Artificial Intelligence is rapidly changing how we approach day-to-day operations, project management, data analysis, and professional communication. As we explore this evolving technological landscape, the Catholic University of America is committed to fostering innovation while safeguarding our community's privacy, security, and institutional data.

Data Security

When using Generative AI for University business, data privacy is our top priority. Under the CUA Artificial Intelligence Policy, you must assume that any information shared with free or consumer-grade AI tools becomes public and may be used by external vendors to train their models.

However, you are cleared to use Confidential Information, including student PII, student work, and sensitive University data, within AI platforms officially approved and contracted by CUA. These University-procured tools feature built-in data protections ensuring that your inputs remain strictly confidential and are never used to train external models.

Never input, upload, or disclose sensitive CUA records or intellectual property into any AI platform that has not been officially approved and contracted by CUA, including personal AI accounts and free or paid third-party AI services.

Approved AI Tools at CUA

Technology Services in collaboration with Purchasing and the Office of General Counsel has reviewed and approved the following platforms for use with University data. To ensure data protection, always make sure you are accessing these tools with your CUA login credentials.

1. Standard Gemini (Included at CUA for All)

  • Product Branding: Google AI Pro for Education
  • What it is: Google's generative AI assistant.
  • Data Cleared: Safe for Confidential Information and PII only when logged in with your @cua.edu account. Look for the data protection indicator at the bottom of the screen when signed in.
  • Cost: Available to all faculty and staff at no additional cost.

2. Premium Gemini (CUA Storefront Purchase)

  • Product Branding: Google AI Pro for Education Add-on
  • What it is: Advanced tiers of Google's Gemini, offering deeper integration across Google Workspace apps and expanded capabilities.
  • Data Cleared: Safe for Confidential Information and PII.
  • Cost: Requires a license, which may be purchased through the CUA Storefront.

  • Which tools are protected under Gemini Standard and Premium?

    These tools fall under our strict enterprise agreements, Data Cloud Processing Addendum, and FERPA compliance guarantees. Data is strictly isolated, cannot be used for ad targeting, and will never be used by Google to train external or public AI models.

    AI and Research Tools

    • Gemini App (for Workspace): Enterprise-protected chat. Dialogues are private and completely exempt from model training or human review.
    • NotebookLM & NotebookLM Plus: An AI-powered research assistant safe for uploading internal university research, syllabi, notes, or data.
    • Google Workspace Studio: Built-in generative AI features directly operating inside your Docs, Sheets, and Slides.
    • Gemini Enterprise Agent Platform (formerly Vertex AI): The developer environment inside the Google Cloud Platform console for testing prompts and building custom applications.

    Daily Collaboration and Storage

    • Content Creation: Google Docs, Sheets, Slides, Forms, and Sites.
    • Communication: Gmail, Google Calendar, Google Chat, and Google Meet.
    • Storage & Tasks: Google Drive, Keep, and Tasks.
    • Education Hubs: Google Classroom and Google Assignments.
    • Video Editing: Google Vids (AI-assisted video generation for education).

    Infrastructure and Engineering

    • BigQuery: Secure data analytics platform (including Gemini in BigQuery).
    • Sensitive Data Protection: Built-in Cloud Data Loss Prevention (DLP) tools to automatically scan and mask student PII.
    • Looker: Google Cloud Core version for secure institutional reporting.
    • Cloud Storage & Cloud SQL: Compliant relational databases and object storage.

    Non-protected Google AI Applications

    These products are consumer-facing and are not to be used for Catholic business purposes. Even when logged in with your university credentials, they do not inherit our institutional privacy agreements or FERPA coverage. Google reserves the right to use prompts, uploads, and usage history to train consumer AI and improve public products.

    • Google AI Studio: Standalone prototyping tool (unless manually bound to an enterprise GCP billing account).
    • Consumer Gemini / ChatGPT: Free web versions outside the university Workspace portal.
    • Google Translate (Public Web): Never copy-paste sensitive text or student emails here. (Use the enterprise Cloud Translation API if necessary).
    • YouTube, Google Maps, & Google Earth
    • Google Books & Google Scholar

3. Claude Team (CUA Storefront Purchase)

The University has a license agreement with Anthropic for Claude Team that provides enterprise data privacy protections. These same protections are NOT available to the Pro or Max users, who should move to Claude Team for any and all CUA business usage of Claude. (Note: Enterprise is not offered at this time for Organizational purchase.)
  • What it is: Anthropic's advanced AI model, highly regarded for complex reasoning, deep text analysis, and writing tasks.
  • Data Cleared: Safe for Confidential Information and PII when purchased or contracted through CUA.
  • Cost: Requires a license, which may be purchased through the CUA Storefront.

4. OpenAI ChatGPT (Future Storefront Purchase)

While not currently available, contracts for OpenAI are currently under review. Check this space for future availability. Other than very limited academic usage, OpenAI products are not currently cleared for use for University business purposes.

  • A Claude tip for Personal Accounts

    Disabling Data Training

    If you are using Claude for personal activities, you still have an option to turn on heightened protections. Note, these versions remain unusable for CUA business activities even if you turn on heightened protections. Only Claude Team licences are approved for CUA business activities.

    1. Open Settings in your Claude interface
    2. Select the Privacy section
    3. Turn off the "Help improve our AI models" option

Personal versions of Gemini, Claude, ChatGPT, or other AI tools do not carry these contractual protections and must not be used with sensitive University data.

Reminders for Responsible Use

  • Human Accountability: AI can make mistakes or confidently present inaccurate information, or "hallucinate." Always critically review, fact-check, and edit any AI-generated output before finalizing your work.
  • Academic Guidelines: If you are interested in best practices and restrictions regarding AI use in the classroom, course syllabi, or student assignments, please look to the Provost’s Office for guidance.

Need Help or Have Questions?

If you would like to explore procuring an AI tool not listed here, or if you need assistance setting up your approved accounts, please contact Technology Services.

This page was last updated on June 15, 2026.