Adult social care, quality assurance and safeguarding service team privacy notice

1 Council contact details

1.1 North Northamptonshire Council

Registered Office:
Sheerness House
41 Meadow Road
Kettering
NN16 8TL

Web addresses: www.northnorthants.gov.uk

The Data Controller is North Northamptonshire Council.

Adult social care services includes the following areas:

Community teams
Learning disability teams
Inclusion teams
Care home review and continuing health care team
Customer service centre
Hospital adult social care team
Safeguarding team
Shared Lives
Specialist support team for younger adults
Community Therapy
Day service provision
Employment Services
Short Break Services
Approved Mental Health Professional (AMHP)
Deprivation of Liberty Safeguards (DoLS)
Commissioning and quality team
Brokerage
Financial assessment team and personal budget support service
Assistive Technology

These are the main contact points for anyone to request adult social care support or to request advice and information regarding social care.

2 Information that we hold

2.1 What personal data do we need from you?

Full Name
Date of Birth
Age
Sex
Full Address
Telephone number
Mobile phone number
Email address
Social care ID
NHS number
Family details
Lifestyle and social circumstances
Financial details
Housing needs
Case file information
Visual images, personal appearance and behaviour

What 'special' types of personal data do we need from you?

Physical or mental health details
Racial or ethnic origin
Religious or other beliefs of a similar nature
Social care support outcomes
Criminal proceedings, outcomes and sentences
Offences (including alleged offences)

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you for one of the following reasons:

Requesting advice regarding adult social care services;
Requesting an assessment for support from adult social care services; and
Requesting advice and support to assist because you are at risk of abuse or neglect

We may also receive personal information indirectly, from the following sources:

Family members
Friends
NHS agencies
GPs
Hospitals
Ambulance
Health visitor
Commissioned support providers
Police
Other Local Authorities

In the following scenarios:

Information to complete your assessment
To request an assessment on your behalf
Due to safeguarding concerns

3.2 There are a number of reasons why we need to collect and use your personal information:

Health and social care treatment
Health and social care management
Provision of support and services
To safeguard you
For statutory returns requested by the Government.

Our lawful basis for processing your personal data is:

To meet our statutory duties to you as outlined in legislation such as the Care Act 2014, Mental Capacity Act 2005 and Mental Health Act 1983.
UK GDPR 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.
In respect of Special Categories of Personal Data, UK GDPR Article 9 grounds 2 (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.
In respect of Special Categories of Personal Data, Data Protection Act 2018 Schedule 1 Part 1, 2 Health or social care purposes and Schedule 1 Part 2 19 processing is necessary for health or social care purposes and Safeguarding of economic well-being of certain individuals.

4 What we do with the information

4.1 The Care Act 2014 places a duty on us to work closely with health colleagues to ensure the best level of care is delivered to our citizens. It also requires us to consider whether any universal preventative services or other services available locally could help adults and older people stay well for longer.

We use the information we have about you to assess your care needs, to draw up a plan of support with you, manage and monitor the quality of our services and to make our statutory statistical returns to government.

We collect only the information that we need to carry out these functions and we ensure that it is used and stored safely and securely.

All staff who have access to information about you will have received training on data protection and information security and they work to a code of conduct which requires them to respect the confidentiality of the information about you that they have access to in order to do their jobs.

4.2 Who else might we share your data with?

In line with the best practice outlined in the Care Act we will always ask you who you are happy for us to share your information with. We record what you say about this in our case files, so that we can comply with your wishes wherever possible. In order to provide you with the best service possible we will ask to share information about you with people and agencies who know you or who might be able to help you. This may include:

West Northamptonshire Council, if we are providing a service on their behalf under a hosted arrangement.
Health providers
NHS agencies (GPs, hospitals, ambulance, health visitor)
Domiciliary care providers
Residential care providers
Education providers
Advocacy services
Day care providers
Mental health services
Government agencies (Department of Health, Department of Work and Pensions)
Local government
Police
Substance misuse agencies
Advocacy services
Fire and rescue services
Prepaid card providers
Direct payment support services
Housing associations
Careline
Voluntary sector organisations
Health and social care regulators

We may share your information internally with our Housing Communities teams; who work collaboratively to support and safeguard the health and wellbeing of our residents. For example, if a housing concern is raised, or becomes apparent during the course of providing an adult social care service to you, we may share this information with our Housing teams to see what further support is available to you.

