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Data Usage Guide

March 17, 2025

This guide outlines how to use artificial intelligence (AI) tools at BYU-Idaho in compliance with AI Acceptable Use Policies and data usage guidelines.

Step 1: Is the AI tool approved?​

Is the AI tool you plan to use approved by the AI Committee? See Approved Tools for a current list of approved AI tools.

  • No: Submit a request for approval. Unapproved AI tools may be used only if no private or institutional data is involved. Be cautious: unknown tools can pose security risks, especially when linked to your BYUI account.
  • Yes: Proceed to Step 2.

Step 2: What type of data will you put into the AI tool?​

Understanding how to classify data is essential for responsible AI use. See the Data Privacy page for more information on data classification levels.

Public Data

Any data that can be found publicly on the web or can reasonably be accessed without credentials.

Examples:

  • Public website information
  • Calendars and events
  • Course catalogs
  • Basic campus maps
  • Social media posts
Choose wisely; use with any tool

Internal or Confidential Data without PII

Any data that you have access to and a reason for using, related to your role within the University.

Examples:

  • Policies and procedures
  • Budgets and financials
  • Resources and scheduling
  • Course content
  • Deidentified data with PII removed
Use only with BYU-Idaho tools

Personally Identifiable Information (PII)

Any data that could potentially identify a specific individual, either on its own or when combined with other data.

Examples:

  • Names
  • Contact information
  • Usernames, I-Numbers
  • Photos of individuals
  • Other data that can be used to identify an individual
Request approval*

Restricted

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

Examples:

  • Social Security numbers
  • Credit card numbers
  • Bank account numbers
  • Passwords
  • HIPAA-protected data (e.g., medical records)
Do not use with AI

*To request approval for a PII use case, submit a request through the IT Help Center. Your request will be routed to AI Governance on your behalf.

Step 3: Are you using the authenticated version?​

Are you using the BYUI-authenticated version of this tool that prevents AI models from training on the data? See www.byui.edu/genai/training to learn how to check.

Always Remember​

  • Whenever working with private data, always follow the CES Privacy Principles.
  • Make sure to comply with intellectual property (IP) guidelines and copyright laws when using AI tools.
  • AI output can be wrong. Verify all results before making important decisions.