This page contains information about the AI chat, Copilot. The tool is available for students and employees at NTNU.

Norsk versjon - Copilot

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About Copilot

Copilot is an AI assistant similar to other well-known tools like ChatGPT. It's a tool that's integrated into your browser, and you can use it for text weighing, summarizing, and information processing.
What distinguishes Copilot from other tools is that the level of security is higher. NTNU has chosen Copilot chat with Enterprise Data Protection to provide a safer and more controlled alternative than open services. When you log in with your NTNU account, you get a secured version where:

• Your conversations aren't used to train the AI model
• Data is processed in Microsoft's secured environment within the EU
• Data is encrypted both at rest and in transit
• NTNU has control over access and policies.

To use the service, you must log in with your NTNU user and password. Copilot will then recognize you as an NTNU user in the same way that Microsoft Teams, Outlook and other M365 services recognize who you are with login.

If you are not logged in, you will go to the "Personal" version, the open version of Microsoft Copilot which does not have the same protection as the one we offer at NTNU. Here you will not have the same functionality and are not allowed to enter "yellow" (internal) data.

• Read more about the information security and privacy assessment conducted for this service (PDF). Only in Norwegian.
  (This version was revised in autumn 2025 and approved on October 30, 2025 by the IT Director.)

Frequently Asked Questions

Do you have questions about access, tips and tricks, or other types of questions?

• See Microsoft's tutorials

What can I use Copilot for?

Students can, for example, use Copilot for assignments, help with language washing and summarizing articles.

Employees can use Copilot to manage work documents, improve texts, create summaries of meeting minutes, generate email drafts, and get help with proofreading, summarizing articles, and explaining complex concepts.

You can use the tool to process information that can be classified within the categories of open and internal data. Important: Although working documents and exam papers can be processed when classified as internal data, you should still avoid pasting direct personal data such as names, social security numbers, contact information or sensitive information about identifiable individuals. Where possible, examples or anonymized data should be used.

Learn more about classifying data

What should I keep in mind when using Copilot?

There are several things to keep in mind when using Copilot:

• You must be critical of answers Copilot gives you. The tool can create text with incorrect information, but presented in a convincing way. This phenomenon is called "hallucination" in the context of AI.
• You must assume that the references Copilot uses may be incorrect. Always check that stated sources actually exist and contain claimed information.
• You must do a manual check of the answer Copilot gives you before you forward or use the answer in another context. All critical information must be verified.
• Remember that you may not get the same answer twice. Copilot can provide different answers to identical questions. Don't use Co-pilot for tasks that require consistency and integrity.
• Avoid pasting direct personal information such as names, social security numbers, contact information, or sensitive information about identifiable individuals. Use anonymized or generic examples where possible.
• Don't use Copilot to process student or employee cases, or other sensitive company information such as confidential documents and strategic plans.

What is stored and for how long?

When you use Copilot with your NTNU account, the queries you enter and the answers you receive are stored back in your personal Exchange mailbox. This is part of Microsoft's technical solution for auditing and security logging, and follows the same retention rules as email.
When you delete a conversation:

• The conversation is removed from your visible history immediately
• The conversation moves to "Deleted Items" in Exchange (soft delete)
• After 30 days, it is permanently deleted from the Exchange mailbox (hard delete)

Backup: NTNU has a duty to make backups of IT systems to protect against data loss. This means that even if a conversation is permanently deleted from the production environment after 30 days, it can remain in backup for up to 6 months after deletion. Backup is only accessed in extraordinary situations such as critical system failures, serious security incidents or legal orders.
Files: If you upload documents or photos, these are temporarily stored during the session and deleted afterward. A copy of the file is stored in your OneDrive under "Copilot Chat Files", and only you have access to it.
What is NOT stored: Device data, location, typing skills, or assessments of you as a person are not stored.

Memory function (Copilot Memories)

Memory is a feature that allows Copilot to remember context and preferences to provide more relevant responses between calls. The feature is enabled by default (opt-out), but you can easily manage it.
To manage Memory:

1. Go to Copilot and tap on the three dots in the top right corner.
2. Click on "settings"
3. Then tap on "Copilot Memory"
4. From there, you can turn on the Memory feature or delete memories that have been created.

For work-related use, it is recommended to carefully consider whether Memory is required. It's often safer to provide relevant context in each conversation rather than storing information permanently. Avoid asking Copilot to remember sensitive company information or personal information.

Logs and access

Who has access to logs?
Only operations and security employees in the IT department have technical access to the logs. The access requires a three-step activation of roles. All access is permanently logged and cannot be deleted.
Approved purposes for access:
Security incidents

• Troubleshoot user-reported issues
• Legal obligations/orders from authorities
• The user's own requests for access (GDPR art. 15)
• Important: Chat logs are not used for control purposes, decision support about individuals, or to investigate cheating. This is part of NTNU's guidelines.

Notification: Users are informed about access either in advance or afterwards. In the event of security incidents or legal orders, the user is notified afterwards when access has been carried out.

Troubleshooting

Always remember

• Verify all information before use
• Avoid pasting direct personal data
• Clearly highlight AI-generated content
• You're in charge of everything you produce with Copilot
• Start a new conversation for sensitive topics
• Consider whether the Memory function is necessary for your use

Learn More About Artificial Intelligence

• Read more about information on NTNU's wiki pages about artificial intelligence in teaching and assessment
• "What is artificial intelligence? What do we have and what will we get in NTNU's toolbox?" Recording of presentation from a meeting of the Communication Network 07.06.2023 (in Norwegian only) (35 minutes).

See also

• Policy for Information Security
• Policy for the Processing of Personal Data
• Policy for Use of ICT tools with generative artificial intelligence at NTNU

Do you need help?

• Please contact us at NTNU Hjelp.