Acceptable use policy

This policy applies to everyone who uses Oxonia Govern. It protects the people whose data is in the platform, the integrity of official records, and the service itself.

• Monitor individuals’ browsing or personal devices through the platform. Shadow-AI discovery works on aggregate application lists only.
• Open, decide or escalate an academic integrity case on the basis of an AI-detection score alone.
• Make decisions with legal or similarly significant effects on people using AI output without meaningful human review.
• Attempt to identify how a member voted in a secret ballot, or who responded to an anonymous evaluation.
• Access, or try to access, data belonging to another institution or information you are not entitled to see, including confidential items excluded from your pack.
• Record meetings where the governing body’s recording policy or the required consent does not allow it.
• Upload unlawful content, malware, or personal data the institution has no lawful basis to process.
• Share your account, circumvent two-factor authentication, or probe, scan or load-test the service without our written permission (see Responsible disclosure).
• Present AI drafts as adopted official records before an authorised person has approved them.
• Enter personal data into AI features configured as unsuitable for that data category in your institution’s AI register.

We may suspend access that breaches this policy or puts the service or other customers at risk. Where possible we will first contact the institution’s administrator. Serious or repeated breaches may lead to termination under the Terms of service.