Who are we and how to contact us
Portsmouth City Council (“the Council”, “we”, “us”) is the data controller for the personal information described in this privacy notice.
- Data Controller: Portsmouth City Council
- Address: Civic Offices, Portsmouth, PO1 2AL
- ICO Registration Number: Z5578313
- Data Protection Officer (DPO) Email: DataProtection@portsmouthcc.gov.uk
What this privacy notice is about
This privacy notice explains how Portsmouth City Council uses Microsoft Copilot (including Microsoft 365 Copilot and Copilot Chat) to support colleagues in their work. This includes the transcription and summarisation of meetings, including meetings with service users where appropriate.
Who this notice applies to
This notice applies to individuals whose personal information may be processed when Portsmouth City Council staff use Microsoft Copilot.
What personal information we collect
Depending on the context, we may process names, contact details, meeting information, special category data and criminal offence data where relevant and lawful.
Why we use Microsoft Copilot
Copilot is used to transcribe and summarise meetings, assist with drafting documents and support staff productivity. All outputs are reviewed by staff and Copilot does not make decisions.
How we collect your information
You will be informed if Copilot is used in meetings and you may object at any time.
The Lawful basis for processing
Article 6(1)(e) UK GDPR and relevant conditions under Articles 9 and 10 UK GDPR and the Data Protection Act 2018.
Who we share your information with
Data is processed securely within the Council’s Microsoft 365 environment and is not used by Microsoft to train AI models.
How long we keep your information?
Information is retained in line with the Council’s retention schedule.
How we keep your information secure
We apply strict access controls, encryption, audit logging and governance controls.
Your rights
Children, young people and parents (where appropriate) have rights under data protection law, including the right to:
- access personal information
- request correction of inaccurate information
- request deletion in certain circumstances
- object to or restrict processing.
Requests to access information are known as Subject Access Requests.
Responsible and transparent use of AI
Use of Copilot is governed by Council AI policies and is subject to review.
Review of this notice
This notice will be reviewed and updated as required.