TranslatePurpose & Scope
North Ayrshire Council may use Microsoft Copilot in Microsoft Teams meetings to generate live transcriptions, produce AI generated meeting summaries, identify action points, and support internal governance, record‑keeping, transparency and productivity.
Data Collected
- AI generated transcripts.
- AI generated summaries and action points.
- Usernames, job titles, email addresses, and spoken contributions.
Legal Basis
Processing is based on the public task function of the authority under GDPR Article 6(1)(e) for the purposes of fulfilling our legal and statutory functions or dependent on circumstances, under Article 6(1)(f) whereby processing is in the ‘legitimate interests’ of the Council.
Data Use
Data is used to support accurate minute taking, summarisation, task identification, and internal decision‑making.
No decisions shall be made solely based on Copilot outputs and subject to the Council’s AI Policy, responsibility for accuracy of outputs generated by Copilot remains with system users.
Data Access & Retention
- Recordings, Copilot transcripts, and outputs are stored securely within the Council’s Microsoft 365 tenancy, accessible only by authorised staff and meeting organiser.
- Data shall be automatically deleted from Microsoft’s system after 21 days (recordings) and prompts/responses after 7 days, unless retained as part of formal minutes.
- Appropriate and lawful retention based on the Council’s retention schedule will apply if or when integrated into official record archives.
Participant Rights
- You have the right to request access, rectification, deletion, or restriction of your personal data under UK GDPR.
- Participants may opt out of recording in Teams.
- Whereby opt-out has been noted, alternative arrangements must be sought in advance of meeting, and this includes ability to attend without camera or mic, use chat-only, or request manual note taking.
Contact
Should you have any questions or concerns regarding how your personal data is processed, please contact our Data Protection Officer at dataprotectionofficer@north-ayrshire.gov.uk.