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Responsible Use of Generative AI

Various generative artificial intelligence (GenAI) tools and features are available to TMU employees.  When used responsibly, these tools can be leveraged to support TMU employees to work more efficiently and allow us to remain innovative by taking advantage of technological advances in the area of GenAI. That said, there are a number of limitations on usage that you should be aware of in the areas of accuracy of information, privacy, legal considerations, confidentiality and security.  Only information that is publicly available or considered low-sensitivity should be shared within GenAI tools or technology. Failure to adhere to the guidelines below will be a violation of TMU’s Privacy Breach protocols [Appendix B].

For help defining what is considered sensitive information, please review TMU’s Information Classification Standard and Handling Guidelines.   

Two GenAI tools are available to TMU employees: the Google Gemini App and the Zoom AI Companion.  Both have undergone Privacy and AI Impact Assessments prior to their release.  Please review the links for further information. 

Other systems that you use for work may also be in various stages of developing or releasing GenAI features. However, they may have limitations or pose ethical, legal, privacy or security concerns. As a TMU employee, you are responsible to verify whether Privacy and Security assessments have been conducted prior to use. Always consult your supervisor, manager or senior leadership before adopting any new GenAI tools and features.  

Guidelines when using GenAI: Limitations, expectations and appropriate use

GenAI offers exciting opportunities to boost productivity, but TMU employees should be aware of its limitations and expectations before using any new GenAI feature responsibly.

1. Limits to accuracy

Generative AI tools may create false, misleading, or biased outputs and therefore, cannot be relied upon or used solely as a ‘source of truth’.  Before you use or share the output from GenAI tools, you are responsible for ensuring it is accurate and appropriate. Always review your results with a critical eye and be sure to evaluate responses and cite the use of GenAI in your work. As a TMU employee, you are responsible for any content generated by GenAI that you choose to further utilize or share. Caution and due diligence should always prevail when using GenAI responses.

2. Legal considerations and confidentiality

Sensitive data should not be uploaded or shared within GenAI tools. Consult TMU’s Information Classification Standard and Handling Guidelines to help you determine the sensitivity of the information and what is appropriate to share. Only information that is publicly available should be shared within GenAI tools or technology. Any unauthorized disclosure or sharing of Personal Information, including Personal Health Information with GenAI tools is a breach of TMU’s privacy protocols.

3. Privacy

Do not upload, input, or share any personal information about yourself or any TMU student, faculty, or staff member into these applications or tools.  Examples of personal information include any data that is personally identifiable such as protected health information, social insurance numbers, student/staff numbers, birthdates, credit card data, etc. Failure to abide by this advice may result in a privacy breach and/or may result in non-compliance with privacy legislation. Please review the Privacy and Access to Information Policy, consult with the Privacy office at privacy@torontomu.ca or report any concerns or incidents through the Privacy Incident Management Process.

4. Security

In general, Privacy Assessments, Security and AI Assessments must all be completed prior to using GenAI tools. If you are considering using  a tool that has not been approved for use at TMU, you are responsible for engaging with the office of the General Counsel and Board Secretariat (GCBS) and Chief Information Security Officer (CISO) to determine which assessments will be required.  

Both the Google Gemini App and the Zoom AI Companion have gone through these assessments. 

5. Resources 

TMU Library Resources

Data Classification