Health & Social Care Partnership - Magic Notes (Pilot)
Magic Notes (BEAM) Pilot
This privacy notice explains how South Ayrshire Council's social care service (South Ayrshire Health and Social Care Partnership - "HSCP") may use digital recording tool called Beam Notes (also known as Magic Notes) when we meet with you, which allows the recording of your meeting to be transcribed using "Magic Notes" into a recorded document for our records.
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 UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.
What Personal Data will we collect from you?
When we meet with you, an audio recording of your conversation with HSCP staff will be made, and the information processed will be dependent upon the subject matter of the meeting. This may include:
Personal information
- Name
- Date of birth
- Address and postcode
- Contact details, such as telephone number and email address
- Community Health Index (CHI) number or National Insurance number, if you give it to us
Special category information
- Health, including any physical or mental health conditions
- Care and support needs and your personal circumstances
- Racial or ethnic background, religious beliefs, sexual orientation, criminal convictions
Full details on the more specific information processed by the Council's Health & Social Care Partnership is available at Health & Social Care Partnership Children and Families privacy notice and Health & Social Care Partnership Community Care Services privacy notice
How will we use your information?
When you are offered the opportunity to have the Magic Notes application audio record your meeting with our staff, the recording of the meeting will be used to transcribe the meeting into a document/Minute of the discussion. This will be carried out using an AI Tool known as d Beam Notes (also known as Magic Notes) to record your conversation.
This allows our staff to:
- Record conversations with you, freeing up our staff to give you their full attention without taking notes
- Generate/Produce accurate transcripts
- Create AI generated summaries and assessment notes
- Review large amount of information and produce short summaries ("Reports")
Magic Notes does not capture any new or different information that a member of our staff would normally note. More information on how Magic Notes is used can be found here: Magic Notes - The AI assessment solution powered by Beam for frontline workers - Magic Notes
What is the legal basis for using/sharing your information?
Our legal basis for processing your personal data is because it is necessary for us to carry out a task in the public interest and in the exercise of our official authority as a provider of social care Article 6(1)(e) of the UK GDPR. This includes our duties under the Social Work (Scotland) Act 1968 and the Public Bodies (Joint Working) (Scotland) Act 2014.
If you agree/consent to have the meeting we have with you recorded using Magic Notes, the recording of the meeting will be used to provide a transcription for Council records, for the Purpose of providing our Health & Social Care Partnership services to you. Our full privacy notice is available at Health & Social Care Partnership Children and Families privacy notice and Health & Social Care Partnership Community Care Services privacy notice
Who will we share your information with?
The audio recording of your meeting will be processed by our Data Processor, Magic Notes, and will be accessible to 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 be retained on your file held by the relevant Health & Social Care Partnership service, as the final record of our meeting with you. Further details of how your personal data is managed can be found at Health & Social Care Partnership Children and Families privacy notice and Health & Social Care Partnership Community Care Services privacy notice
How long do we keep hold of your information?
The recording will be deleted upon completion of quality assurance, which will be within 28 days. After quality assurance, the transcription and notes will become part of your service file and retained in line with our record retention processes relevant to the services you are receiving. Records management
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 circumstancs, and
- Erase your personal information in certain circumstances
- Withdraw consent
You also have a 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 Magic Notes functions is the same as when Magic Notes is not used. The questions and information you are asked to provide will help us to provide you with Council services. Using Beam Notes is optional. If you would prefer us not to record your conversation using the tool, your practitioner will record your information another way. This will not affect the service or support you receive.
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
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT
Email: [email protected]
Telephone: 0303 123 1115
