Gemini Data & Admin Controls Checklist

Look forPut every user on a qualifying edition, where Google does not human-review their content or use it for generative AI model training outside your domain without permission. Users without one fall under consumer terms, where chats may be reviewed and used to improve Google's products.

Look forSet retention for Gemini in Workspace prompts and responses, from 90 days to indefinitely, and decide whether users may delete them. Set Gemini app history to 3, 18 (the default), or 36 months, or off, in which case chats are kept up to 72 hours. Gemini Notebook prompts are not kept after the session ends. Vault can retain, hold, search, and export Gemini app conversations. For Gemini in Workspace, Vault can only export prompts and responses, with no retention rules or holds. Text a user inserts into a Doc or an email becomes ordinary Workspace content under that app's Vault rules.

Look forReview the Workspace Intelligence sources one by one: Gmail, Drive and Docs, Calendar, and Chat. Each is on by default, and changes take up to 48 hours. An admin trialing Gemini warned that it reaches all Drive content a user can see, so lock down sharing first.

Look forOn Enterprise Standard and Plus, turn Gemini on or off per service for each organizational unit or group. Turning Gemini off in one app does not stop Gemini in another app from reading that app's data.

Look forGemini cannot act on client-side encrypted email and files. Workspace with Gemini supports HIPAA workloads, and Google blocks some Gemini app features for customers with a signed HIPAA Business Associate Amendment.

Look forUse Gemini reports by organizational unit or group, on Business and Enterprise editions. Enterprise Standard and Plus also give super admins the AI control center to review AI access and security settings.