This privacy notice explains how Portsmouth City Council uses artificial intelligence (AI) tools when processing personal data. It should be read alongside the Council’s Data Protection Privacy Notice and any relevant service‑specific privacy notices.
Who we are
Portsmouth City Council (“the Council”, “we”, “us”) is the data controller for personal information processed using AI tools.
Data Controller: Portsmouth City Council
ICO Registration Number: Z5578313
Data Protection Officer (DPO)
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251
Address: Civic Offices, Portsmouth, PO1 2AL
How we use AI tools
We sometimes use AI tools to support council business activities, such as:
- summarising or transcribing documents or meetings
- drafting or amending content
- improving the efficiency and quality of internal processes
These activities support work that is already carried out by council staff and help us use public resources effectively.
AI tools do not make final decisions about individuals. All AI‑generated outputs are reviewed by a member of staff before being used.
The personal information we process
Personal data processed using AI tools will depend on the service involved and is described in the relevant service privacy notice.
In some cases, this may include special category data (for example health or social care information). We only process this information where it is lawful, relevant, and necessary, and we use the minimum amount of data required.
Specific privacy notices that highlight AI being used at Portsmouth City Council:
How we collect your personal data
In most cases, we collect personal data:
- directly from you
- from information you provide to us as part of a council service
Why we process personal data using AI
We use AI tools to:
- support the delivery of council services
- improve accuracy, consistency and efficiency
- reduce administrative burden so staff can focus on services that require human judgement and interaction
Our lawful bases for processing
For most AI‑supported processing, our lawful basis is:
- Article 6(1)(e) UK GDPR – processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
Where special category data is processed, we rely on appropriate Article 9 UK GDPR conditions, such as substantial public interest or health and social care, with suitable safeguards in place.
Who we share information with
AI technology suppliers act as data processors on our behalf. We have contractual agreements in place requiring suppliers to:
- process data only on our instructions
- keep personal data secure
- meet UK GDPR and Data Protection Act 2018 requirements
Your personal data is not used by AI suppliers to train or improve their own AI models.
Automated decision‑making
We do not use AI tools to make decisions about individuals solely by automated means. Human oversight is always in place, in line with Article 22 UK GDPR.
How long we keep your information
We keep personal information in line with the Council’s Corporate Retention Schedule. Retention periods vary depending on the service and legal requirements.
Your rights
You have rights under data protection law, including the right to:
- access your personal data
- request rectification or erasure
- restrict or object to processing
- raise concerns about automated processing
For information about your rights, contact the Data Protection Officer.
Complaints
If you have concerns about how we use your personal data, please contact us using the details above.
You also have the right to complain to the Information Commissioner’s Office (ICO):
- Telephone: 0303 123 1113
- Website: https://ico.org.uk/
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF