Microsoft Copilot 365 (Copilot)
We are currently trialling the use of Microsoft Copilot 365 (Copilot) within the council to enhance staff productivity and efficiency. Copilot is artificial intelligence (AI) software.
How we will use Copilot
There may be circumstances where we will inform you of its use before processing of your personal data begins. This means that if Copilot is being used to facilitate or enhance a business operation that you are involved in, you will be notified at the outset. Our goal is to provide clarity and maintain trust in our AI driven processes.
It is important to note that Copilot will not be used to make decisions about service users or residents. Instead, Copilot is being evaluated to understand how it can assist our staff with tasks such as:
- Meetings: Copilot assists with meetings by taking minutes, producing summaries and actions, and helping staff catch up on missed meetings
- Writing: Copilot helps with writing documents and emails, such as suggesting ways to word something, helping to create drafts and formatting documents
- Presentations: Copilot is used to speed up the time it takes to create PowerPoint presentations
- Data analysis: Copilot is used to analyse and visualise data, identify trends, and creating reports and graphs
How we will use data
The council's data, used with Copilot, is stored within our secure Microsoft tenant, which is held within the UK. The data is under the control of the council and is not used to train or improve Microsoft, or third party, AI models.
Where the council uses resident or service user personal data with Copilot, this is processed under the lawful basis defined within our privacy notices.
Where Copilot is used to assist the council with meetings, we may collect video recording or transcripts of conversations. These are used for the purposes of accurate minute taking and deleted when no longer required, in line with our retention schedule.
We recognise that the potential uses of Copilot may evolve over time. Any new applications will be carefully considered and align with our commitment to data privacy and security. To ensure responsible usage, we have established a Copilot Working Group, in collaboration with the Corporate Digital Board, which oversees staff training, governance, and ethical considerations.
Artificial intelligence for personal productivity
If Copilot is used solely as a drafting or research tool by a member of staff for personal productivity or accessibility benefits, disclosure is not required. These tools are designed to aid individual tasks and do not impact broader business processes or decision-making. Therefore, no specific notification will be provided for such uses.