Microsoft 365 Copilot (Pilot phase) Privacy Notice)

The University is currently testing Microsoft 365 Copilot (Copilot) to boost staff productivity and efficiency. During the pilot phase, Copilot will be used across the M365 environment by a limited number of staff members.

Microsoft Copilot for Microsoft 365 employs an advanced system to manage data and provide AI-powered features that simplify and enhance work. Here’s a brief overview of its functionality:

  • Large Language Models (LLMs): These AI systems understand and generate human-like text.
  • Microsoft Graph Content: This includes emails, chats, documents, calendar events, and contacts that can be accessed by the software. Copilot uses this information to offer helpful suggestions.
  • Microsoft 365 Apps: Apps like Word, PowerPoint, Outlook, and Teams are integrated with Copilot to provide useful recommendations directly within these tools.

The use of Copilot in M365 will encompass several activities, including but not limited to:

  • Preparing for meetings, summarising, and producing meeting notes or minutes.
  • Conducting analysis
  • Drafting reports
  • Reviewing documentation

No decision affecting an individual will be made based on Copilot's output. All direct outputs from Copilot come with the statement "AI-generated content may be incorrect," and our training emphasises that human oversight is always required to verify outputs.

University data used with Copilot is encrypted and stored within our secure Microsoft Azure tenant, which is located in the UK and is not used for training Microsoft models.

When the University uses staff, student, or any other personal data with Copilot, it will do so under any of the lawful bases described in our privacy notices.

We may collect audio and visual recordings, as well as transcripts of conversations. The transcription function in Teams allows Copilot to produce the output mentioned above.

Following the pilot, an analysis of the use of Copilot for M365 will be conducted, reviewing the associated risks and benefits to determine subsequent steps. Any extended use of Copilot beyond the pilot will be considered under our risk assessment processes and the privacy notice will be updated accordingly. The deployment of Copilot will be monitored throughout the pilot phase, with risk assessments updated as needed.