Approved AI Tools & Data Safety
Pacific Lutheran University encourages the thoughtful and ethical use of Artificial Intelligence. However, protecting our community’s data is our highest priority. Before using any AI tool, you must understand the type of data you are working with.
Because PLU has enterprise agreements with specific vendors, some tools are safe for internal university data, while others are strictly for public, non-sensitive information.
Understand Your Data
Please ensure you are familiar with PLU’s data classifications before using AI
🟢 Open
Also known as directory information. It is often public information, or generally releasable, with little to no threat of harm associated with its disclosure.
Examples: Course catalogs, university class schedules, retention & graduation statistics, university policy documents, public financial statements.
Also known as directory information. It is often public information, or generally releasable, with little to no threat of harm associated with its disclosure.
Examples: Course catalogs, university class schedules, retention & graduation statistics, university policy documents, public financial statements.
🟡 Private
Sensitive and often confidential information intended for limited, authorized access only. A breach could result in legal consequences or damage to the university’s reputation.
Examples: Internal emails, budget data, intellectual property, student & employee information including grades, schedules, coursework, ID numbers, demographics, employment records.
Sensitive and often confidential information intended for limited, authorized access only. A breach could result in legal consequences or damage to the university’s reputation.
Examples: Internal emails, budget data, intellectual property, student & employee information including grades, schedules, coursework, ID numbers, demographics, employment records.
🔴 Restricted
Confidential, high-risk data only accessible by authorized officials. Mishandling could result in significant damages, identity theft, or heavy penalties.
Never use an AI tool to access or process Restricted Data. Examples: Social Security Numbers (SSNs), passwords, medical information, credit card numbers.
Confidential, high-risk data only accessible by authorized officials. Mishandling could result in significant damages, identity theft, or heavy penalties.
Never use an AI tool to access or process Restricted Data. Examples: Social Security Numbers (SSNs), passwords, medical information, credit card numbers.
Approved University AI Tools
PLU has enterprise agreements with these vendors that include specific data protections.
| Product (Company) | Permitted Data Types | Institutional Status | Data Privacy Notes |
|---|---|---|---|
| Gemini (Google) |
🟢 Open 🟡 Private |
Approved | Secure. Applies to PLU Google accounts only. PLU has an enterprise contract with Google for Gemini and Workspace apps. Data entered while logged into your PLU account is protected and is not used to train public AI models. |
| Gemini Notebook (Google) |
🟢 Open 🟡 Private |
Approved | Secure. Applies to PLU Google accounts only. PLU has an enterprise contract with Google for Gemini and Workspace apps, which includes Gemini Notebook. Data entered while logged into your PLU account is protected and is not used to train public AI models. |
Public / Consumer AI
PLU does not have formal agreements for these AI products. You may use them, but strictly for public/directory information.
| Product (Company) | Permitted Data Types | Institutional Status | Data Privacy Notes |
|---|---|---|---|
| ChatGPT (OpenAI) |
🟢 Open Only | No Enterprise Agreement | Public. Do not enter Private or Restricted data, even if you have a personal paid subscription. |
| Claude (Anthropic) |
🟢 Open Only | No Enterprise Agreement | Public. Do not enter Private or Restricted data, even if you have a personal paid subscription. |
| Grok (SpaceXAI) |
🟢 Open Only | No Enterprise Agreement | Public. Do not enter Private or Restricted data, even if you have a personal paid subscription. |
| Copilot (Microsoft) |
🟢 Open Only | No Enterprise Agreement | Public. Do not enter Private or Restricted data, even if you have a personal paid subscription. |
Looking for more information?
PLU Faculty and Staff can log in to the secure Internal AI Hub to explore how colleagues across campus are integrating these tools.
PLU Faculty and Staff can log in to the secure Internal AI Hub to explore how colleagues across campus are integrating these tools.