AI services

At KTH we have access to three different AI services. These are Copilot Chat, ChatGPT, and Azure OpenAI Service.

Recommendations and information

Guidelines for the Use of Applications with Cloud Storage or Cloud-Based Computing and Data Processing

Working within the public sector, and particularly at a higher education institution such as KTH, entails a special responsibility. This involves not only protecting research results, but also complying with the principle of public access to official documents and applicable data protection legislation.

As a KTH employee, the material you create in these services is often subject to the principle of public access to official documents. This means that documents stored in the cloud may be regarded as official documents that have either been received or created by KTH and may need to be disclosed upon request.

The following guidelines are divided into "Do This" and "Always Avoid This" and are intended to support you when procuring and using cloud-based applications.

These guidelines apply to the use of applications that provide cloud storage or cloud-based computing and data processing as part of your work at KTH. They do not apply to KTH's business systems, such as financial systems, HR systems, student administration systems, and similar platforms.

As a user, you are responsible for how you use the IT environment in your work at KTH. Your use must comply with the User Responsibility Agreement that you signed upon your employment at KTH.

User Responsibility Agreement for the Use of KTH's Computer, Network and System Resources

Do This:

Use approved applications whenever possible

Always check whether KTH already provides a licence for the application. Centrally procured services have undergone a security review and have the necessary Data Processing Agreements (DPAs) in place. For information, email your question or request toit-support@kth.se.

Classify your data

Before uploading anything, consider whether the data is:

• Public information

• Sensitive personal data

• Confidential information

Follow KTH's local guidelines for information classification (available here). If you are unsure, do not upload the data. Instead, contact it-support@kth.se and/or dataskyddsombud@kth.se.

Be aware of where your data is stored

Choose services that store data within the EU/EEA. This simplifies compliance with data protection legislation and reduces the legal risks associated with international data transfers.

Always Avoid This:

Never upload sensitive personal data

Never upload data containing, for example:

• Personal identity numbers

• Health information

• Political opinions

Avoid consumer versions and free services

For example, free versions of ChatGPT, Claude, Dropbox, or various online image-editing services.

You cannot know where your data is stored, processed, or used. These services may also use your data for training purposes, which is common among AI services.

Do not upload confidential research

If your research is subject to export control regulations, defence secrecy, or commercial confidentiality agreements, it must never be stored in a public cloud service.

Do not mix private and professional use

Do not create accounts in external cloud services using your KTH email address for private purposes, and never store private documents or images in KTH storage locations.

Do not accept terms and conditions without review

As an employee of a public authority, you rarely have the authority to enter into agreements that legally bind KTH. If you are unsure, contact it-support@kth.se.

Do not upload copyrighted material without permission

Always ensure that you have the rights to any data or images you process in the cloud. Copyright legislation always applies.

Special Considerations for AI Tools (Image Processing and Data Analysis)

When using AI-based tools for image processing or data analysis, the following also applies.

Assume your input is public

Assume that anything you enter into a prompt or upload to a cloud-based AI model may become accessible to the service provider. Never enter confidential information into an AI chatbot.

If you intend to use an AI agent connected to an internal data source, ensure that data cannot be shared without appropriate controls.

Verify AI-generated results

When using cloud-based computational tools, always verify the results manually. Decisions involving public authority responsibilities or scientific publications must never rely solely on unverified AI-generated or cloud-computed results.

Procurement Process

When procuring an application at KTH, follow this step-by-step process:

1. Document your business need.

2. Ensure that funding has been approved.

3. Check whether the application, or an equivalent solution, is already available centrally by emailing it-support@kth.se.

4. If the product is already available, you will be granted access shortly, and your department will be charged a monthly fee corresponding to KTH's licensing cost.

5. If the product is new, first ensure that all the requirements described above can and will be met.

6. The Licensing Function will request a quotation and, where possible, procure the product through KTH's software licensing supplier.

7. If the subscription must be purchased using a payment card, the decision to proceed rests with the head of the department together with the school's procurement officer, provided that the above requirements have been fulfilled.

8. Annual renewals will thereafter be handled according to the chosen procurement route.

Always follow KTH's procurement and call-off procedures when purchasing an application. If you are unsure, contact your school's procurement officer or email it-support@kth.se.

This Document Has Been Prepared by

• Licensing Function

• Security Management Center (SMC)

• Security Department

• Procurement Department

Status and Ordering Process for AI Services

• ChatGPT is available for employees to order via Order IT Services and Licences .

• Copilot Chat is available to employees through Microsoft Copilot .

• Gemini is currently under evaluation, and we hope to have an agreement in place shortly.

• Claude is a service for which we are currently investigating the possibility of establishing an agreement.

• Mistral is a service for which we are currently investigating the possibility of establishing an agreement.

Please email it-support@kth.se to place an order or register your interest in products that are not yet available. This helps us assess the overall demand.

Additional Information About AI at KTH

• Recommendations for the use of AI
• Generative AI in higher education
• Considerations for using generative AI

Available AI services

Information about how to acquire and use the AI ​​services at KTH.

Azure OpenAI

The service is best suited for building custom AI services and API's with high security and compliance.
Typical users are system owners/managers who want to integrate AI services into an existing system.

Azure OpenAI is not available to students at KTH.

Information on how to order and use the service, Azure Open AI service .

ChatGPT

The service is best suited for general AI use, writing, ideas, coding.
Typical users are anyone who wants a quick and easy AI assistant.

ChatGPT is not available to students at KTH.

Information on how to order and use the service, ChatGPT .

Microsoft Copilot Chat

As an employee or student at KTH, you have access to Microsoft Copilot Chat, which offers better information security than the free consumer version.

The service is best suited for productivity inside Microsoft apps.
Typical users are people working in the Microsoft 365 environment.

Information on how to order and use the service, Microsoft Copilot Chat .