This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.
Colchester City Council supports refugees and asylum seekers from a number of countries as part of Home Office-run schemes.
This privacy notice explains what personal information we collect and process under each scheme.
Homes for Ukraine
This section explains how Colchester City Council collects, uses and protects personal data for the Homes for Ukraine scheme.
Information we collect
We may collect:
- unique application number
- accommodation request ID
- guest name and age
- sponsor name, address, age group and gender
- sponsor contact details, including telephone number and email address
- status of Disclosure and Barring Service (DBS) check
- status of accommodation check
- confirmed date of arrival of guest or guests
- confirmed guest end date
Who we may share your information with
We may share your information with:
- Other Colchester City Council departments, including Revenues, where fraud is suspected
- Council Tax
- Colchester Borough Homes
- Private Sector Housing
- Housing Options
- Essex Wellbeing Service, as part of Essex Alliance, to provide wellbeing support
- Essex County Council
- UK Home Office
- Refugee, Asylum seeker and Migrant Action (RAMA), to provide integration support
Why we use your personal data
The lawful basis for processing your personal data is public task.
Colchester City Council needs this information to support refugees and hosts taking part in the Homes for Ukraine scheme, in line with government requirements.
This support includes wellbeing and integration support. Refugee Action Colchester provides casework and support for both refugees and hosts.
We only collect the minimum amount of data required and store it securely.
How long we keep your information
We will only keep your personal data for as long as needed for the reason we are processing it, unless we have a lawful reason to keep it for longer. For example, we may need to keep it to meet a legal requirement.
Where possible, we will anonymise the data so that you cannot be identified.
Where we no longer need to process your personal data, it will be securely destroyed.
Information is destroyed 3 years after the scheme end date, as set by the Home Office.
Afghan Relocation and Assistance Policy and Afghan Citizens Resettlement Scheme
This section explains how Colchester City Council collects, uses and protects personal data for the Afghan relocation schemes.
Information we collect
We may collect:
- unique application number
- accommodation request ID
- name, age and date of birth
- address
- details of any disabilities
Who we may share your information with
We may share your information with:
- other Colchester City Council departments, including Revenues, where fraud is suspected
- Council Tax
- Colchester Borough Homes
- Private Sector Housing
- Housing Options
- Essex County Council
- UK Home Office
- Essex Integration
Why we use your personal data
The lawful basis for processing your personal data is public task.
Colchester City Council needs this information to support people under the scheme, in line with government requirements.
This support includes wellbeing and integration support.
We only collect the minimum amount of data required and store it securely.
How long we keep your information
We will only keep your personal data for as long as needed for the reason we are processing it, unless we have a lawful reason to keep it for longer. For example, we may need to keep it to meet a legal requirement.
Where possible, we will anonymise the data so that you cannot be identified.
Where we no longer need to process your personal data, it will be securely destroyed.
Information is destroyed 3 years after the scheme end date, as set by the Home Office.
Asylum seekers
This section explains how Colchester City Council collects, uses and protects personal data for asylum seeker schemes.
Information we collect
We may collect:
- unique application number
- name, age and date of birth
- address
- nationality
- contact details
- key dates
Who we may share your information with
We may share your information with:
- other Colchester City Council departments, including Colchester Borough Homes
- UK Home Office
- Clear springs Ready Homes
- relevant hotels, where hotel accommodation may be used
Why we use your personal data
The lawful basis for processing your personal data is public task.
Colchester City Council needs this information to support asylum seekers, in line with government requirements.
We only collect the minimum amount of data required and store it securely.
How long we keep your information
We will only keep your personal data for as long as needed for the reason we are processing it, unless we have a lawful reason to keep it for longer. For example, we may need to keep it to meet a legal requirement.
Where possible, we will anonymise the data so that you cannot be identified.
Where we no longer need to process your personal data, it will be securely destroyed.
Information is destroyed 7 years after the scheme end date, as set by the Home Office.
