Table of Contents
Artificial Intelligence
Updated
Generative AI Tools & Agents
Assume anything you type could be stored, reviewed, or used to train the model, regardless of the settings below.
More guidelines...
Agentic tools that can click, type, browse, and run commands on your behalf are still early and error-prone, and a single mistaken action could delete files, send messages, or expose data before you can stop it.
PRODUCT | STATUS | DATA RETENTION | TRAIN ON USER DATA? |
OpenAI ChatGPT | Allowed | 30 days | Settings → Data controls → turn off "Improve the model for everyone." |
Anthropic Claude | Allowed | 30 days | Settings → Privacy → turn off "Help improve Claude." |
Google Gemini | Allowed | 18 months (default) Adjustable to 3 months Human-reviewed chats kept for 3 years | myactivity.google.com/product/gemini → turn off "Gemini Apps Activity." |
Microsoft Copilot | Allowed | 18 months (default) Deleting chats removes from account | copilot.microsoft.com → profile → Privacy → turn off "Model training on text." |
Perplexity | Allowed | 30 days | Settings → Account → turn off "AI Data Retention." |
Apple Intelligence | Allowed | Not Disclosed | No |
Duck.ai | Allowed | 0 | No |
DeepSeek | Prohibited | Indefinitely | Yes |
OpenClaw | Prohibited | ||
Meta AI | Prohibited | Indefinitely | No full opt-out |
Do not use AI for the following:
- Unpublished research data or results — raw datasets, sequencing data, sensor and field measurements, or preliminary findings that haven't been published or shared publicly.
- Manuscripts and papers under review — drafts in peer review or not yet accepted, including anything under embargo or a journal confidentiality agreement.
- Grant proposals and applications — unsubmitted or unfunded proposals to NSF, NOAA, NASA, private foundations, or other funders, including budgets, specific aims, and preliminary data.
- Proprietary or patentable work — novel protocols, culturing techniques, instrument designs, algorithms, or anything that could become intellectual property.
- Confidential collaborator or partner data — anything shared under an NDA, data-use agreement, or MOU with another institution, agency, or company.
- Export-controlled or restricted research — work subject to ITAR/EAR or federal restrictions, or data tied to certain foreign collaborations.
- Personnel and HR information — employee records, performance reviews, salaries, disciplinary matters, hiring decisions, or immigration/visa details.
- Donor and development data — donor names, giving history, contact information, or fundraising strategy.
- Financial and operational records — budgets, indirect cost rates, vendor contracts, banking details, or anything tied to the institution's finances.
- Personal and identifying information (PII) — Social Security numbers, home addresses, health information, or student and intern records.
- Passwords, credentials, and security details — logins, API keys, network configurations, or anything that could compromise Bigelow's systems.
AI Tools in Meetings
PRODUCT | STATUS | DATA RETENTION | TRAIN ON USER DATA? |
Allowed | 30 days data¹ | No | |
Jamie AI | Allowed | NA | No |
Otter.ai | Prohibited | Depends on Plan | Yes |
Guidelines
- Only approved AI tools that record or transcribe meetings (and produce content based on those recordings) should be used during Bigelow-hosted meetings.
- If an AI meeting assistant is used during a Bigelow-hosted meeting, all participants, including those attending in a meeting room, need to be informed and consent to its use.
Using Zoom AI Companion
Zoom AI Companion is installed on all Bigelow Zoom Rooms.
- Start the meeting from the Zoom Room
- Click on the AI Companion button on the Zoom Room Controller
- Enter the email address where you would like to receive the meeting summary
- Participants will see a message that "Zoom AI Companion Has Been Turned On"
To turn off AI Companion, follow the same steps but click the "Stop AI Companion" button
AI Wearables
AI wearable devices are not permitted at Bigelow Laboratory without prior written authorization from Laboratory leadership and appropriate notice and consent from anyone who may be recorded or otherwise affected.
¹ Zoom AI Data Retention Details: Meeting content used to generate AI meeting summaries can be retained by Zoom and third parties for up to 30 days; Meeting summaries generated by Zoom AI Companion are retained for 5 days; Meeting recordings are auto-deleted after 60 days; Meeting chat transcripts are auto-deleted after 60 days