> For the complete documentation index, see [llms.txt](https://ai-for-researchers.setu.ie/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://ai-for-researchers.setu.ie/institutional-guidance/data-protection-privacy-and-confidentiality.md).

# Data Protection, Privacy and Confidentiality

## Data Protection, Privacy and Confidentiality

{% hint style="danger" %}
**Critical Rule:** Never input personal data, sensitive personal data, confidential information or IP into external GenAI tools without proper safeguards and lawful basis. All staff and students must ensure that they comply with [GDPR](https://eur-lex.europa.eu/eli/reg/2016/679/oj/eng), [SETU Data Protection Policy](https://www.setu.ie/Craft/assets/policies/Data-Protection-Policy-V1.1-Jan-2024.pdf), [SETU Data Protection Procedures](about:blank) and [SETU Intellectual Property (IP) Policy](https://www.setu.ie/Craft/assets/policies/Intellectual-Property-Policy.pdf) before inputting any personal or confidential information or any IP into an external Gen AI tool.
{% endhint %}

### Key Definitions

#### Personal Data

Any information relating to an identified or identifiable person. This includes direct identifiers (name, address, ID number) and indirect identifiers (IP address, characteristics that can lead to identification when combined).

#### Private Data

Information an individual expects to be kept confidential, even if it doesn’t directly identify them. This includes unpublished research ideas, intellectual property, confidential interviews, internal correspondence, or sensitive commercial data from research partners.

#### Sensitive Personal Data (Special Category)

Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, or data concerning sex life or sexual orientation. This requires the highest standard of protection.

### What You Must NOT Input into External Tools

• Never input personal data (e.g. names, contact details, demographics) [without legal bases](https://www.dataprotection.ie/en/dpc-guidance/guidance-legal-bases-processing-personal-data) (See Article 6 GDPR)

• Never input Sensitive/Special Category data (e.g. health records, biometric data) [without a legal bases](https://www.dataprotection.ie/en/dpc-guidance/guidance-legal-bases-processing-personal-data) (See Article 6 of GDPR) AS WELL AS meeting one of the conditions listed under Article 9 of GDPR (e.g. explicit consent)

• Never input or upload confidential university information into an external tool for any reason

• Never input confidential and private data (e.g. private messages and correspondence)

• Never input unpublished research, thesis drafts, dissertation chapters belonging to you or others

• Never input grant applications or funding proposals belonging to you or others

• Never input intellectual property or input any ideas that you would like to patent later

### If Using External Tools

If you use any GenAI tools not supported by SETU (i.e. if SETU doesn’t have a licence for the tool):

• Check the provider’s terms and conditions regarding retaining inputted data for training models

• Make sure to check the settings to see if you can turn off the use of your data for training the model

• Treat AI/GenAI as a public forum and assume anything you input may be shared

• Be aware that your inputs may be subject to Freedom of Information requests

• Complete GDPR training (available via [legal island](https://setu.applilms.ie/login/index.php), repeat every two years)

{% hint style="danger" %}
**Data Protection Queries:** If you have any concerns regarding the use of Gen AI tools and compliance with GDPR and SETU’s data governance policies, please contact the Data Protection Officer at <dpo@setu.ie>.
{% endhint %}


---

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