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Data Usage Guide

The following Data Usage Guide can help you determine what data you can use with which AI tool.

AI Tool Guidelines by Data Classification

Before sharing university data with an AI tool, know how it’s classified. Data classifications can include data containing Personally Identifiable Information (PII) — any detail that could identify a specific individual, alone or combined with other data. The matrix below shows which tools are approved for each classification.

Data Classifications

When interacting with AI tools, it’s crucial to understand how your data is handled. BYU-Idaho is committed to protecting your privacy and intellectual property.


Data Classifications →

Public Data

Data intentionally published for public use on BYU-Idaho websites or the open web and can be accessed without credentials.

Examples
News Maps Events Public Websites Academic Catalogs Academic Deadlines
CHOOSE WISELY; USE WITH ANY TOOL

Internal/Confidential without PII

Data you are authorized to access and use for that same purpose that does not contain PII.

Examples
Budgets Policies Procedures Survey Data Meeting Notes Course Content Authenticated Websites
MUST USE BYUI AUTHORIZED TOOLS

Internal/Confidential with PII

Data you are authorized to access and use for that same purpose that does contain PII.

Examples
Names Photos Grades Usernames I-Numbers Addresses Contact Info Transcripts Authenticated Websites
MUST USE BYUI AUTHORIZED TOOLS

Restricted Data

Information of the highest sensitivity where inappropriate loss, change, or disclosure could have grave consequences to the University or its students.

Examples
SSNs Bank Info Passwords Tax Records Legal Files Medical Records Credit Card Info
DO NOT USE WITH ANY AI TOOL

Public Data

Internal/Confidential without PII

Internal/Confidential with PII*

Restricted Data†
BYU-Idaho Authorized AI Tools — Chat & Everyday WorkUse these tools for day-to-day tasks with data you have permission to access. Any AI tool not listed is not authorized to use with any data other than public data.
ChatGPT Edu Available to employees. Requires a CES ChatGPT Edu license. Personal accounts have no data protections.
AllowedAllowed
AllowedAllowed
AllowedAllowed
Not AllowedNot Allowed
Microsoft Copilot Available to employees. Use your BYU-Idaho institutional account. Personal accounts have no data protections.
AllowedAllowed
AllowedAllowed
AllowedAllowed
Not AllowedNot Allowed
Google Core Services Available to students and employees. Use your BYU-Idaho institutional account to access Gemini and NotebookLM. Personal accounts have no data protections.
AllowedAllowed
AllowedAllowed
AllowedAllowed
Not AllowedNot Allowed
Building with AI — Vibe-Coding & Custom AppsAny AI tool using private data in a custom build requires IT partnership first.
BYU-Idaho Authorized Tools ChatGPT Edu, Copilot, Gemini, and NotebookLM — when used to build or vibe-code a custom app or solution.
AllowedAllowed
Partner With ITPartner With IT →
Partner With ITPartner With IT →
Not AllowedNot Allowed
Other AI Tools Anthropic, Perplexity, or other non-authorized tools — whether chatting or building.
AllowedAllowed
Not AllowedNot Allowed
Not AllowedNot Allowed
Not AllowedNot Allowed

*Please follow the CES Privacy Principles when using any PII. †Using any BYU-Idaho authorized tool with Restricted data is never permitted. For questions about data access and building a custom AI solution, learn more about partnering with IT.

My AI Solution Doesn't Require Me to Partner With IT. Is There Anyone Else I Should Consult?

If you are using copyrighted materials, plan to publish or commercialize your work, or have other uncertainties about how the law applies to your custom solution (including "vibe coding"), you should contact the Intellectual Property Officer or Legal Counsel before you start. Ensuring compliance early protects both your work and the university.

Connect with the IP Office →