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We use AI (Artificial Intelligence) tools to help us with our work. We might use these tools to look at data, make our services better, or record and write down what is said in meetings with people who use our services.

Decision making

We do not use AI to make automated decisions. A qualified staff member always checks / has oversight of anything the AI does. 

Data protection

Any use of AI is carefully assessed to ensure it is fair, transparent, and compliant with data protection law. You can read our privacy statements that apply to individual services and functions on our UK GDPR privacy statements webpage.

Consent

Where required, we will ask for your consent before using AI to process your personal data. This means that if AI is being used to help with something that you are involved in, we will ask for your permission first and tell you what is happening.

If we use AI in meetings with the public, we may record what is said or write it down. This is only to help us keep accurate notes, and these recordings or notes will be deleted after 90 days.

If a staff member uses AI just for their own work, for example to help them write or research, we do not need to tell you. These uses are only for that staff member’s own tasks and do not affect anyone else.

Your data

Legal basis for - personal data

We use AI to process personal data (UK GDPR Article 6 legal basis) for the following reasons:

  • To ensure we have clear consent from the service user to process their personal data for a specific purpose. (Article 6(1)(a)).
  • Because it may be necessary to protect someone’s life. (Article 6(1)(d)).
  • Because it may in the public interest and has a clear basis in law. (Article 6(1)(e)).

Legal basis for - special category data

We use AI to process special category data (UK GDPR Article 9 legal basis) for the following reasons:

  • To ensure we have clear consent from the service user to process their personal data for a specific purpose. (Article 9(2)(a)).
  • Because it may be necessary for carrying out obligations under employment, social security or social protection law. (Article 9(2)(b)).
  • Because it may be necessary for preventative or occupational medicine, assessing the working capacity of an employee, medical diagnosis, the provision of health or social care. (Article 9(2)(h)).

Future uses of AI

We know AI will change and be used in new ways in the future. We will always think carefully and protect your data privacy and security before using any new AI tools.

Governance

We have set up a special group to make sure we use AI responsibly and ethically.