Privacy Notice
Introduction
Magic Notes Overview (PDF)
Conwy County Borough Council is a Data Controller registered with the Information Commissioners Officer.
https://ico.org.uk/ESDWebPages/Entry/Z4738791
The Service who will be processing your personal data is
- Social Care and Education
- Housing Services
These services will be using Magic Notes, a recording and transcription service, as part of a pilot for an approximate 8-week period.
The reason it is necessary to process your personal data is
Services provided are in relation to conversation / discussion activities as part of Social Care, Education and Housing usual business activities to support Individuals.
The personal data that will be collected and processed is
The personal information recorded will be in relation to the following categories of data:
- Name
- Address
- Telephone number
- Email address
- National Insurance Number
- NHS Number
- Date of birth
- Sex
- Ethnicity
- Religion
- Health conditions – physical, mental health or learning needs
- Employment
- Contact details about family members
- Next of kin
- Accommodation status
- Nationality
- Marital status
- Sexual orientation
- Financial information
- Trade Union Membership
- Previous criminal convictions
We may ask for further information where required.
The lawful basis for processing your personal data is
(see Lawful basis for processing | ICO)
Consent is the lawful basis for the processing:
Article 6(1)(a)the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
Details of any special category data collected and processed
- National Insurance Number
- NHS Number
- Sex
- Ethnicity
- Religion
- Health conditions – physical, mental health or learning needs
- Nationality
- Marital status
- Sexual orientation
- Financial information
- Trade Union Membership
The lawful basis for processing your special category data is
(see Special category data | ICO)
Explicit consent is the lawful basis for the processing:
Article 9(2)(a)the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where domestic law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject.
How/where your data is stored
Internal hosting of the output file, uploaded into the relevant service management information system.
External hosting of the audio file / transcript until retention period is met and the data is destroyed.
Data is processed in the UK and EEA by Beam / Magic Notes.
How long your data will be held for
Personal data within Magic Notes will be held for the period of the trial then destroyed.
Who your data may be shared with
In accordance with our main Conwy Privacy Notice - Conwy County Borough Council Full Privacy Notice - Conwy County Borough Council
Your data rights
In law you have a range of rights over your personal data which include:
- the right to be informed
- the right of access to the personal data we hold about you.
- the right to correct any inaccuracies within the personal data we hold.
- the right to have your personal data deleted when it is no longer required.
- the right in limited circumstances to restrict how your personal data is used.
- the right that any information that you have provided to us is given back to you in a format that you can give to another service provider if required.
- the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her..
In the rare situations where we rely on consent as the lawful basis upon which we process your personal data, you may withdraw that consent at any time.
Please also see the CCBC Full Privacy Notice:
Conwy County Borough Council Full Privacy Notice - Conwy County Borough Council
Any other information relevant
Magic Notes processes your personal data by recording, transcribing, and summarising meetings through the following steps:
- User (the trained staff member, such as a social worker) starts the recording
- The meeting is recorded
- User ends the recording, and the audio file is saved
- Magic Notes creates a transcription of the audio file
- Azure's OpenAI model creates a summary of the transcript
- The user is sent a notification telling them that their meeting summary is ready, and can be viewed in the secure webapp
- The user reviews the output for accuracy and edits as may be required
- The user copies the summary into the case management system.
We comply with our obligations under UK 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.
Service contact
Social Care and Education
subjectaccess@conwy.gov.uk
Housing Services
housing@conwy.gov.uk
01492 574000
Information Governance Unit
If you have any other questions about how your personal data is used or you wish to exercise any of your rights referred to above, please contact:
Conwy County Borough Council
Information Governance Unit
PO Box 1,
Colwyn Bay,
LL29 0GG
info-gov.unit@conwy.gov.uk
01492 577215
If you believe we have failed to handle and manage your personal data appropriately you have the right to appeal to the:
Information Commissioner’s Office – Wales 2nd Floor
Churchill House
Churchill Way
Cardiff
CF10 2HH
Email: wales@ico.org.uk