Gemini for Google Workspace safety profile

What it does with your data

Google says it does not use what your staff type or upload to train its AI models unless your organization gives permission first. That covers prompts. The promise applies to Gemini inside Workspace apps, the Gemini app and Gemini Notebook when used with a qualifying Workspace edition, plus the education versions. Google also says Workspace data is not used to train models behind Search and other systems outside Workspace without permission.

For business, education and public sector customers, people at Google do not review Gemini app chats or uploaded files. Gemini Notebook uploads, questions and answers are not reviewed by people either.

How long content is kept depends on which part of Gemini staff use:

• Gemini in Workspace apps: 90 days to indefinitely, as your admin decides.
• Gemini app: up to 36 months, with 18 months as the default. With chat history off, new chats are still kept for up to 72 hours.
• Gemini Notebook: prompts and responses are not kept after the session ends.
• Feedback staff choose to send: up to 18 months. Google uses it to improve products, not to train the models.

Settings to change first

Training is off by default, and the vendor pages checked do not describe an opt-out setting. Your admin should still adjust these before staff start:

1. Gemini app retention. Choose auto-deletion after 3, 18 or 36 months. A shorter period means less stored.
2. Gemini in Workspace retention. Set deletion for inactive conversations (options include 3 months, 18 months or 3 years) and decide whether staff may delete their own chats. Manual deletion is on by default.
3. Data region. If your edition supports it, go to Menu > Data > Compliance > Data regions. This needs the Data Regions Settings administrator privilege.
4. Gemini Notebook. Decide whether to allow it. It can be turned off for the whole organization or for a unit or group.

The pages checked give no menu paths for steps 1, 2 and 4.

Free and paid tiers

The vendor pages checked do not explain how a free or personal Google account handles Gemini data compared with a paid Workspace account. Do not assume the Workspace promises above apply to staff using personal accounts.

What the pages do show is that some protections depend on your Workspace edition:

• The no-training promise is tied to a qualifying Workspace edition.
• Choosing where data is stored is available on Business Standard, Business Plus, Frontline, Enterprise, Education Standard and Plus, and Enterprise Essentials Plus.
• Keeping processing in that region as well is limited to Frontline Plus, Enterprise Plus and Enterprise Essentials Plus.
• Users without a supported edition are not covered by data region policies.

Admin controls

Your Workspace admin can:

• Turn off the Gemini app, which is on by default.
• Switch Gemini features and the side panel on or off in Gmail, Drive, Docs, Meet and Chat (supported editions are not named).
• Control chat history and retention.
• Review audit logs of Gemini activity across many Workspace apps.
• Choose which services Gemini can search: Gmail, Drive, Calendar or Chat.

On supported editions, existing data loss prevention rules apply to Gemini output, and rights management and client-side encryption can keep Gemini away from sensitive files. Gemini Notebook is not covered by Workspace data loss prevention.

Google lists SOC 1/2/3, ISO 9001, ISO/IEC 27001, 27701, 27017, 27018 and 42001, BSI C5 and FedRAMP High for Gemini. Gemini Notebook and Gemini in Chrome do not currently carry ISO, SOC or FedRAMP coverage.

Using it with donor and client data

Use Gemini only through your organization’s Workspace account, on an edition that gives your admin the controls above. Ask staff not to use personal Google accounts for any work involving donors or clients.

Even with training off, keep these out of prompts and uploads:

• Donor names alongside gift amounts or giving history
• Client case notes
• Health details or payment card numbers

Be extra careful with Gemini Notebook. It is outside data loss prevention, outside data region settings, outside the ISO, SOC and FedRAMP coverage, and not covered by Google’s Business Associate Agreement for health data.

Before staff use Gemini with donor data, get these in writing from Google, since the pages checked do not document them:

• How free or personal accounts handle data compared with paid ones
• Whether any opt-out setting exists beyond the default
• Which editions include the admin controls described as “supported”

Questions people ask

Does Google train its AI on our donor emails?

Google says it does not use Workspace data, including prompts, to train models without your organization’s permission. This applies on qualifying Workspace editions. The pages checked do not cover personal accounts.

Can we choose to keep our data in the United States or Europe?

On listed editions, your admin can set stored data to the United States, Europe or No preference. Only a few top editions can also keep processing in that region. Gemini Notebook data is not covered.

Can we delete old Gemini chats?

Yes. Admins can set Gemini app chats to delete after 3, 18 or 36 months. Staff can delete conversations themselves unless your admin turns that off.