How will your information be used?
Children’s Social Care uses approved Council-procured AI services to support administrative and recording tasks and to help staff work more efficiently. ESCC staff must not use publicly available AI tools for Children’s Services case information.
We currently use two AI tools:
- Microsoft Copilot M365
- Beam Notes
These tools may be used to support activities such as recording meetings or discussions, transcribing audio, and creating draft summaries or notes to assist with case recording, assessments, reviews or supervision.
Where AI is used, personal data is handled through a clear and controlled process. For example:
- Approved Council-procured AI services process data within secure, controlled environments authorised by the Council and subject to contractual, security and data protection controls.
- A trained member of staff (such as a social worker or early help practitioner) will explain how AI will be used and for what purpose (drafting notes from a transcription).
- Where appropriate, the practitioner starts a recording or inputs information for the agreed purpose, such as a meeting or supervision discussion.
- The conversation or meeting is recorded securely.
- The practitioner ends the recording when the activity is finished.
- The AI tool/Teams creates a transcription of the recording.
- The AI tool may then generate a draft which is then reviewed and edited by the practitioner to ensure it is an accurate record.
- Only relevant and approved information is copied into the council’s social care case management system.
- All temporary files, recordings, transcripts or draft documents created as part of using AI are deleted once the relevant and approved information has been added to the council’s social care case management system.
AI is not used to make decisions about children, young people or families. A qualified professional always reviews information produced using AI and remains responsible for what is recorded and for any decisions made.