Have you been in a recent meeting where you or someone else used an AI tool?
Using AI tools within remote meetings can be useful for taking meeting notes but it comes with potential serious cyber security threats, including:
- Risk of data breaches and non-compliance with UK data protection legislations
- Generation and inadvertent sharing of sensitive summaries
- Processing data on external servers
- AI bots auto-joining meetings without consent
- Inability for hosts or other participants to remove the bots
- Unauthorised recording/transcription
- User data being monetised
The authorised AI tool for use at the University is Copilot. For guidance on how to use this for support in taking notes and actions, please visit this Copilot guidance page.
Advice for staff
- Do not proceed with meetings, internal or external, if you are aware of an AI tool being used
- Instead, politely request deactivation before continuing
- Do not use any unauthorised AI tools
- Treat all unauthorised AI tools as a serious cyber security threat and a data protection concern
- Only use AI tools that have been approved by the University and have undergone a formal security and data protection assessment.
- Report any unauthorised bot activity in meetings as a potential data breach to the General Council data breach reporting tool
Read the Sussex principles for AI in education.
If you have any questions, please contact IT Services using the IT Support Portal on our help page
For any queries about data protection, please contact GDPR@sussex.ac.uk