This privacy notice describes how we use your personal data alongside AI Tools. It also explains how your data is protected when these tools are used. This notice is in addition to our Data Protection Privacy Notice. It should be read in conjunction with the relevant service specific privacy notices.
Important information on our AI tools
Personal data may be contained within the documents uploaded to our AI Tools. We are the data controller of your personal data when it is used, and the supplier/contractor is a data processor. We have a signed agreement in place with each supplier/contractor to ensure that your personal data is protected. Users of our AI Tools know to process personal data in accordance with the GDPR and our various data protection policies.
None of your personal data is used solely by the AI technology provider to improve their AI products.
Personal and Special category data
The data we process about you can be found within our service specific privacy notices.
We will sometimes process special category data when using the AI Tools. This will only be processed when it is relevant and we will only use the minimum amount of data necessary. Our staff adhere to the highest standards of confidentiality and have internal policies and training to ensure they handle your data responsibly. Only the appropriate staff and authorised data processors, will have access to your data.
How do we collect personal data?
We will collect your personal data directly from you.
Why do we process personal data?
In most cases, we process your personal data using the AI Tools to improve the efficiency, quality, and speed of our business processes. A lot of these processes are already happening manually. By using AI to automate these processes, this allows council resources to be used where they are needed most.
Any supplier who has access to your data is assessed for compliance with Data Protection legislation before any information is processed by them.
What lawful basis do we rely upon?
We are using AI Tools to help us perform tasks in the public interest set out by law. Our legal bases for using your special category information are substantial public interest and the delivery of health and social care services.
How long do we keep your personal information?
Our Retention Schedule lists how long your information may be kept for. This ranges from months for some records to decades for more sensitive records. There is often a legal reason for keeping your personal information for a set period of time.
Your rights and how to contact us
The law gives you a number of rights to control what personal information is used by us and how it is used by us. This includes rights related to automated decision making.
We do not use AI to make automated decisions. There is always a human intervention to review and approve any outputs from the AI tools. Decisions are not made solely by automated means. For more information on your Individual Rights, contact the Data Protection Officer.
You also have the right to lodge a complaint in relation to our data processing activities.
If you have any concerns about the use of your data with AI tools, please email DPO@essex.gov.uk
If you are not satisfied with our response, or if you wish to complain directly to the Information Commissioner’s Office, you can do this by using the details below:
Contact the Information Commissioners Officer
Telephone: 0303 123 1113 (local rate) or 01625 545745 (national rate)
Email: casework@ico.org.uk
Website: https://ico.org.uk/
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF