On this page, you will find Metropolia's comprehensive manual for safely utilizing artificial intelligence. Ensuring safe usage involves adhering to stringent data protection and information security practices within the Metropolia community. For an in-depth understanding, you can access the full document via the attachment link provided here. Below is a concise summary highlighting the essential points from the manual.

SUMMARY: Using AI Safely and Efficiently

Opportunities and Safe Use of AI

Artificial Intelligence offers vast opportunities for advancement in learning, work, and innovation. It serves as a powerful tool for analyzing extensive data sets, automating routine tasks, and fostering creative content creation.

To ensure its use remains both safe and ethical within the university environment, Metropolia has established specific AI data protection and cybersecurity guidelines. Understanding and adhering to data protection principles is vital for proper data management.

Key Data Protection Principles

Legality and Transparency: The processing of personal data must comply with legal standards and be conducted transparently.
Minimization: Restrict the processing to only necessary data.
Storage Limitation: Do not retain data longer than required.
Confidentiality: Maintain the security of data at all times.

AI Usage Policies and Safety Tips

Use only official AI applications for which Metropolia holds valid agreements.
Avoid sharing sensitive personal information with AI systems.
Review the privacy policies of AI service providers before engaging with new applications.
Document AI usage, particularly in contexts involving evaluations and decision-making.
Ensure the accuracy and objectivity of the output generated by AI systems.

No Go - Prohibited Uses

Certain applications of AI pose ethical and legal challenges and are thus prohibited:

Use of manipulation techniques and emotion recognition in professional or educational settings.
Exploitative practices targeting vulnerable groups, such as the disabled or the elderly.
Implementation of social scoring and biometric identification systems in public areas.

How to Utilize AI Responsibly?

Learning: Utilize support AI to enhance educational and informational processing capabilities.
Content Production: Leverage AI for efficient analysis of texts, images, and other data forms to streamline workflows.
Information Work: Apply automation to improve efficiency in administrative tasks.
Innovation: Explore and develop innovative applications using AI technologies.

AI does not replace human capabilities but rather enhances them, providing robust support in various domains. By employing AI responsibly and securely, you can significantly boost your productivity and expand your professional skill set.

Traffic Light Protocol for Safe Use of AI

Sensitivity Level	Description	Examples	Use of AI?
Public (1)	No restrictions for viewing this data. Intellectual property rights must be taken into account in all activities.	Press releases, course information, research publications, public documents, and public websites.	Allowed*
Internal (2)	Data can be viewed by Metropolia staff and students.	Internal communications, teaching materials produced or acquired for internal use, instructions, memos, and materials licensed to the organization.	Allowed, except for materials containing personal data.
Confidential (3)	Data can be viewed and handled by every member of the relevant group (including students, e.g., in research projects).	Incomplete study records, projects, team memos, job-specific information, general contact information such as name, email, address	Allowed, except for materials containing personal data. Prohibited for AI model training.
Classified (4)	Data processing is determined by law or contract, e.g., Publicity Act 1999 §24.	Sensitive personal data, personal financial data such as payment information and social benefits, security plans, information about minors, individuals with security bans, criminal matters, HR’s health and financial data, aptitude tests, research plan unless it would not harm the parties.	Not allowed.
* = If the material or data contains personal information, its classification must be public in order for you to use AI. This principle applies to all sensitivity levels regarding AI use. Please note that the examples provide a general indication of sensitivity categories in data services. For more details on storage, see Metropolia’s Data Classification Guide .

AI Applications in Use and Notes

AI Tool Name	Description	Usage Notes
Copilot Chat with Metropolia Account	Microsoft’s information service provided free to the organization via browser. A conversational AI tool.	Must be used while logged in with a Metropolia account.
Google Gemini	Google’s information service provided free to the organization via browser. A conversational AI tool.	Must be used while logged in with a Metropolia account.
Google Notebook LM	A generative AI application developed by Google, used for research, teaching, studying, and broader knowledge management. Users upload their own materials (e.g., lecture outlines or notes), making it fundamentally different from other generative AI tools that create content based on external data.	Must be used while logged in with a Metropolia account.
Google AI Studio	A developer-focused tool and sandbox by Google, offering a fast way to experiment with, tune, and deploy Google’s generative AI models such as the Gemini family. Designed to make AI application development easier.	Must be used while logged in with a Metropolia account.
Google Vids	An AI‑powered video creation tool integrated into Google Workspace (same suite as Docs, Sheets, and Slides).	Must be used while logged in with a Metropolia account.
Mikro-Mikko	A Metropolia‑created helpdesk chatbot. Answers questions based on public information available on Metropolia’s IT pages.	Metropolia-built AI service.
Adobe Firefly	Adobe’s AI application for creating images, videos, and audio content.	Must be used while logged in. Request access from the IT Service Desk.
AI‑Metropolia.fi	A paid OpenAI-powered conversational AI service for organizations.	Metropolia’s own AI service. Must be used while logged in via VPN. Request access from the IT Service Desk. Note: This is different from https://chatgpt.com/.
Hankeapuri	Supports preparation of RDI projects and the writing of funding applications. Analyzes funding calls, identifies key priorities and requirements, and gives feedback on application structure and content.	Metropolia-built AI service. Must be used while logged in. Request access from the IT Service Desk.
Oraakkeli	A foresight AI tool for analyzing environmental changes and future development trends. Produces foresight data, creates PESTEL analyses, and builds scenarios for decision-making. Helps identify weak signals and megatrends relevant to education, RDI, and Metropolia’s strategic development.	Metropolia-built AI service. Must be used while logged in via VPN.
Ops-työkalu	Supports curriculum work and course development. Helps write and refine course descriptions, identify sustainability goals and Arenen competencies, and produce consistent evaluation frameworks.	Metropolia-built AI service. Must be used while logged in via VPN.
OpintoHai	A tool for lifelong learning that helps users find suitable study paths at Metropolia. Recommends courses, degree programs, and commercial offerings based on the user’s background and interests. Users can upload their CV to enable personalized recommendations.	Metropolia-built AI service.
If you wish to use a specific AI service, please submit a procurement request to the IT Services. The list will include AI services used at Metropolia that have undergone the appropriate procurement process, such as the data protection assessment required by legislation.

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IT Services

Metropolia's Artificial Intelligence Data Protection and Security Guidelines