This document covers Copilot for Web which may be accessed by users with the appropriate Microsoft license. It does not cover the premium Copilot 365 which is currently being piloted in parts of the University of Northampton.
IT Services, which is part of the University of Northampton, is the Data Controller for Copilot for Web. The Copilot for Web service is provided by Microsoft.
The Data Protection Officer can be contacted by emailing dpo@northampton.ac.uk
Or by writing to:
The Data Protection Officer, Vice Chancellor’s Office, Senate building, Waterside Campus, University of Northampton, NN1 5PH
This privacy notice explains how Copilot for Web uses your personal data and how you can exercise your rights regarding that information.
Usernames and real names which are gathered in the use of Copilot for Web are not available to be viewed by the University of Northampton
All users will ask Copilot to complete a task using prompts. A prompt is text submitted to Copilot using the same sort of language you would use in normal conversation which describes the task that Copilot should perform. The prompt which is used in Copilot (entered explicitly by the user) is the key source of information for Copilot. It should be noted that some of the data which is not included in a user's prompt, may be sent as part of a web query.
The data is used by Microsoft to provide a response to a task using a prompt (as previously described) and the information processed is not available to others in the University.
Consent - Under Article 6(1)(a) of the UK GDPR
Performance of a Contract - Under Article 6(1)(b) of the UK GDPR
Legitimate Interests - Under Article 6 (1)(f) of the UK GDPR
Your personal data will not be shared with other organisations. The data is used by Microsoft to provide a response to the prompt and is not available to others in the University. Only the person entering the prompt and Microsoft will have access to data.
Personal data is held and controlled by Microsoft. For more information about this please refer to https://learn.microsoft.com/en-us/purview/retention-policies-copilot
Users may request deletion of all interactions with Copilot.
Right to withdraw consent
Right to be informed
Right of access
Right of rectification
Right to erasure
Right to restriction.
Please note that the above rights are not absolute as this is dependent on the legal basis which is being relied upon.
In the first instance, you can refer your complaint to the Data Protection and Information Governance team by email at dpo@northampton.ac.uk
If you are not satisfied, you can send your complaint to the Information Commissioner’s Office either by:
Phone: 0303 123 1113
Website: ICO Complaints