Personal or identifying information must never be entered into any AI system without prior approval from the Data Protection Officer (DPO) and completion of a Data Protection Impact Assessment (DPIA).

The DPIA process ensures robust data and cyber security through checks on providers, infrastructure and usage.

Following a DPIA, Microsoft 365 Copilot Chat and Microsoft 365 Copilot Premium are the only approved general-use Large Language Models (LLMs) for Exceed Academies Trust staff.

These must be accessed only through Trust-issued Microsoft 365 accounts to ensure enterprise-grade data protection.

Other LLMs must not be used unless explicitly approved in writing by the Trust DPO following a DPIA.

Other AI tools with integrated features (e.g. Canva) may be authorised, but personal or sensitive data must not be used.

A list of approved AI services is available upon request.

Misuse will be addressed in line with Data Protection and HR policies.

It is important to consider the environmental impact of using Artificial Intelligence.

Users are encouraged to be aware of the impact identified by organisations such as the United Nations Environmental Program and to use AI responsibly.

AI tools must be used cautiously and in line with Trust policies and guidance.

Users must not share personal data (including their own, colleagues, or pupils) in AI tools without appropriate safeguards.

All outputs should be reviewed carefully to ensure accuracy and suitability before use.

Staff must follow all Trust data protection, safeguarding and internet safety policies when using AI.