Recent social media posts have raised concerns about Microsoft Copilot, specifically regarding whether Microsoft is using private documents to train their Copilot AI system. As the River Valley’s trusted technology partner, we want to address these concerns and provide accurate information about how Microsoft handles your data.
The Rumor
There’s a widespread claim that Microsoft is secretly using Word, Excel, and PowerPoint files to train their Copilot AI system. Some posts suggest that disabling “Connected Services” in Office settings will prevent this alleged data collection. However, this information is incorrect and potentially harmful to your productivity.
The Facts
- Microsoft 365 Business Users Are Protected: If you’re using Microsoft 365 through your organization (which includes our business clients), Microsoft explicitly states that they do not train Copilot on your data. This includes all commercial customers and users with organizational accounts.
- Microsoft 365 Personal/Family Users Are Also Protected: Individual and family Microsoft 365 subscribers are also excluded from AI training data collection.
- The “Connected Services” Setting: This setting has been part of Office since 2019 and is unrelated to Copilot training. Disabling it will affect important features you rely on for your daily work.
What You Should Know
While we always approach technology companies’ claims with appropriate skepticism, there are several practical and legal reasons why Microsoft wouldn’t risk using private business data for Microsoft Copilot AI training:
- Legal Liability: Using private business data would expose Microsoft to significant legal risks, especially in regulated industries.
- Easy Detection: If private data were being used, it would eventually become apparent through Microsoft Copilot’s outputs, leading to immediate legal and reputational consequences.
- Existing Regulations: Many of our clients operate under strict regulatory frameworks (HIPAA, PCI, etc.), and Microsoft’s compliance with these regulations is essential to their business model.
If you do have a subscription to Microsoft Copilot and are concerned about AI training with Copilot, you can control your interaction data:
- Opt Out of Model Training: You can disable this in the Microsoft Copilot mobile app under Settings > Account > Privacy > Model training.
- Business Users: Remember that if you’re using Microsoft 365 through your organization, your data is already excluded from training.
There are, however, some scenarios where Microsoft’s policies are less clear:
- Users of perpetual Office licenses (Office 2021, 2024)
- Free Microsoft account users
- Microsoft 365 Basic subscribers
- Web-based Office app users
The Bigger Picture: AI and Your Data
It’s important to understand that data collection for AI training extends far beyond Microsoft. Nearly every online platform you use may be collecting and potentially selling data to train AI models. This includes many popular services you might use daily.
To protect your sensitive information when using AI services:
- Choose Paid Accounts: Many AI providers offer paid tiers that allow you to opt out of data collection for training. The free version isn’t always the best choice for business use.
- Read Terms Carefully: Before using any AI service, carefully review their terms and conditions regarding data usage and training.
- Clean Your Data: Consider removing personally identifiable information (PII) before using AI services, especially for business-related tasks.
- Verify Privacy Settings: Check and regularly review privacy settings across all AI platforms you use.
Need Help?
If you have specific concerns about data privacy, Microsoft 365 configuration, or need help selecting and implementing AI solutions safely, don’t hesitate to reach out to our team. We can help:
- Evaluate AI providers and their privacy policies
- Configure your systems for optimal security and productivity
- Clean sensitive data before using AI services
- Implement best practices for AI usage in your business
D-Best Technologies is your trusted local IT partner, dedicated to protecting your data and helping you make informed decisions about your technology. Whether you’re concerned about Microsoft 365, exploring AI solutions, or need help securing your data, contact us today.
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