UK Welcomes Ukraine Privacy Policy
Adopted on June 8, 2022
About Us
UK Welcomes Ukraine is an unincorporated association run entirely by volunteers who donate their time to help match Ukrainian families (‘Guests’) with UK Sponsors (‘Sponsors’) under the Homes for Ukraine Scheme (‘the Scheme’).
In the ordinary course of our activities, we may ask you to share your personal information with our volunteers. Your privacy is very important to us.
This Privacy Notice explains how and why UK Welcomes Ukraine collects and uses Your personal information.
It also sets out how we respect Your rights under relevant privacy law and how the law protects You.
All Personal Data We process about You is provided to us directly by you or from one of our partner organisations with your consent.
By registering your interest to become a Sponsor or a Guest under the Scheme on our website or through one of our partner organisations, You agree to the collection and use of Your Personal Data as set out in this Privacy Notice.
We may update this Privacy Notice from time to time. We will notify You of any changes by posting the new Privacy Notice on Our Website.
Definition of Terms
We, us or our as used in this document refers to volunteers associated with UK Welcomes Ukraine.
Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among other uses.
Device means any device that can access our website or capable of using text and telephony applications, such as a computer, a mobile phone or a digital tablet.
Service refers to activities undertaken by us to connect, introduce and match UK based sponsors and Ukrainian families seeking to come to the UK under the Homes for Ukraine scheme. This includes maintaining a website for collecting matching requests, interviewing Sponsors and Applicants, assisting Applicants with the visa application process.
Social Media Channels refers to the social network channels of UK Welcomes Ukraine.
Third-party Social Media Service refers to any website or any social network channel through which a person can access or use the Services.
Website refers to the website of UK Welcomes Ukraine. https://ukwelcomesukraine.org
You refers to any person registered on our Website or through our Social Media channels; or any Sponsor or Guest using the Services. .
Personal Data is any Any data that we receive from you, including data that can be used to identify you and other sensitive data.
What Personal Data Do We Collect?
The Personal Data We collect includes your name and contact details, your address as well as information about your family composition. In the course of helping you fill in visa application forms we will collect your passport or other national identification number and your date of birth.
In the process of interviewing Sponsors and Applicants we may collect additional personal and sensitive information as long as we believe it is needed to complete a match. Such information may include the number and ages of your children, school they attend, your health history, your dietary restriction, religious and ethical beliefs as other information about you as a person which you may consider private.
Usage Data is collected automatically when You use our Website and/or our Social Media Channels by platforms used by us to provide the Service. Usage Data includes information such as Your Device's Internet Protocol address (IP address), browser type, browser version, the pages of the website that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data. We have no control over what these third-parties use with this data.
How We Use Your Personal Data?
We use your Personal Data in the ordinary course of our Services, which serves as the basis for our legitimate interest in processing Your Personal Data. The nature of our Service is such that it involves collection and exchange of personal information, including sensitive information about You. Whilst You do not have to provide Us with this information, not doing so will reduce Our ability to provide our Services to You. We only ask for and use the information We need to provide our Services.
Other legitimate uses include:
contacting you by email, telephone calls, SMS, or other similar electronic communication in connection with our Services
conduct data analysis, identifying usage trends, determining the effectiveness of our campaigns, and to evaluate and improve our Services.
Lastly, We may also use your personal data if needed to investigate complaints or defend against claims of wrongdoing in connection with the Services.
Your Personal Data will be stored using secure cloud based storage. Access to Your Personal Data will be provided only to our volunteers on a need to know basis and only after they have agreed to follow our Privacy Policy.
Who We Share Your Personal Data With?
We may share Your information with our partner organisations, such as other non-governmental organisations, charities, government bodies or community groups providing related services, providing matching and other services in support of Ukrainian refugees, if we do, we will ask for your consent. We will not share your information with any other third-parties unless required to do so by law or to ensure safety and wellbeing of our Sponsors, Guests and Volunteers.
How Long Do We Keep You Personal Data For?
We will not retain your Personal Data for longer than it is needed to provide our Services to you. If your registration results in a match, we may be obligated to keep your information on file for a longer period of time. If your registration does not result in a match or if you decide to withdraw your registration prior to a match being found for you, we will keep your information on file for up to one year.
Usage Data is generally retained for a short period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
Data Transfer Outside of the UK
We use data storage providers that may store data, including your personal data that you shared with us on servers located outside of the UK. Other countries may not have similar data protection laws to the ones in the UK. By submitting your Personal Data to us, you’re agreeing to this transfer, storing or processing of you data by data storage provides of our choosing subject to their Privacy Policy which could be different from ours.
Personal Data of Minors
Our Service is not intended for use by anyone under the age of 18, unless they are accompanied by a parent or guardian. As such, we do not knowingly collect Personal Data directly from anyone under the age of 18. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 18, We will take steps to remove that information from Our servers.
Third-Party Links
Our website may contain links to websites that are not operated by us. We have no control over the content and policies of third-parties. We cannot accept any responsibility for the content, accessibility or privacy notices of third-parties.
Your Rights
You have the right to withdraw Your consent at any time. However, withdrawing consent will not affect the lawfulness of Our processing that has already taken place. You can withdraw Your consent by letting us know using any of the contact information set out at the end of this Privacy Notice.
General Data Protection Regulation (GDPR UK) enshrines your rights to your Personal Data that you shared with us:
You have a right to be informed your data relating is being used.
You have a right to access your data.
You have a right to get your data corrected.
You have a right to have your data deleted.
You have a right to limit how we use your data.
You have a right to take your data to another provider (Data Portability)
You also have a right to make a complaint to the Information Commissioner's Office.
Please check here for any changes to this policy as we may change it from time to time. All changes are effective as of the date stated on this document.
If you have any questions or concerns regarding our use of your personal information, you can contact us by email at [email protected]
Cookies
Third-party providers may use Cookies and other similar tracking technologies to track the activity on Our Website and Social Media Channels, and to collect and store certain information.