Use of Magic Notes privacy notice
- Information held about you
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Herefordshire Council has implemented the use of Magic Notes. It will be used by staff across the Children's and Young People Directorate and Community Wellbeing Directorate to record and transcribe meetings with residents, carers, provider staff and others involved in the delivery of services to residents.
Magic Notes uses artificial intelligence (ai) to create transcripts and summaries from the recordings. These are then reviewed by staff and then loaded into a case management system. This then creates a comprehensive record of work carried out by Herefordshire Council to provide the relevant services to the service user. AI is not used to make decisions about you nor the services you may be offered. It is only used to record meetings you have with staff within Children's and Young People Directorate and Community Wellbeing Directorate to provide a more efficient and accurate method of recording your needs.
In order to provide services to you, it is necessary for us to collect and hold personal information about you. This information will include:
- Basic details about you such as your name, age, date of birth, gender, address, telephone number, email address, NHS number
- Other information that may be collected such as employment and education information, parent/carer details, family details, housing needs, business activities, personal appearance and behaviour, lifestyle and social circumstances and case file information
- Contact we've had with you, such as home visits, meetings etc.
We may also need to collect special category personal data depending on the service you are interacting with this may include but not limited to:
- Racial or ethnic origin
- Advocacy details
- Social care support outcomes
- Physical and mental health details
- Data concerning sex life or sexual orientation
- Religious, philosophical or other beliefs of a similar nature
- We also process data about criminal convictions, criminal offences or related security measures when relevant.
The use of Magic Notes will not involve collecting any additional personal data than we would otherwise require from you.
- Who is processing your data
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All personal data held, is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council.
- How we will use the information we hold about you
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We will collect information about you (where applicable) to:
- Record, transcribe and summarise your meetings during assessment periods with care professionals
- Any notes from meetings created using Magic Notes will form part of your social care record which allows us to have a comprehensive record of all the work that we do with and for you
- How the law allows us to use your information
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The legal basis for processing the data is:
- Public task. The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. The use of this product enables the most effective use of an officer's time in managing their record keeping.
- Health or social care. 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 on the basis of Union or Member State law or pursuant to contract with a health professional and subject to conditions and safeguards.
- Who we will share your information with
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Magic notes is a cloud-based transcription solution, data will be held within the Magic Notes product for 50 days. Finalised documents will be held and used within the council's systems as per:
- How long we keep your personal information
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We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for the retention period of 50 days. All information will be held securely and destroyed under confidential conditions.
- Your rights
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You have a number of rights under data protection law, including the right to request your information and to request that the information be amended or erased if incorrect.
To request your records, you will need to put your request in writing and provide proof of identification to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or via email, informationgovernance@herefordshire.gov.uk
You also have a right to make a complaint about our handling of your personal data to the Information Commissioner's Office.
- Providing accurate information
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It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you tell us as soon as possible so that we can update your records.
- Further information
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If you have any questions or concerns about how your information is used, please contact the Data Protection Officer, at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email informationgovernance@herefordshire.gov.uk
You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.
- Service web page
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Children and Young People Directorate
- Children's social care
- Children's family support
- Education - Managing pupil and performance information
- Schools and education
Community Wellbeing Directorate
- Last updated date
- January 2026