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
In Progress
The PIA request is under review. This phase includes gathering necessary information and initiating the assessment.
Interim Report Issued
A draft report detailing initial findings has been issued. This report is critical for developing effective risk management strategies.
Completed
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.
Interim Report Issued
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
In Progress
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
In Progress
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
Interim Report Issued
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
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AI’s Trust Problem
AI’s trust issues escalate with its power. Key concerns include disinformation, bias, job loss, and environmental impact.
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Tackling AI Risks: Your Reputation is at Stake
Assessing AI risks in the context of their use, rather than as inherent in the technologies themselves, leads to smarter and safer implementations.
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Privacy Impact Assessments for GenerativeAI Instructional Use
Guidance for instructional use of AI based on current Privacy Impact Assessments (PIA) including any recommendations for Instructors…
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UBC OCIO – Policy, Standards, & Resources
The CIO has published Information Security Standards that govern the use and protection of University data and computing resources.
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UBC – Protection of Privacy
UBC’s privacy guidance for faculty and staff is informed by federal and provincial laws.
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Government of Canada – Responsible use of artificial intelligence (AI)
The Government of Canada is providing information and services about the responsible exploration of the future of generative AI.