In order to keep University data secure and comply with data protection laws, staff and students must only use generative AI tools that are provided and licensed by the University. This ensures appropriate contractual provisions are in place to protect University data. Do not use personal accounts with the same or alternative providers as these do not provide the same level of protections.
The University's guidance on using information classification sets out how generative AI may be used responsibly with different classifications of University information. You must read this guidance and familiarise yourself with the types of information it is safe to share with GenAI tools before using them.
Please be aware that even when signed into Google Gemini, with the "Your University of York chats aren't used to train our models" message visible, you must still follow university guidance and only share the types of information we classify as safe to share.
The use of personal data is governed by the University’s Data Protection Policy and associated Special Categories of Personal Data Policy, if you are processing personal data that is likely to result in a high risk to individuals’ interests you must undertake the Data Protection Impact Assessment (DPIA) screening process. This will help to ensure compliance with Data Protection legislation. For support with this, please contact the Data Protection team.
If you’re signed in with your University Google account when using Gemini, all chats are retained for 3 months. If you need information stored with Gemini after 30 days, please transfer it to another location such as a Google Doc.
You must not upload any copyrighted content, including journals, to any generative AI tools unless you have confirmed this is acceptable with the publisher; please contact your faculty librarian to discuss this.
It is important to note that if the University uses any material generated by Gemini Chat which then leads to a copyright complaint, we are not covered by Google's indemnification policy and they would not assist us with the complaint.
