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Provides privacy and data protection guidance aligned with Ontario’s FIPPA, including required review of the Privacy Policy and Framework, data classification tiers, and strict rules for restricted and confidential information. 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When unsure, contact IT Services or the Privacy Officer.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},242452,1789190730,{"code":4,"msg":81,"data":82},"success",[83,88,93,98,103,108,113,118,123],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},14,"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":110,"show_sort_weight":111,"slug":112},17,"Forms",40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":115,"show_sort_weight":116,"slug":117},18,"Letters",30,"letters",{"id":119,"doc_module":22,"doc_module_name":25,"category_name":120,"show_sort_weight":121,"slug":122},21,"Paper Templates",5,"papers-templates",{"id":124,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":4,"slug":125},158,"general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":124,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":26,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":84,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":79,"read_time":33},8796095027276,"https://avatar.qwps.com/avatar/d3BzX2FwX3Rlc3RfMjUxMTI2XzAxODA=","Onboarding Guide  \nUsing AI Chat Tools at Work, Effectively and Responsibly  \nKing's University College | Version 1.1 | 2026  \nInformation Technology Services  \nFor internal use only  \nWelcome to your new AI Large Language Model (LLM) account through King’s. LLMs area powerful tool that can enhance productivity.  \nThis document will help you use your LLM account responsibly and effectively.  \nWhile AI tools can improve productivity, support research, and assist with drafting and analysis, they must be used thoughtfully and appropriately. Ethical considerations, privacy obligations, and human judgment should remain at the centre of all use.  \nLLMs are support tools. They are not a replacement for professional judgment, institutional processes, or approved systems. AI can make mistakes and it should be reviewed carefully.  \n1. What Is an AI Chat Tool?  \n\n| An AI chat tool (sometimes called a large language model or LLM) is a software application you interact with by typing plain-English questions or instructions referred to as prompts. It responds with generated text: summaries, drafts, answers, translations, formatted content, and more.\u003Cbr>King’s maintains licenses for Claude (Anthropic), ChatGPT (OpenAI), and Microsoft Copilot. Always use one of these approved platforms. Never use personal or free consumer accounts for work tasks. |\n| --- |\n| \u003Cbr>􀠫 Key idea\u003Cbr>The AI searches the internet in real time (unless that feature is explicitly disabled) . It draws on patterns learned during training, which has a knowledge cut-off date. Always verify facts and dates from an authoritative source. |\n| What it can help you with\u003Cbr>• Drafting and editing emails, memos, reports, and meeting agendas\u003Cbr>• Summarizing long documents or meeting notes\u003Cbr>• Proofreading and improving tone or clarity of written content\u003Cbr>• Creating first drafts of policies, procedures, or templates\u003Cbr>• Answering general knowledge questions and explaining concepts\u003Cbr>• Brainstorming ideas or structuring an argument\u003Cbr>• Translating text or adapting content for different audiences\u003Cbr>2. Privacy & Data Protection at King's |\n\nKing's University College takes the privacy of students, staff, alumni, donors, and research participants very seriously. As a member of staff, you share that responsibility every time you use any digital tool—including AI chat tools.  \n2.1 King's Privacy Policy and Framework  \nKing's maintains a comprehensive Privacy Policy and Privacy Framework that govern how personal information is collected, used, stored, disclosed, and disposed of. These documents are grounded in Ontario's Freedom of Information and Protection of Privacy Act (FIPPA), which has applied to all Ontario universities since June 10, 2006.  \nYou should review King's Privacy Policy and Framework before using any AI tool with institutional information.  \n􀴸 Key legislation at a glance  \nFreedom of Information and Protection of Privacy Act (FIPPA) (Ontario): Governs how universities collect, use, disclose, and protect personal information. Gives individuals the right to request access to records held about them.  \nThe Privacy Framework establishes King's overarching principles for privacy governance and is supported by a suite of Administrative Policies under Information Technology (section 3):  \n\n| Policy | Description |\n| --- | --- |\n| 3.1 Protection of Privacy and Access to Information | The foundational policy establishing King's obligations under FIPPA and setting out how personal information must be handled across all institutional activities. |\n| 3.2 Data Governance Policy | Sets out accountabilities for institutional data; defines who owns, manages, and is responsible for King's data assets. |\n| 3.3 Data Management Policy | Establishes standards for how data is created, stored, used, maintained, and disposed of throughout its lifecycle. |\n| 3.4 Data Access Control Policy | Governs who may access what data, under what conditions, and how access is approved, monitored, and re","cbCaihLZJR8Vz0Sc","https://ap.wps.com/l/cbCaihLZJR8Vz0Sc","pdf",306399,"English","# Welcome\n## What Is an AI Chat Tool?\n## What it can help you with\n# Privacy & Data Protection at King’s\n## King’s Privacy Policy and Framework\n## Data Classification: Know What You're Handling\n## What You Must Never Enter into an AI Tool","[{\"question\":\"What is an AI chat tool (LLM) and how does it respond?\",\"answer\":\"An AI chat tool lets users type plain-English prompts and returns generated text such as summaries, drafts, answers, translations, and formatted content. The tool may draw on training patterns and, if enabled, can search the internet in real time.\"},{\"question\":\"Which AI chat platforms can staff use for work at King’s?\",\"answer\":\"Use one of King’s approved platforms: Claude (Anthropic), ChatGPT (OpenAI), or Microsoft Copilot. Do not use personal or free consumer accounts for work tasks.\"},{\"question\":\"How should staff handle privacy and data protection when using AI tools?\",\"answer\":\"Review King’s Privacy Policy and Framework before using AI with institutional information, follow the data classification tiers, and never enter restricted information or confidential donor and internal sensitive data. When unsure, contact IT Services or the Privacy Officer.\"}]","King’s AI Chat Tool Onboarding Guide - Version 1.1 - Using AI Chat Tools at Work, Effectively and Responsibly | PDF"]