Privacy notice for use of artificial intelligence (AI) in Children’s Social Care and Early Help - Overview

This privacy notice explains how Children’s Social Care and Early Help uses artificial intelligence (AI) tools as part of our work with children, young people and families, why we use them, and what this means for your information.

East Sussex County Council is the data controller for personal information processed when delivering Children’s Social Care and Early Help services. Where AI tools such as Beam Notes are used, the supplier acts as a data processor for council‑controlled content (such as recordings, transcripts and draft notes), processing information only on the Council’s instructions.

This notice should be read alongside our main Privacy notice - Children’s Services: your information and you, which explains how we generally collect, use and protect personal information.

East Sussex County Council takes data protection seriously. We use information fairly and lawfully, keep it secure, and only use it where there is a clear purpose and legal basis.

These AI services are subject to Council governance, risk assessment and data protection review before they are used with Children’s Services information.

What information is being used?

When AI is used in Children’s Social Care, it may process personal information that is already held by the council as part of providing services.

This may include:

  • information about children and young people
  • information about parents, carers and other family members
  • information recorded by practitioners during visits, meetings, assessments or supervision
  • information relating to health, education, wellbeing or safeguarding, where this is already part of our work.

We do not collect new types of information just to use AI. We only use information that is relevant and necessary for the task.

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.

What is the legal basis for processing your information?

We collect and use your information either because there is a law we must follow, or because doing so is in the public interest and part of the duties of the Council.

For example, under section 11 of the Children Act 2004, the Council has a duty to safeguard and promote the welfare of children. To meet this duty, we need to collect and use personal information as part of delivering Children’s Social Care and Early Help services.

Using AI tools such as Microsoft Copilot M365 and Beam Notes does not change the legal basis we rely on. These tools support our existing work by helping staff with tasks such as drafting, summarising and recording information.

For the purposes of data protection law, the Council mainly relies on Article 6(1)(e) of the UK General Data Protection Regulation (UK GDPR), as the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.

Where we use more sensitive (special category) information, we do so under conditions set out in Article 9 of the UK GDPR and the Data Protection Act 2018. This includes where processing is necessary for reasons of substantial public interest or for health and social care purposes.

In some cases, we may also process information relating to criminal offences where this is necessary for safeguarding children and individuals at risk and to support our statutory social care functions. This is carried out in line with Article 10 of the UK GDPR and relevant provisions of the Data Protection Act 2018.

In some circumstances:

  • if we have a contract with you, we may need to use your information to deliver that service
  • if we need your consent to use your information for a specific purpose, we will ask you directly
  • if there is another legal reason we need to use your personal information, we will explain this to you when we collect it.

How long will your information be kept for?

Information processed using AI tools is retained in line with the Children’s Services retention schedule.

AI tools do not change:

  • how long information is kept
  • what is recorded on council case management systems

All recordings’ temporary files, transcripts or drafts created as part of using AI are deleted when the permanent recording is made on our case management systems.

AI suppliers retain information only for as long as instructed by the Council and in line with contractual and legal obligations. They do not determine independent retention periods for Children’s Services case information.

Sharing your information

Your information is not shared more widely because AI tools are used.

When AI tools such as Microsoft Copilot or Beam Notes are used, your information continues to be handled within council‑controlled systems and environments, and in line with existing Children’s Services information governance and security arrangements.

Where personal data is processed by AI suppliers outside the UK, appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections (for example, standard contractual clauses), to ensure your information remains protected.

Where third‑party technology suppliers are involved, they act under strict contractual controls. They are not allowed to:

  • use your information for their own purposes
  • share it with others
  • or use it to train or improve AI systems

Only authorised staff with a valid reason can access your information, and all processing is carried out in accordance with data protection law and council information security standards.

Your rights

Under the law, you have the right:

  • to know why, where, and how we use your information
  • to ask to see your information
  • to ask for your information to be corrected if it is wrong or incomplete
  • to ask for your information to be deleted if we don’t need it anymore
  • to ask us to pause using your information
  • to ask us to safely move your information from one computer system to another
  • to object to how we use your information
  • to question any decisions made by computers without human involvement

You can ask to see your information using your rights under the law. This is called a Subject Access Request. If you are a child or young person, we will check if you understand your rights. If we think you do, we will answer you directly. We might allow a parent or guardian to use a child’s rights for them if the child agrees or if it’s best for the child.

Please see data subject rights for more details.

Using AI does not reduce or change your rights. For information processed as part of Children’s Services records, rights should be exercised through the Council as data controller. Where AI suppliers process information on the Council’s behalf, they support the Council in responding to requests but do not decide how rights requests are handled.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak to the manager of the service you have been dealing with.

Should you wish to complain about the use of your information, please contact:

Children’s Services Customer Relations Team
PO Box 4
County Hall
St Anne’s Crescent
Lewes BN7 1UE

Telephone: 01273 482 304
Submit your complaint online

Or you can contact our Data Protection Officer

For further information on making a complaint about Children’s Services, see our complaints policy.

If you have a concern about how we collect or use your personal data, we request that you raise it with us in the first instance. Alternatively, you can contact the ICO:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate)
Email ICO
Report a concern on the ICO website