Homes for Ukraine user research privacy notice
Privacy notice for the Homes for Ukraine research and design team's use of personal data.
The purpose of this privacy notice is to tell you how DLUHC ‘Homes for Ukraine’ research team will process your personal data.
DLUHC is committed to protecting the privacy and security of your personal data.
We are only allowed to use, gather, and share personal information where we have an appropriate legal basis to do so. We only collect and process personal information to fulfil our legal and official functions. We will only use personal information when the law allows us to and where it is necessary and proportionate to do so.
You can view DLUHC – general privacy charter.
The identity and contact details of the Department for Levelling Up, Housing and Communities (DLUHC)
DLUHC has an appointed Data Protection Officer (DPO) to help ensure that the Department fulfils its legal obligations when processing personal data. You can contact the DPO using the details below.
DLUHC dataprotection@levellingup.gov.uk or by writing to the following address:
Data Protection Officer
Department for Levelling Up, Housing and Communities
2 Marsham Street
London
SW1P 4DF
What personal data we are collecting and why
We collect your name and email address in this survey so we can contact you in the future and invite you to take part in ongoing research that will inform the development of government policy relating to the Homes for Ukraine scheme. At that later stage we will use your personal data to carry out:
- Online-based surveys, where you complete questions
- Face to face or virtual interviews where you answer questions about your experience
- User interviews which will include anonymised quotes, summarised notes, video recordings from the interviews.
We will ask for your permission to video record and share the outputs of that recording.
This data will be used to inform policy and decision-making to improve the Homes for Ukraine scheme.
Lawful basis for processing the data
We are using the following lawful basis under UK GDPR to process personal data:
- Article 6(1)(e) of the UK GDPR – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
We do not intend to collect any sensitive (“special category”) data about you. Should this inadvertently occur, we will look to anonymise and delete this data at the first opportunity.
With whom we will be sharing the data
Your personal data – (Name, email address, your responses to questions, and video recordings of interviews) will be stored on our database. Names, email addresses and responses to questions will be password encrypted and will only be accessed by the research and design team. The research and design teams working on Homes for Ukraine are made up of staff from DLUHC, other government departments and a third-party provider – Made Tech.
For guests or hosts who do not speak English fluently, we will be sharing your personal data with a translator if they are required as they will be present on the research call with us.
When we conduct research, we play back our findings to people working on the Homes for Ukraine scheme. As well as DLUHC staff this includes other government departments, third party contractors (including Made Tech). At this stage we may share edited video outputs from user research interviews.
Two data processors:
- Delib – who provide the Citizen space platform we use to collect survey data;
- Made Tech – who have access to relevant DLUHC files and folders in their role as providing research and design support
Storage, security, and data management
DLUHC has a duty to safeguard and ensure the security of your personal data where we process this. We do that by having systems and policies in place to limit access to your information and prevent unauthorised disclosure, accidental loss, or alteration of your data. We have also procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
For how long we will keep the personal data, or criteria used to determine the retention period.
Your personal data will be kept only as long as it is necessary for these permitted purposes. We will delete your data 365 days after we have collected it.
Your rights, for example: access, rectification, erasure -
The data being collected is your personal data, and you have the rights to affect what happens to it. You have the right to:
a. know that we are using your personal data
b. see what data we have about you
c. ask to have your data corrected, and to ask how we check the information we hold is accurate
d. complain to the Information Commissioners Office (ICO) see below
e. we will respect the right to erasure. This right applies to both those taking part in research or third parties. An example of a third party would be anyone that lives in the same household, whether they be a guest or sponsor.
In some circumstances you may also have the right to object to particular use of your data. We will tell you when these rights apply.
Is any personal data sent overseas?
We are using citizen space to collect your data. Citizen space is based in the EU. Citizen space will only have access to the data you provide in the initial screener. They will not have access to the data we collect during the interview process.
Complaints and more information
When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.
If you are unhappy with the way DLUHC has acted when using your sponsor data, you can make a complaint.
If you are not happy with how we are using your personal data, you should first contact the relevant data protection officer at the addresses above.
If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745 ICO website
Last updated 28 June 2022 + show all updates
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Added Ukrainian translation.
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First published.