HR - Magic Notes (Pilot)
Privacy Notice (Magic Notes - Pilot)
When you attend a meeting with our Human Resources team, you will be asked to agree to an audio recording of this meeting taking place, which will then be used by HR staff to transcribe a meeting note or minute for Council records. This recording will be facilitated using the "Magic Notes" application. This Privacy Notice applies where you agree to the use of Magic Notes for this purpose:
As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.
This statement provides more details about this and provides information on how to get in touch with us if you need to know more.
Your personal data - what is it?
Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR).
What Personal Data will we collect from you?
During your meeting with the Council's Human Resources Officers, an audio recording will be made of the conversation. The content of this will be dependent upon the subject matter of your meeting, but may include:
Personal information
- Name, address, contact details
- Date of birth
- Details about your working environment, and aspects outside of work that are impacting your work and working environment (only where relevant and applicable)
- Financial details, such as income or benefits to inform any pension and payroll related conversations.
Special category (sensitive) information
- Health information, disabilities, mental health
- Racial or ethnic background
- Religious or philosophical beliefs
- Sexual orientation
- Information relating to safeguarding, support needs, risk, or vulnerability (where it impacts on your work or working environment).
- Criminal Convictions information
Full details on the more specific information processed by the Council's HR service is available at: Employee Services privacy notice - South Ayrshire Council
How will we use your information?
As part of a Pilot exercise Employees (and their Trade Union representatives where relevant) will be offered the opportunity to have the Magic Notes application used to audio record meetings when required to attend, as determined by the Council's People policies and processes including Discipline, Grievance and Absence.
- Magic Notes allows the Council to:
- Record conversations with employees (and their Trade Union representative where applicable)
- Generate/Produce accurate transcripts
- Create AI‑generated summaries and assessment notes
- Review large amounts of information and produce short summaries ("Reports")
Magic Notes does not capture any new or different information that an HR Advisor would normally note. More information on how Magic Notes is used can be found here.
What is the legal basis for using/sharing your information?
Our legal basis for processing your personal data is defined as our Public Task, Under Article 6 of the UKGDPR. If you agree/consent to participate in the recording of your meeting, the recording of the meeting will be used to provide a transcription for Council records, for the purposes of Employment law and social security as more fully defined in our Employee Services Privacy Notice: Employee Services privacy notice - South Ayrshire Council
Who will we share your information with?
The audio recording of your meeting will be processed by our data processor, Magic Notes, and can be accessed only by nominated members of staff as part of the transcription process. The recording is shared with no other parties. The transcribed minute/note of the meeting will then be held on your employee file, and fill comply with the Employee Privacy Notice at: Employee Services privacy notice - South Ayrshire Council
How long do we keep hold of your information?
The recording will be deleted on completion of quality assurance, which will be within 28 days of the meeting.
After quality assurance by the HR Officer, the transcription and notes will become part of the standard HR file related to the meeting and will be retained in line with Human Resources Records Management Practices
We will not keep your data longer than necessary.
What are your rights?
You can ask us to:
- correct your personal information if it is inaccurate;
- complete your personal information if it is incomplete;
- restrict the processing of your personal information in certain circumstances; and
- erase your personal information in certain circumstances.
- withdraw consent
You also have the right to object to the processing of your personal information.
What are the consequences of failing to provide personal information?
The information you are asked during a meeting that uses the Magic Notes function are exactly the same if the function was switched off. The questions and information you are asked to provide will be determined by existing and approved Council people policies. If you do not agree to the audio processing of your information, no Magic Notes recording will be made, and staff will record the meeting using manual processes.
What about Automated Decision- Making?
The Council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.
Do you require this statement in a different format?
Please contact us if you require this information in an alternative format.
How can you get in touch with us?
If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:
Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
Ayr
KA7 1DR
Email: [email protected]
Telephone: 01292 612 223
Are you dissatisfied with the way your Personal Information has been handled?
If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.
If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (https://ico.org.uk/for-the-public/):
Information Commissioner's Office - Scotland
45 Melville Street
Edinburgh
EH3 7HL
Email: [email protected]
Telephone: 0303 123 1115
