Launch of GenAI tool Google Gemini
Posted on 3 December 2024
We have signed up to the Education version of Gemini which means staff and students can use the Chat function for free using their University email address, however this version does not allow you to integrate Gemini with your Google Mail, Docs and Drive.
For University use you must sign into Gemini using your usual University Google credentials. You can verify that you're signed in with these credentials by checking that ‘Your University of York chats aren't used to train our models" is displayed at the bottom of the screen.
Privacy and information handling
In order to keep University data secure and comply with data protection laws, staff and students must only use generative AI tools that are provided and licensed by the University. This ensures appropriate contractual provisions are in place to protect University data. Please do not use personal accounts with the same or alternative providers as these do not provide the same level of protections.
The University's guidance on using information classification sets out how generative AI may be used responsibly with different classifications of University information. You must read this guidance and familiarise yourself with the types of information it is safe to share with GenAI tools before using them.
Please be aware that even when signed into Google Gemini, with the "Your University of York chats aren't used to train our models" message visible, you must still follow university guidance and only share the types of information we classify as safe to share.
The use of personal data is governed by the University’s Data Protection Policy and associated Special Categories of Personal Data Policy, if you are processing personal data that is likely to result in a high risk to individuals’ interests you must undertake the Data Protection Impact Assessment (DPIA) screening process. This will help to ensure compliance with Data Protection legislation. For support with this, please contact the Data Protection team.
You must not upload any copyrighted content, including journals, to any generative AI tools unless you have confirmed this acceptable with the publisher; please contact your faculty librarian to discuss this.
Paid tools
IT Services are not able to provide general licences for paid generative AI tools, however we can work with staff to look at options if you have funding for subscriptions or to assist with pilots (staff use only). Once you have reviewed the guidance on privacy and information handling above and made sure your request is in line with University policy, please contact IT Services to discuss this.