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Browser extensions and add-on tools like Grammarly, ad blockers, and note-taking plug-ins can make daily work easier by enhancing productivity, improving writing, or organizing content. However, most of these tools capture, transmit, or store data in external servers to function.
This creates a significant risk when working with institutional data classified as Private or Restricted, as it puts this sensitive information outside of Villanova’s systems and could result in accidental or unauthorized exposure.
Before you begin editing or reviewing content, confirm what classification of data the document, form, or email contains. View Villanova’s Data Classification Standard to learn more about Public, Private, and Restricted Data definitions. If you are still unsure how to classify your data, email datagovernance@villanova.edu.
While extensions are permitted for general work, we recommend that you disable them by default and only enable them when working with Public Data.
Disabling Extensions
If Private or Restricted Data is present, turn off any extension that processes text or content, such as Grammarly or other third-party writing assistants.
- In Your Browser
- Click the extension icon
- Toggle the tool off for the current site or document
- In Microsoft Word or Outlook add-ins
- Open the extension menu
- Select Turn Off for the current application
Leverage Approved Tools
For items containing Private or Restricted Data, rely on trusted local applications such as Microsoft Word or Outlook’s integrated spelling and grammar check. These tools process information locally without transmitting data to external servers.
You can also leverage Villanova’s approved enterprise AI tools, such as Microsoft Copilot Chat or M365 Copilot, which have enterprise protections enabled.