The artificial intelligence revolution continues its integration into business environments, generating new uses around Microsoft 365 and Azure OpenAI. However, in the Swiss context, managing privacy and securing data requires a deep understanding of local solutions and regulations. At houle, we support organizations towards responsible adoption of private AI, while ensuring their compliance and the protection of their sensitive information.
Why is data security crucial with Azure OpenAI and Microsoft 365?
AI models, whether generating documents, assisting with email analysis, or facilitating collaborative work in Microsoft 365, inevitably process internal data flows, sometimes sensitive ones. The integration of models such as GPT or add-ins that enhance Outlook and Word raises new risks: involuntary exposure, unauthorized access, or transfer outside Swiss borders. The entry into force of the new Federal Act on Data Protection (nFADP) in September 2023 imposes strict requirements especially on the location, traceability, and control of processing personal information.
Distinguishing common usage and critical deployments in private AI
The use of AI in Microsoft 365 is no longer limited to simple task assistants. Advanced semantic analysis, automatic generation of reports, extraction of structured information: each new use case adds complexity to the processing chain.
In many Swiss companies, the issue of data storage and transit is pressing. The adoption of local LLM (Large Language Model) deployments, coupled with Swiss hosting, ensures DPOs and CISOs that information flows do not leave the national or company perimeter. houle thus offers fully managed solutions on Swiss infrastructure, with fine governance for each compartment (Outlook, Word, SharePoint, Teams, etc.).
Swiss (FADP) and European (GDPR) requirements for responsible AI
Compliance with nFADP means each company must clearly identify its AI processing activities. The entire data journey must be tracked: from collection (email, document, form) to usage (analysis, generation, archiving). A precise inventory of tools integrated into Microsoft 365, AI uses, and external flows (to Azure OpenAI or other clouds) is necessary.
In parallel, the GDPR imposes the concept of Privacy by Design: every solution must be designed to limit collection, systematically anonymize information, and allow users to exercise their rights (access, erasure, portability). Regular checks, automated consent management, and audits are now required when implementing add-ins and AI connectors in Microsoft 365.
Azure OpenAI in Switzerland: how to guarantee confidentiality of processing?
Microsoft now offers Azure OpenAI instance deployments hosted in Switzerland, billed as managed services. But the default mode is not enough: pre-trained models (GPT-3.5, GPT-4, etc.) sometimes retain logging of prompts and outputs in Microsoft's internal logs, beyond the organization's control. Advanced configuration must include:
- Isolation of environments to avoid data mixing between clients;
- Role and assignment management in Azure Active Directory;
- Systematic encryption of communications and intermediary storage.
At houle, all Azure OpenAI integrations are designed so that technical logs, operational traces and AI feedback remain in 100% Swiss infrastructures. The Add-ins for Outlook and Word installed by our clients do not expose any information to servers outside Switzerland, and complete transparency is ensured on data flows in transit.
Risk prevention: audit, training and collaborative governance
The real challenge of securing AI is not only technological. Supporting business teams and IT in understanding limitations, the new risks (prompt injection, hallucinations, false positives), and access settings is essential.
houle recommends a three-step approach:
- Compliance audit of Microsoft 365 and Azure OpenAI, to map all data entry and transit points for sensitive data.
- Definition of internal policies for AI use, via specific charters, consent models, and setting rules in Microsoft Purview and Azure Security Center.
- Personalized training and workshops, adaptable for non-technical employees, to ensure proper use of add-ins and raise awareness on data sharing challenges.
The entire document workflow – from automated contract generation in Word to trend analysis in Outlook – can then be secured by continuous supervision mechanisms (alerts, logging, reporting shared with the DPO).
houle solutions: private AI, productive add-ins and local compliance
houle offers tailor-made solutions, built around add-ins for Outlook, Word, and SharePoint, which integrate natively with Foundry to guarantee data sovereignty. Our offerings include:
- Deployment of private AI on Swiss infrastructures (on-premises or Microsoft Switzerland cloud);
- Integration of local language models to limit exposure to public clouds;
- Addition of structured reporting modules to ensure traceability at the request of the DPO or legal department.
Thus, each client organization achieves total control: no sensitive flow leaves Swiss territory, no critical log is accessible by Microsoft or unauthorized third parties. Internal workflows (document management, data extraction, automation) gain strongly in productivity, while respecting a demanding regulatory framework under constant audit.
Conclusion
Securing private AI in Microsoft 365, coupled with compliance with nFADP and GDPR, requires a comprehensive approach that relies on technology, governance, and human support. houle, as a trusted partner on the Swiss market, enables organizations to adopt AI in their daily tools (Outlook, Word, SharePoint) without risking compromise or non-compliance.
Do you want to audit your AI uses, strengthen data protection, or deploy tailor-made solutions in a Swiss legal framework? Contact our experts for an initial concrete analysis, and discover the real levers of innovation, productivity, and peace of mind for 2025 and beyond.