Important information about our AI tools
At Hastoe Group, we use Microsoft 365 Co-Pilot (Co-Pilot) to help our staff work more efficiently. When your personal data is processed using this AI tool, Hastoe Group acts as the data controller, and Microsoft, the provider of Co-Pilot, act as the data processor.
We have carried out due diligence to ensure that your personal data is handled securely and in line with UK General Data Protection Regulation (UK GDPR) and our internal Data Protection and IT security policies. Your personal data will not be used by Microsoft to train or improve their AI products.
Why we process your personal information
We use AI tools to support the efficiency, quality and speed of internal processes that are already performed manually by our staff. Co-Pilot helps summarise and contextualise information so that our teams can focus on areas where human intervention and professional judgment are most needed.
Lawful basis for processing
Where Hastoe Group uses personal data with Microsoft Co-Pilot, this will be processed to help us carry out our legal and statutory duties – for example, to review and respond to complaints, provide information or guidance, or investigate a potential breach.
In other circumstances, we may process personal data using Co-Pilot under the lawful basis of legitimate interests – for example, to support internal administrative tasks or improve the efficiency of day-to-day work.
Where any special category data (such as health information) is processed using Co-Pilot, this will only be done with your explicit consent.
For more information about how we process your personal data, please see our full Privacy Notice.
Automated decision making
Hastoe Group does not use AI to make automated decisions about residents, employees or anyone else we work with. Human oversight is always applied when reviewing outputs generated by AI tools, and all decisions involving your personal data are ultimately made by our staff.
Retention
We regularly review how Co-Pilot is used to ensure it remains appropriate, secure and compliant with data protection laws. Any data processed through Co-Pilot is retained in accordance with our Data Retention Policy and Schedule.