention of fraud and other criminal activity;
- where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure
Automated decision making
Your data will not be used for any automated decision-making, including profiling.
Your rights
The following rights under data protection law are available under the UK GDPR:
- the right to access – you can ask for copies of your personal data
- the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data
- the right to erasure - where you can ask us to erase your personal data
- the right to restrict processing – you can ask us to restrict the processing of your personal data
- the right to data portability (where you can ask that we transfer your personal data to another organisation or to you
- the right to object to processing (where you can object to the processing of your personal data)
- the right to complain to a supervisory authority – you can complain about our processing of your personal data
- the right to withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent
Where we process your data under the performance of a contract basis, the following data rights do not apply - the right to object to processing. You can object to processing of your personal data by withdrawing your consent.
Where we process your data under the public task basis, the following data rights do not apply - the right to erasure, the right to portability and the right to withdraw consent.
All the rights are subject to certain limitations and exceptions. You can learn more about your rights and how to exercise them, with further details on the Information Commissioner’s Office website. You may exercise any of the above rights in relation to your personal data by writing to us using the contact details provided below.
When your data gets sent to other countries
The information you provide will not be transferred to another country outside of the UK.
Contact us
Any queries in relation to this privacy notice should be forwarded to:
Email: migrationteam@leeds.gov.uk
Data Protection Officer
Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
The Council privacy notice is available online.
Complaints
If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.
Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy.
You can find out how to submit a complaint.
If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.
Changes to this notice
We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated November 2024.
