Privacy notices: Social care

Who we are

Adult Social Services
Town Hall St Ives Road
Maidenhead SL6 1RF

Lawful basis for processing the information

When we collect your personal data, we rely on the following legal bases:
Article 6(1)(e): processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

When we collect your ‘special categories of personal data’, (such as health, race, ethnicity, sexual orientation) we rely on the following legal bases:

Article 9(2)(g): Substantial public interest conditions.

Schedule 1 of the DPA 2018:

• Paragraph 6: Statutory and government purposes.
• Paragraph 16: Support for individuals with a particular disability or medical condition.
•  Paragraph 18: Safeguarding of children and individuals at risk.

These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:

• The Care Act 2014.
• Health and Social Care Act 2015.
• Children’s Act 1989.
• Localism Act 2011.
• Data Protection Act 2018.
• Human Rights Act 1998.
• Mental Health Act 1983 (Amended 2007).
• Mental Capacity Act 2005.
• Homelessness Reduction Act 2017

How we collect your information

Magic Notes processes your personal data by recording, transcribing, and summarising meetings through the following steps:

1. The User (trained RBWM representative such as a social worker) starts the recording.
2. The meeting is recorded and the audio file is saved.
3. User ends the recording.
4. Magic Notes creates a transcription of the audio file.
5. Azure’s OpenAI model creates a summary of the transcript and is made available to the User.
6. The User is sent a notification telling them that their meeting summary is ready, and can be viewed in the secure webapp.
7. The user copies the summary into the case management system and makes any edits required.

What information is collected

We may collect and record the following types of personal data:

• Personal information e.g: your name, address, telephone number, date of birth.
• Contact details for members of your family and support network.
• Information about your finances, e.g. bank details, income, benefits.
• Photographs, for instance, to help inform an Occupational Therapy Assessment.

Special categories of personal data

• Information about your racial or ethnic origin, religious or philosophical belief and your sexual orientation.
• Information about health conditions or disabilities that may apply to you.

How we use the information provided

We use your personal information to:

• record, transcribe and summarise your conversations during assessment periods with care professionals.
• any notes from conversations created using Beam Magic Notes will form part of your social care record which allows us to have a comprehensive record of all of the work that we do with and for you.

Who has access to the information about you

Once your personal information has been uploaded to the relevant case management system for your care and support, it this will be available where necessary and proportionate to professionals who are part of the team providing you with care and support. 

This could mean other social care professionals who are part of Adult Social Care.

Who we may share your information with

Adult Social Care may share or may use the information gathered from Beam Magic Notes for wider aspects of your care and support and this may mean sharing your information with other professionals or organisations involved in your care and support. 

This could include other internal RBWM teams, NHS providers, district and borough councils, people advocating or representing you.

How long we store your information

Personal data processed for any purpose or purposes is stored securely and this data will be deleted 15 years after the closure of the incident or piece of work.