Hong Kong British Nationals Welcome Programme
This section explains how Colchester City Council collects, uses and protects personal data for the Hong Kong British Nationals Welcome Programme.
Information we collect
We may collect:
- unique application number
- name, age and date of birth
- address
- nationality
- contact details
- key dates
Who we may share your information with
We may share your information with:
- Other Colchester City Council departments
- Essex County Council
- UK Home Office
Why we use your personal data
The lawful basis for processing your personal data is public task.
Colchester City Council needs this information to support people under the programme, in line with government requirements.
This support includes wellbeing and integration support.
We only collect the minimum amount of data required and store it securely.
How long we keep your information
We will only keep your personal data for as long as needed for the reason we are processing it, unless we have a lawful reason to keep it for longer. For example, we may need to keep it to meet a legal requirement.
Where possible, we will anonymise the data so that you cannot be identified.
Where we no longer need to process your personal data, it will be securely destroyed.
Information is destroyed 3 years after the scheme end date, as set by the Home Office.
UK Resettlement Scheme
This section explains how Colchester City Council collects, uses and protects personal data for the UK Resettlement schemes.
Information we collect
We may collect:
- unique application number
- accommodation request ID
- name, age and date of birth
- address
- details of any disabilities
Who we may share your information with
We may share your information with:
- other Colchester City Council departments, including Revenues, where fraud is suspected
- Council Tax
- Colchester Borough Homes
- Private Sector Housing
- Housing Options
- Essex County Council
- UK Home Office
- Essex Integration
Why we use your personal data
The lawful basis for processing your personal data is public task.
Colchester City Council needs this information to support people under the scheme, in line with government requirements.
This support includes wellbeing and integration support.
We only collect the minimum amount of data required and store it securely.
How long we keep your information
We will only keep your personal data for as long as needed for the reason we are processing it, unless we have a lawful reason to keep it for longer. For example, we may need to keep it to meet a legal requirement.
Where possible, we will anonymise the data so that you cannot be identified.
Where we no longer need to process your personal data, it will be securely destroyed.
Information is destroyed 3 years after the scheme end date, as set by the Home Office.
Syrian Vulnerable Persons Resettlement Scheme
This scheme is now closed.
This section explains how Colchester City Council collects, uses and protects personal data for the Syrian Vulnerable Persons Resettlement Scheme.
Information we collect
We may collect:
- unique application number
- name, age and date of birth
- address
- nationality
- contact details
Who we may share your information with
We may share your information with:
- other Colchester City Council departments
- UK Home Office
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is public task performance GDPR Article 6(1)(e).
When we collect your ‘special categories of personal data’, (such as health) we rely on the following legal bases under GDPR Article 9(2):
(b) processing is necessary for carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by law providing for appropriate safeguards for the fundamental rights and interest of the data subject.
Colchester City Council requires the above details to be able to provide support to individuals under the scheme in line with government requirements. This support included both wellbeing and integration support. We only collect the minimum amount of data required and ensure that it is stored securely.
Length of time we keep your information
We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. However, where possible we will anonymise this data so that you cannot be identified.
Where we do not need to continue to process your personal data, it will be securely destroyed. Information is destroyed 3 years after the scheme end date (as set by the Home Office).
How we protect and store your personal data
We take the confidentiality of personal information seriously.
We use recognised security and access controls to protect your information from:
- unauthorised access
- loss
- misuse
- alteration
- corruption
We have procedures and processes in place to make sure your personal information is managed appropriately.
Your information may be held outside the UK. Where this happens, we make sure additional measures are in place to protect your data and to continue to comply with data protection requirements.
Updates to this privacy notice
We regularly review and update this privacy notice to reflect changes in our processes and procedures, and to comply with changes in the law.
When changes are made, we will update the last reviewed date on this notice.
You should review this notice from time to time to stay informed about how we protect your information.
Page last updated: 28 April 2026