Use of Software or Services with AI features
AI tools that are not owned or licensed by Koç University are typically accessed via cloud-based services, commercial software, or public platforms. Since these tools operate outside Koç University’s infrastructure and oversight, data processing activities may not comply with the University's security and governance standards hence may lead to unlawful processing of personal or institutional data by third parties.
No institutional data—especially content classified as “restricted,” “confidential,” or “top secret”—should be shared with such systems unless they are approved by the University. Users are personally responsible for any legal or data-related consequences arising from the use of these platforms. You can refer to the table below for definitions and examples of these data classifications. Examples include services like ChatGPT, Claude, Mistral AI, X AI or, Google Gemini and MS Copilot (that are accessed with non-institutional accounts).
Classification | Explanation | Examples |
|---|---|---|
TOP SECRET | Data that must be known only by a limited number of individuals and, if shared with unauthorized persons or entities or lost, could seriously and adversely affect the existence and operations of the University, potentially leading to national or international risks, threats to national security or defense, or international disputes. | Information related to inventions intended for use in national security or defense industry projects (such as software, drawings, project documents, etc.), investment plans, investment strategies and objectives, discoveries or methodologies that could cause major changes in the sector or alter competitive conditions, etc. |
CONFIDENTIAL | Data that, if shared with unauthorized persons or entities or lost, could seriously impact or disrupt the interests or security of the Nation, or the operations, image, or revenues of the University. | Passwords, business plans, salary information, contracts, proposals, cost reports, specifications, sensitive design work, patient information, sales data, service data, unreleased new services, partnership agreement contents, strategic plans, personnel records, implemented security controls, credit card information, etc. |
RESTRICTED | Data shared only within the University or, when necessary, with service providers under a signed Non-Disclosure Agreement (NDA), and not approved for external sharing. Unauthorized disclosure or loss of such data may result in reputational damage or non-compliance but is unlikely to cause significant financial harm. | Operational information shared with service providers, project-related documents, information specific to a project shared with firms under NDA, meeting schedules distributed within the University, general University announcements, notifications, telephone directories, employee lists, training information, forms, correspondence samples, procedures, operational data, project plans, documents containing names, surnames, and IP addresses, etc. |
Please check the following table to find out a brief summary on how you may use such tools. If you have any questions, comments, please reach out to it@ku.edu.tr.
System | Example Purposes of Use | Institutional Data Use | Usage Status |
|---|---|---|---|
Google Gemini (accessed with KU NetID) | Text generation, summarization, coding, and support for academic and administrative tasks | Yes (Data is protected when accessed with KU NetID) | Usable |
M365 Copilot (accessed with KU NetID) | Document creation, data analysis, and communication processes | Yes (Data is protected when accessed with KU NetID) | Usable |
All other Koç University-licensed AI software like Chat GPT, Perplexity AI and such. | General-purpose AI interactions | No (Institutional data sharing is prohibited) | Limited (You can use without institutional data) |
Any AI tool, system component, API that is cloud-based or that sends data to systems that are not operated and/or protected by Koç University. | General-purpose AI interactions, application development using non-local LLM services | No (Institutional data sharing is prohibited) | Limited (You can use without institutional data) |