Microsoft Copilot

A person is sitting at a desk writing on a tablet and using a laptop with transparent images of software floating on top.Microsoft Copilot is an AI assistant that helps City staff perform routine tasks such as finding and summarizing information, drafting content, analyzing data and answering questions.

Name

Microsoft Copilot

Launch Date

August 2026 (pilot rollout in December 2025)

City Service / Function

Internal – City Administration

Developer

Vendor – Microsoft Corporation

Tool

Microsoft Copilot

Why AI is being used

Microsoft Copilot is a productivity tool that City staff use to complete routine tasks.

What the AI tool does

Microsoft Copilot can summarize emails, meetings and documents; draft text and presentations; find information; and respond to questions.

How the AI tool works

City staff can use Microsoft Copilot by entering prompts, such as questions or instructions, to help complete tasks. Copilot then generates a response using available information. Microsoft Copilot Chat can draw on the user’s prompt and information from the internet. Staff with a Microsoft 365 Copilot premium licence can use Copilot within Microsoft 365 applications, where it can access work content that the user already has permission to view, such as emails, chats, meetings, and documents.

Human oversight

Staff must review Microsoft Copilot’s responses before using or sharing them. They are responsible for checking facts, identifying missing context and applying their professional judgment. Staff remain accountable for the work they produce and the decisions they make with Microsoft Copilot’s assistance. The City provides mandatory training for staff who use Microsoft Copilot. It also monitors use, feedback and emerging risks to inform guidance and decisions about Microsoft Copilot.

The City provides mandatory training for staff who receive Copilot licences. It also monitors use, feedback and emerging risks to inform guidance and decisions about the tool.

Who uses the AI tool

Public

The City’s Microsoft Copilot service is not available to the public.

City staff

All City staff can use Microsoft Copilot Chat, and some have a licence for Microsoft 365 Copilot that integrates with other Microsoft applications such as Word, Outlook, PowerPoint and Excel.

Data used

Data the AI tool uses

Microsoft Copilot was created and trained by Microsoft using public information, licensed data and other sources chosen by Microsoft. Microsoft Copilot processes the information a staff member types in or shares while using it. For some features and tasks, Microsoft Copilot can also process information the staff member already has permission to access, like emails, documents, chats and meetings.

What data is collected

Microsoft Copilot processes user prompts and information that staff are authorized to access, such as emails, documents, meetings and chats. Staff prompts and Microsoft Copilot’s responses are stored in the City’s Microsoft tenant, where the City can manage access and retention. Microsoft does not use the questions, responses or City information processed by Microsoft Copilot to train AI models. The data is stored in Canada.

What data is generated

Microsoft Copilot generates responses like summaries, draft content and other work-related content in response to user prompts, including Microsoft documents such as Word documents, PowerPoint presentations and Excel spreadsheets.

Privacy, security, performance and ethical assessments

Microsoft Copilot has undergone the City’s standard governance and compliance review process, including assessments of privacy, cyber security, accessibility and responsible AI. The reviews considered risks associated with staff use of Microsoft Copilot and informed the City’s approach to training, access controls and oversight.

Ongoing monitoring

The City monitors adoption, usage patterns, feedback and emerging risks. Staff review Microsoft product changes and user feedback to determine whether City guidance, training or controls need to change. Staff using Copilot remain responsible for checking its output and following City requirements when handling information and producing work.
Date modified: October 20, 2026