Letter telling people you use AI

The ICO requires you to tell people about a new use of their personal data before the processing starts. This is that letter.

Send it before the trial, not after it goes well. See telling the people you support for what has to be covered and why.

Two versions below: one for the person, one for a family member or representative. Use whichever fits, or both.

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Version 1: for the person

[YOUR ORGANISATION LETTERHEAD]

[DATE]

Dear [NAME],

We are starting to use a computer tool to help write up our notes

I am writing to tell you about a change to the way we write up our visits, before we start.

What is changing

At the moment, [DESCRIBE WHAT HAPPENS NOW — e.g. “your care worker writes up notes after each visit, usually later in the day”].

From [DATE], we are going to use a computer tool that [DESCRIBE PLAINLY — e.g. “types up what your care worker says, so they spend less time writing and more time with you”].

What this means for you

• Your care worker still decides what goes in the notes.
• They read and correct everything before it is saved.
• The tool does not make any decisions about your care. People do that.
• Your visits and your care do not change.

Your information

The tool is provided by [SUPPLIER]. Your information is held [WHERE], and we have an agreement with them about how they must look after it. They [DO NOT / DO] use it for anything other than providing this service to us.

Our privacy notice has the full details: [WHERE TO FIND IT].

If you would rather we did not

That is fine. Please tell [NAME] on [PHONE] and we will [WHAT YOU WILL ACTUALLY DO — be honest; do not promise what you cannot deliver].

If you have any questions

Please ring [NAME] on [PHONE]. I am happy to explain anything about this.

Yours sincerely,

[NAME] [ROLE] [ORGANISATION]

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Version 2: for a family member or representative

[YOUR ORGANISATION LETTERHEAD]

[DATE]

Dear [NAME],

A change to how we write up our notes for [PERSON’S NAME]

I am writing to let you know about a change we are making before it starts.

What is changing

From [DATE], we will use a computer tool that helps write up the notes after each visit. The care worker speaks a short summary, the tool drafts the written record, and the care worker checks and corrects it before it is saved.

What it does not do

It does not make decisions about [PERSON’S NAME]’s care. It does not replace any part of the visit. Nothing is saved to the record until a care worker has read it.

Information and data protection

The tool is provided by [SUPPLIER] and information is held [WHERE]. We have a data processing agreement with them, and we completed a data protection impact assessment before starting. Our privacy notice is at [WHERE].

Questions or concerns

Please ring [NAME] on [PHONE]. If [PERSON’S NAME] would prefer we did not use this, please let us know and we will [WHAT YOU WILL DO].

Yours sincerely,

[NAME] [ROLE] [ORGANISATION]

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Before you send it

• Replaced every [SQUARE BRACKET]
• Checked that what you promise in “if you would rather we did not” is something you can actually do
• Updated your privacy notice to name the supplier and say where data is held
• Completed the DPIA
• Briefed staff, so they can answer “does a computer decide things about my care?” in one sentence
• Added this to your welcome pack, so you never have to do a retrospective fix again