Use of Artificial Intelligence (AI) in Barnet Council

Barnet Council uses AI tools to support staff productivity, improve service delivery, and streamline internal processes. This notice explains how we use personal data when AI tools are involved, and how we protect your privacy. 

Skip to:

What AI tools we use

Our primary AI applications in use across a variety of services are: 

  • Microsoft Copilot Web, for drafting, summarising, and research tasks
  • Microsoft Copilot 365, for meetings, writing, presentations, and data analysis 
  • Magic Notes, for meetings and report writing in the field of Social Care.

Other service specific AI platforms are in place; these primarily assist with document handling and administrative support.  Service based tools that use personal data will have their own privacy notice published, explaining in more detail how the tool works.

Our implemented AI tools may process

Our tools may process:

  • personal data (e.g. names, contact details, case information)
  • special category data (e.g. health, ethnicity) only when necessary and relevant
  • criminal offence data only where legally permitted. 

We apply strict data minimisation and only use data that is necessary for the task. 

Lawful basis for processing 

Where we process personal data using AI tools, this is done under the following lawful basis: 

  • public task, where it supports our statutory duties
  • substantial public interest, for special category data
  • health and social care purposes, where relevant. 

Each service area has its own privacy notice explaining the specific lawful basis used. 

The data controller for your data 

Barnet Council is the data controller. AI suppliers (e.g. Microsoft) act as data processors.  

All AI implemented products are reviewed and security assessed before implementation.  Contracts are also in place to ensure your data is protected and not used to train or improve external AI models. 

Risks and bias in AI 

AI tools can carry risks such as bias or inaccurate outputs. Barnet Council has governance in place, including: 

  • an AI working group 
  • mandatory staff training 
  • policies to ensure responsible use 

Staff are accountable for reviewing AI outputs before use. 

How long we keep your data 

We keep personal data only for as long as necessary. AI generated outputs follow our Retention Schedule. For example: 

  • Copilot prompts are retained for 30 days
  • Meeting transcripts and Intelligent Meeting Recaps are retained for 60 days.  

Contact us 

For more information on your information rights, see our main privacy notice and SAR Policy 

If you have questions or concerns about how your data is used with AI tools, please contact the Records and Information Management Team Email: data.protection@barnet.gov.uk