Data Residency for Microsoft Copilot for Microsoft 365

Overview

Service documentation: Microsoft Copilot for Microsoft 365 overview and Data, Privacy, and Security for Microsoft Copilot for Microsoft 365

Capability Summary: Microsoft Copilot for Microsoft 365 is an AI-powered productivity tool that coordinates large language models (LLMs), content in Microsoft Graph, and the Microsoft 365 apps that you use every day, such as Word, Excel, PowerPoint, Outlook, and Teams. This integration provides real-time intelligent assistance, enabling users to enhance their creativity, productivity, and skills. The following applications provide the ability to interact with Microsoft Copilot for Microsoft 365: Microsoft Word, Excel, PowerPoint, Loop, Outlook, Teams (Chat, Meetings, Calls, Whiteboard), and OneNote.

The content of interactions and the related semantic index with Microsoft Copilot for Microsoft 365 are stored at rest in the relevant Local Region Geography.

Data Residency Commitments Available for Microsoft Copilot for Microsoft 365

Product Terms

Required Conditions:

1. Tenant has a sign-up country/region included in Australia, Brazil, Canada, the European Union, France, Germany, India, Japan, Norway, Qatar, South Africa, South Korea, Sweden, Switzerland, the United Kingdom, the United Arab Emirates, or the United States.

Commitment:

For current language, refer to the Privacy and Security Product Terms and view the section titled "Location of Customer Data at Rest for Core Online Services."

Advanced Data Residency (ADR) add-on

Required Conditions:

1. Tenant has a sign-up country/region included in Local Region Geography.
2. Tenant has a valid Advanced Data Residency subscription for all users in the Tenant
3. For existing Tenant that has data stored in a Macro Region Geography, the Tenant Global Admin must opt in to move the Tenant data into the Local Region Geography.
4. The Microsoft Copilot for Microsoft 365 subscription customer data is provisioned in Local Region Geography.

Commitment:

Refer to the ADR Commitment page to understand the specific data at rest commitments for Microsoft Copilot for Microsoft 365. Examples of the committed data include:

• "Content of Interactions” such as the user's prompt and Microsoft Copilot's response, including citations to any information used to ground Microsoft Copilot's response.

Multi-Geo add-on

Required Conditions:

1. Tenants have a valid Multi-Geo subscription that covers all users assigned to a Satellite Geography
2. Customer must have an active Enterprise or CSP Partner Agreement.
3. Total purchased Multi-Geo units must be greater than 5% of the total eligible licenses in the Tenant.

Commitment: Multi-Geo capabilities in Microsoft Copilot for Microsoft 365 enable content of interactions with Microsoft Copilot for Microsoft 365 to be stored at rest in a specified Macro Region Geography or Local Region Geography location. Microsoft Copilot for Microsoft 365 uses the Preferred Data Location (PDL) for users and groups to determine where to store data. If the PDL isn't set or is invalid, data is stored in the Tenant's Primary Provisioned Geography location. The Geography where the content of interactions with Microsoft Copilot for Microsoft 365 are stored is determined by the PDL of the user interacting with Microsoft Copilot for Microsoft 365. This means that the storage of content of interactions for users in different regions will be based on their respective PDL configurations.

To find the current location of a user's content of interactions with Microsoft Copilot for Microsoft 365 by referencing the PDL configuration for that user. Refer to Multi-Geo Testing

Illustrative examples

Collaboration Experience Two people are working together on a Microsoft Word document. User A authored the document and stored it in the OneDrive for Business personal storage site, which is located in France. User B is in Canada and asks Microsoft Copilot for Microsoft 365 to rewrite a paragraph in the document. The paragraph User B submitted as the prompt, as well as the rewrite options Microsoft Copilot for Microsoft 365 provides (the “content of interactions” in this case) are stored in Canada; the original document remains in France, as does any rewrite the user accepts into that document.

Teams Meeting Experience Microsoft Teams meeting recording video location is determined by the user PDL that starts the recording, or when meetings have an automatic recording policy, the location is determined from the first person joining the meeting. When users in other regions interact with Microsoft Copilot for Microsoft 365 in Teams, those user prompts and corresponding responses are stored in the location of the user that asks the Microsoft Copilot for Microsoft 365 questions.

Migration

Microsoft Copilot for Microsoft 365 is part of the Microsoft 365 Advanced Data Residency migration. You can learn more at ADR Migration

How can I determine customer data location?

You can find the actual data location in Microsoft 365 admin center. In the coming months, you will be able to find the actual data location for committed data, by navigating to Settings > Org settings > Organization profile > Data location.