Supplemental Privacy Notice – Use of Magic Notes by Beam

Introduction / Purpose

This supplemental privacy notice explains how CCS Adoption Ltd (CCS) uses Magic Notes by Beam, an artificial intelligence (AI) tool designed to record, transcribe, summarise, and create meeting actions during assessments and other casework. It supplements our main Privacy Policy and is provided in compliance with data protection law.

Who We Are

CCS is the data controller under the UK GDPR and Data Protection Act 2018, responsible for determining how and why your personal data is processed when using Magic Notes. Beam Up Ltd, based in London, is the data processor in relation to the Magic Notes platform and assists in its technical operation.

What Personal Data We Collect

We could collect the following personal data when using Magic Notes:

• Personal data: name, date of birth, contact details, case reference or unique identifier.
• Special category data: information about your circumstances, needs, health conditions, beliefs, race or ethnicity, sexual orientation, mental health, and care needs.
• Audio recordings of meetings (e.g. care reviews, assessments), their transcripts, and generated summaries and suggested actions.

Depending on the conversation, additional personal data provided during the meeting may also be processed.

How We Use Your Information

Magic Notes is used to:

• Record, transcribe and summarise conversations with individuals during assessment, planning, review meetings, and adoption support calls.
• Produce notes and action items reviewed and edited by a practitioner before being added to the individual’s case record.
• Serve as part of our case documentation for continuity and quality assurance.

Lawful Basis for Processing

We rely on the following legal bases:

• Article 6(1)(a): the individual has given clear consent for you to process their personal data for a specific purpose;
• UK Data Protection Act 2018 Schedule 1 conditions for special category data, where applicable.

How We Collect Information

At the start of a meeting, you will be informed that we use Magic Notes to record the conversation and to take notes on our behalf. You will be asked specifically for your consent. You may refuse to give or retract your consent at any time, including mid‑meeting, and recording will stop immediately (though any recorded portion may still be processed if required for safety or effectiveness).

Magic Notes processes your personal data by recording, transcribing, and summarising meetings through the following steps:

1. The User (trained CCS member of staff, such as a social worker) starts the recording.
2. The meeting is recorded, and the audio file is saved.
3. User ends the recording.
4. Magic Notes creates a transcription of the audio file.
5. Azure’s OpenAI model creates a summary of the transcript and is made available to the User.
6. The User is sent a notification telling them that their meeting summary is ready and can be viewed in the secure web app.
7. The user makes any edits required and copies the summary into the case management system.

Who We May Share Your Information With

• Only practitioners directly involved in your case within CCS will access Magic Notes outputs.
• Information may be shared with partner agencies (e.g. NHS providers, local authorities, legal or advocacy representatives) strictly on a need-to-know basis and in compliance with data protection rules and our privacy policy.
• Beam (as the processor) and necessary third-party service providers operate under contractual data protection safeguards.

Data Retention Period

• Raw recordings: retained in Magic Notes for up to 30 days (or sooner if the practitioner confirms the summary has been uploaded into the case record).
• Transcripts/summaries: retained within CCS’s case system for the same period as applicable case records or as specified in our organisational retention schedule, and securely disposed of in line with statutory and best-practice guidance.

Your Rights

You have the following rights under the UK GDPR:

• Right to access, correct or erase your personal data;
• Right to restrict processing or object to it where lawful basis permits;
• Right to data portability where applicable;
• Right to withdraw consent, if consent is the basis being relied on;
• Right to complain to the ICO if you believe your data has been mishandled.

These rights may be superseded by adoption legislation. Please refer to our Privacy Policy for Families.

Contact Details

If you have questions or wish to exercise your rights, please contact:

• Data Protection Officer, Jason Tinley, jason.tinley@ccsadoption.org;
• Alternatively, contact Beam Up Ltd at their data protection email (e.g. beam@magicnotes.ai) regarding processor-specific matters.