Privacy Policy

Who we are

The Berkhamsted and Tring Ukraine Hosting Network (BATUHN) is the data controller (contact details below). This means it decides what information is kept; manages how your personal data is processed and for what purposes and is responsible for its accuracy.

BATUHN is also the data processor of this data. This means that it is BATUHN who makes use of the information in the execution of their activities. BATUHN is the sole data processor.

Our website address is:

Your personal data – what is it?

Personal data is any single piece of information or data that relates to an individual, any piece of which, either alone or in conjunction with another piece of information, can uniquely identify that individual. The storing and processing of such personal data is governed by the UK Data Protection Act 2018 which implements the principles of the EU General Data Protection Regulation (the “GDPR”).

How do we process your personal data?

BATUHN complies with its obligations under the “GDPR”

  • by keeping personal data up to date;
  • by storing and destroying it securely;
  • by not collecting or retaining excessive amounts of data;
  • by protecting personal data from loss, misuse, unauthorised access and disclosure; and
  • by ensuring that appropriate technical measures are in place to protect personal data.

Your data may be stored and processed, either manually on paper or electronically and this entire document applies to either.

We use your personal data for the following purposes:

  • To administer membership and supporter records;
  • To manage our resources in order to support and assist Ukrainians arriving and living in the UK through the Homes for Ukraine Scheme and the Ukraine Family Scheme; and to support and assist those families sponsoring or supporting Ukrainians in the UK;
  • To manage our volunteers;
  • To maintain our records;
  • To inform you of news, events and activities that we are running or promoting;
  • To comply with any legal requirements placed upon us.

What is the legal basis for processing your personal data?

The legal basis upon which we generally store and process your personal information is defined as a Legitimate Interest within the GDPR. This means that it is necessary in order to run and operate the BATUHN. For example:

  • Administration;
  • Keeping stakeholders informed;
  • Helping match hosts with refugees requiring Sponsorship.

Processing is carried out by BATUHN or our appointed volunteers in full accordance with GDPR.

We only use information supplied to us by you i.e. we do not obtain information from any third party sources. We may also share your information with Herts Welcome Refugees (HWR). HWR is a registered charity in the UK, charity number 1172687 and their privacy notice can be found here: setting out how they may use your personal data. 

By supplying us your personal information we deem that we have your explicit consent to use the information to carry out the activities of BAUTHN; to keep you informed about news, events and activities; and to share your information with HWR, with whom we work closely to share knowledge, experience and resources.


If you leave a comment or contact us via our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our website, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

Embedded content from other websites

Pages on this site may include embedded content (e.g. links, videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. We take no responsibility for accuracy, reliability or safeness of any third party content from any site you visit through clicking through any embedded link.

Sharing your personal data

If you share your personal details with us via this website, via our Facebook Group or via any other means, your personal data will be treated as strictly confidential and will only be shared with other members of BAUTHN or HWR in order to help and support Ukrainians fleeing their war-torn country and helping and supporting those in our community who wish to help them too. We will only share your data with third parties with your express consent.

Your personal data will be kept and stored centrally by the BATUHN on an access controlled and password protected Google Drive. 

How long do we keep your personal data?

We will ordinarily retain contact information for as long as you are actively involved with BATUHN. If you would like to be removed from our database at any time please contact us.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • You have the right to know exactly what personal information BATUHN holds about you.
  • You have the right to see or request a copy of your personal information which BATUHN holds about you;
  • You have the right to request that BATUHN corrects any personal data if it is found to be inaccurate or out of date;
  • You have the right to request that all or part of your personal data is erased where it is no longer necessary for BATUHN to retain such data;
  • You have the right to withdraw your consent to the processing at any time; this can only apply where the information is not required for legal reasons.
  • You have the right to request that your personal information is passed to another data controller;
  • You have the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • You have the right to object to the processing of personal data, (where applicable);
  • You have the right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact details

To exercise all relevant rights, queries, requests, or complaints please in the first instance contact us.


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