How you use Microsoft Copilot in a company-compliant manner

1. Foreword

Artificial Intelligence (AI) is increasingly becoming part of everyday work life. Many organizations are asking themselves: How can we use AI securely and in compliance with data protection regulations?

Microsoft Copilot is a solution designed specifically for this purpose. Unlike public, free AI services like ChatGPT - where data is processed over the public internet and may be used to further train the AI - the paid version of Microsoft Copilot operates entirely within the secure Microsoft 365 environment but uses the same technology. This means that the information and data you enter remain within your organization and are protected according to Microsoft’s high security and privacy standards.

Unlike ChatGPT, for example, Microsoft does not use data from the paid Copilot enterprise version to train a publicly accessible AI model. Instead, all inputs and outputs remain within your organization’s tenant in the protected Microsoft cloud environment. The data is safeguarded through encryption, access controls, and strict security policies.

2. Copilot usage

All users supported by Vega-IT are licensed accordingly and can access Microsoft 365 Copilot Chat via the following link:

👉 https://m365copilot.com

Alternatively, Microsoft 365 Copilot Chat is also available (exclusively) when signed in via the Microsoft Edge browser.

Important: make sure you are signed in to the browser with your Microsoft 365 account.

Note: If you are using a company device, you are likely signed in automatically:

Then check that Microsoft 365 Copilot Chat is running in a secure enterprise context:

This is the official enterprise version of Copilot Chat. It is fully integrated into Microsoft 365 and meets all the security and data protection requirements that businesses demand.

3. Copilot Glossary

The use of the term 'Copilot' is very confusing, as Microsoft frequently changes product names. Therefore, the following table provides an overview:

Term What it is For whom? Enterprise secure? Available for Vega? Microsoft Copilot Umbrella term for all AI features from Microsoft All users 🔶 Depends on the specific version
Microsoft Copilot Chat Public, free chat via copilot.microsoft.com or Edge browser All users ❌ No ❌ Yes, publicly available – do not use internally! Microsoft 365 Copilot AI features directly integrated into Word, Excel, Outlook, Teams, etc. Businesses with add-on license ✅ Yes ❌ No, but planned Microsoft 365 Copilot Chat Chat access via m365copilot.com or Edge browser Businesses with M365 license 🔶 Yes; in Edge browser only with sign-in! ✅ Yes

4. Legal Considerations

In addition to using a licensed, privacy-compliant AI, please keep the following points in mind:

AI hallucinations: AI tends to generate a response to every input (“prompt”) and present it as a solution. However, these responses are not always accurate—sometimes the AI invents content. This is referred to as “hallucination.” Microsoft 365 Copilot Chat usually provides sources for its responses. Nevertheless, always verify the generated content for accuracy.
Copyright infringement: Using AI can lead to copyright violations if you input content that is protected by copyright. It is also possible that the AI generates text based on learned content that may itself be subject to copyright. Copilot typically cites its sources at the end of its output. Therefore, always check where the information returned by Microsoft Copilot comes from.
Data protection violations: Use the paid version of Microsoft 365 Copilot (Chat) to avoid data protection issues, such as entering sensitive, personal data into a public AI corpus like ChatGPT. The licensed version of M365 Copilot (Chat) processes input in a “protected environment,” making it suitable for use in corporate settings.

For any questions, please contact the legal or IT department:

📧 legal@vegatrans.com

📧 it@vegatrans.com