All information sharing is done in accordance with council policy. We require anyone we share information with, or who uses it on our behalf, to adhere to the Data Protection Act 2018 and UK GDPR. We may need to share personal information with law enforcement or other authorities, which we will only do if required by the applicable law.

The sharing of information in health and social care is guided by the Caldicott Principles.

Use of your NHS Number in Adult Social Services

If you are receiving support from adult social services, then the NHS may share your NHS number with us. This is so that the NHS and adult social services are using the same number to identify you while providing your care. By using the same number, we are able to work together to improve your care and support.

We will use this Number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners.

5 Use of Artificial Intelligence (AI) technology for transcription purposes

As part of our ongoing efforts to improve services and enhance communication within the social care environment, with your consent our Adult Social Care staff are using AI technology to record conversations for transcription purposes.

AI technology will transcribe conversations such as from phone calls, meetings, or interviews related to social care services into written text such. This enables us to create accurate records of conversations, service assessments, and case discussions, which are essential for ensuring the quality and consistency of care. This also means that we are able to spend more time prioritising your care and support needs.

AI is not used to make decisions about you nor the services you may be offered. It is only used to record the conversations you have with Adult Social Care staff, to provide a more efficient and accurate method of recording your needs.

Transcriptions created using AI are stored securely, and the information is used solely for purposes related to your care or the delivery of social care services.

5.1 Lawful basis of processing

For the use of processing client data via AI technology via Magic Notes only, the UK GDPR lawful basis is Article 6(1)(a) Consent for any personal data, and Article 9(2)(a) Explicit Consent for special category data. If you refuse to provide consent, you will have your data recorded manually for processing within our case management systems.

This differs from business-as-usual processing, where the lawful basis is Article 6(1)(e) - Public Task and Article 9(2)(h) - Health or Social Care Purposes.

North Northamptonshire Council act as the ‘Data Controller’ ensuring that your data is processed in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation.

5.2 How we will you store and transfer your information using AI technology

Your information will be processed via the use of AI technology by recording, transcribing, and summarising conversations. The AI technology processes data by the following steps:

The user (the trained staff member, such as a social worker) will ask for consent to utilise the AI technology.
The user (the trained staff member, such as a social worker) starts the recording.
The conversation is recorded and the audio file is saved after the conversation finishes.
User ends the recording.
The AI technology creates a transcription of the audio file.
The AI technology creates a summary of the transcript.
The user is sent a notification telling them that their conversation summary is ready, and can be viewed in the secure webapp.
The user copies the summary into the case management system and makes any edits required.

The AI is used to create transcripts and summaries from the recordings. Summaries are produced in-line with case note templates.

We use your personal information to create a secure and comprehensive record of all of the work that we do with and for you.

Any data shared outside the council will be transferred in a secure, electronic format.

Records made using AI technology will be retained for period of 30 days, after which they will be securely deleted. Adult Social Care are required to ensure that transcripts created by AI technology must be transferred onto the internal council case management system within 14 days of transcript creation.

Personal data will not be retained for longer than necessary in relation to the purposes for which they were collected. Following which it is reviewed and if it is no longer required, it is then securely disposed of.

6 How long we keep your information for and how we securely dispose of it after use

6.1 We keep your personal information for all aspects of processing in line with the council’s retention schedules.

We will stop using your data after we no longer have a statutory reason to use your information, this may be when your services have ended, and we are no longer required to use your information for service planning or improvement purposes.

Your data will be deleted 8 years after we stop using it. If a record comes back into use during its retention period, then the retention period will reset and begin again from the end of the second period of use.

6.2 We will securely dispose of your information in line with retention periods.

7 How we store your information

7.1 Your information is securely stored on the council’s systems.

8 Your data protection rights

8.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the Council’s Privacy Policy for further information.

8.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

9 Who to contact

9.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

9.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

10 Changes to this privacy notice

10.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 01 October 2025