Microsoft Copilot - Privacy Information Statement

When a government agency uses a digital service, system or application to deliver services or carry out its functions, personal information may be collected, used and disclosed.  This includes where information is transferred to and stored in cloud‑based systems that may be located outside of the Northern Territory (NT).

This Privacy Information Statement explains how information is handled when NT Government staff use Microsoft Copilot. It is designed to support openness and help people understand the safeguards that apply.

What is Microsoft Copilot

Microsoft Copilot is a digital artificial intelligence (AI) assistant that can help NT Government staff with everyday work tasks, such as:

• drafting documents
• summarising information
• finding relevant material in their work files.

It is available within NT Government Microsoft environment.

Data collected

Copilot is not used to collect new personal information from the public and is instead an avenue for discovering, synthesising, and interacting with NT Government’s existing data and files.

Data use

Copilot is used as a productivity tool to help staff be more efficient when doing work.  It can be used for:

• writing and editing drafts
• summarising information
• helping staff find and organise material they have.

It is not being used to replace human judgement.

Copilot is not used to make automated decisions about individuals.  Staff are required to review, verify and take responsibility for any outputs from Microsoft Copilot before it is used.

Data security

The NT Government with the assistance of Microsoft has taken a robust security approach.

There are many controls, including:

• all communication between the NT Government and the Microsoft environment, including Copilot, are secured through encryption
• staff log in securely when using Copilot
• Copilot respects a staff member’s permission to existing files and data stored in the Microsoft environment and does not open new access or change permissions.

The configuration and architecture of the NTG Microsoft environment (which includes email management, file collaboration and sharing and use of online services known as Microsoft SharePoint) was implemented over a decade ago. Copilot operates within the same environment, security settings and controls that have been assessed, configured and secured for use.

Microsoft and the Copilot product does not share NT Government information with other Microsoft customers. NT Government information used with Copilot is not used to train Microsoft’s AI models.

Access to data

Copilot follows the same 'need to know access rules that already apply to NT Government’s data. Copilot can only use and show information that the staff member is already permitted to access.

A staff member’s Copilot chat history is generally only visible to that staff member. In limited circumstances, authorised NT Government administrators may access information for security, legal or compliance reasons and only under appropriate controls and approvals.

Data retention

Copilot prompts and responses are managed under NT Government’s Microsoft 365 retention settings and relevant records and information management requirements.

Data storage

Copilot works within NT Government’s Microsoft environment.

NT Government data is hosted in Australian data centres under NT Government’s enterprise arrangements with Microsoft.

Information used with Copilot stays within the same protected environment used for NT Government email, file collaboration and sharing.

More information