Privacy & Risk

GenAI Tools and Privacy Impact Assessment (PIA)

Under British Columbia’s Freedom of Information and Protection of Privacy Act, a Privacy Impact Assessment (PIA) is required for university tools and initiatives that handle personal information. At UBC, PIAs are conducted on a case-by-case basis, with a focus on proactively mitigating privacy risks associated with information handling. Please consider this page and website as educational resources only, providing information without official endorsement.

The PIA for each tool varies with its use and for interim guidelines on use of GenAI tool usage at UBC, see Interim PIA Guidelines: Generative AI Tools. Guidance specific to instructors can be found through the Privacy Impact Assessments for GenerativeAI Instructional Use.


PIA Status Guide

The PIA request is under review. This phase includes gathering necessary information and initiating the assessment.

A draft report detailing initial findings has been issued. This report is critical for developing effective risk management strategies.

A final report, addressing all identified risks with appropriate mitigation strategies, has been delivered. This ensures risks are managed effectively.

GenAI Tools Under PIA Review

Listed below are GenAI tools under PIA review by UBC’s Safety & Risk Services. The PIA for each tool varies with its use and data collection; tools may have multiple PIAs. This list represents a subset of ongoing assessments. Please evaluate your specific needs before using a GenAI tool and consider if a PIA is required.

Microsoft Copilot

Microsoft Copilot is an AI assistant that offers innovative solutions across the Microsoft Cloud. Copilot makes complex tasks more manageable, fostering a collaborative environment and enhancing the user experience.

Use Cases

  • Brainstorming
  • Ideation
  • Administrative / Planning
  • Copy and image generation

Zoom AI Companion

Zoom integrated AI Companion across its platform, enhancing Meetings, Team Chat, Phone, Email, and Whiteboard. This upgrade aims to boost productivity and collaborative efficiency, with more features planned for future release.

Use Cases

  • Meeting summaries
  • Reviewing content
  • Translation
  • Scheduling

Teams Premium

Microsoft’s latest service of integrated AI tools into Microsoft teams. Aims to be more personalized, intelligent, and protected than standard Teams.

Use Cases

  • Meeting summaries
  • Reviewing content
  • Translation
  • Scheduling

ChatGPT

OpenAI’s ChatGPT, leveraging Reinforcement Learning from Human Feedback (RLHF), is an advanced conversational AI.  It handles interactive dialogue, follow-up inquiries, and assists in tasks, offering a versatile range of applications.

Use Cases

  • Assisting with homework
  • Aiding research
  • Facilitating concept comprehension
  • Language skill improvement

Privacy & Risk Guidance