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Resettlement Privacy Notice

Who are we and what do we do?

Cherwell District Council (the Council) provides support to individuals seeking resettlement within our Local Authority through various resettlement schemes.  

We offer resettled families a comprehensive package of orientation and integration support services tailored to their individual needs.  The resettlement Service collects data to ensure that all processes are completed, and services delivered, so we can provide support and assistance to people who are resettled in our Local Authority.

Our contact details

What is the purpose of processing your data

The information the Council collects, and the information provided to us by the Home Office, is required to resettle you and your family into our communities.

We use the information you have given us to:

  • Check you have the correct immigration status to access all the necessary Council services.
  • Create a personalised support package in line with funding instructions from Central Government.
  • Enable a person-centred approach tailored to your family’s needs.
  • Ensure you have the correct services needed to support you during your integration.

There is a statutory obligation for you to provide your personal data.

What type of information do we collect?

We currently collect and process the following information:

  • Basic contact details: Name, address, phone number, email address, DOB
  • Additional identifiers: National Insurance number, Bank details, Nationality, Gender, Home Office Reference Number, Arrival to the UK date, Visa details
  • Sensitive information: Health needs and medical status, previous criminal convictions, Family details, Immigration Scheme and Refugee Status

How do we obtain your data?

Most of the personal information we process is provided to us directly by you.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Home Office- Pre-arrival, the Home Office share your details so we can match you to the appropriate accommodation and prepare the support package you may need, under the relevant scheme.
  • ClearSprings Ready Homes- We are made aware of your newly granted refugee status, so we can undertake initial conversations with you about any potential needs.
  • Other Local Authorities- Under Find Your Own Accommodation- If you have asked that we support a move into Cherwell to be closer to family and wish us to check out a property you have found, or offer a package of support.
  • International Office of Migration- The IOM share any additional information through the Home Office around your needs should you be placed in Cherwell. This can also include health and social care needs.  

Who do we share your personal information with?

Cherwell District Council may share your personal information with internal departments and external organisations where it is lawful, necessary, and proportionate to do so. This includes sharing information to support your access to housing, benefits, education, healthcare, and other essential services as part of the refugee resettlement programme.

We may share this information with:

  • Other departments within the Council to coordinate services and support
  • Local authorities, the Department for Work and Pensions (DWP), and HM Revenue and Customs (HMRC)
  • NHS, Health and social care providers, schools, and voluntary sector partners
  • The police or safeguarding boards where there are concerns about the safety or well-being of individuals
  • The Home Office, which may use your information for immigration-related purposes, including safeguarding, verifying identity, processing asylum claims, and preventing abuse of the immigration system 

What is our lawful basis for processing your information?

Article 6 - Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • Legal Obligation - We have a legal obligation under the Immigration Act 2016 and associated resettlement schemes.
  • Public Task - We need your information to perform a public task. 

Article 9 - Under UK GDPR, the lawful bases we rely on for processing any special category data are:

  • Processing is necessary for the purposes of social protection under the UK GDPR and the Data Protection Act 2018

How we store your information

Your information is securely stored on secure servers within the Council’s network.

We keep your information for 6 years from the end of your resettlement support. We will then dispose of your information in a controlled and secure manner in accordance with the Council’s Policy.

The council’s IT security and confidentiality policies ensure that your information is protected and accessed only by staff directly involved in your case.

Details of transfers to any third countries or internal organisations

Your data is stored and processed within the UK. We do not transfer your data outside the UK or the European Economic Area.

Automated decision making and profiling

Cherwell District Council does not make decisions by automated means without human involvement, nor do we analyse personal data on a large scale using algorithms, AI, or machine learning to make decisions about you. 

Marketing

At no time will the Council use your information or pass it to another organisation for marketing or sales purposes without your prior express consent.

Your data protection rights

Under data protection law, you have rights, including:

  • Your right to be informed: You have the right to ask us how your personal information is being used and why
  • Your right of access: You have the right to ask us for copies of your personal information.
  • Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
  • Your right to object to automated decision-making: You have the right to object to automated decision making.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond.

Please contact us at information.governance@cherwell-dc.gov.uk if you wish to make a request.

How to raise any queries, concerns or complaints

If you have any queries, comments or concerns about any aspect of this policy or how the Council handles your information, please email our Information Governance Team informationgovernance@cherwell-dc.gov.uk.

If you would like to learn more about your rights under data protection law, visit the Information Commissioner's website.

You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these, please email our Information Governance Team at informationgovernance@cherwell-dc.gov.uk. If you are not satisfied with any outcome from the complaint, you may wish to apply to the Information Commissioner's Office (information below).

If you are unhappy with the outcome of your complaint from the Council, you can complain to the Information Commissioner, who is the UK's independent body set up to uphold information rights.

  • The ICO’s address: Information Commissioner’s Office
    Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline number: 0303 123 1113

Last updated: November 2025