Google Workspace AI Footnotes
What Google Workspace's AI features do with your data, as Google Workspace publishes it. Checked October 31, 2026.
Agent access
Remote MCP servers for Gmail, Drive, Docs, Sheets, Slides, Calendar, Chat, People and Classroom, in Developer Preview; enabled per Google Cloud project. source, source 2 · checked October 31, 2026
Stage: preview. Authentication: OAuth 2.0 client in a Google Cloud project; requires membership in the Google Workspace Developer Preview Program. From November 11, 2026, the OAuth client must be marked as agentic ("Use this client for an AI-powered agent").
Gemini in Workspace apps
Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet, Chat)
| On by default? | On by default for Gemini features in Workspace services. source · checked October 31, 2026 |
|---|---|
| How an admin turns it off | Admin console: Menu > Generative AI > Gemini for Workspace > Feature access, then Edit next to a service and On or Off. Per-service control is listed for Enterprise Standard and Enterprise Plus and some Education editions. source, source 2 · checked October 31, 2026 |
| Trains on customer data? | No, for qualifying Workspace editions: customer data, including prompts, is not used for model training without the customer's permission. source · checked October 31, 2026 |
| Retention | Prompts and responses are kept until admin auto-deletion: 90 days, 540 days, 1080 days, or never. Admins can also let users choose. source · checked October 31, 2026 |
| Where data is processed | Data Regions (United States or Europe) cover Gemini in Workspace prompts and responses at rest; processing in use is covered only under Enterprise and Assured Controls Data Regions. source · checked October 31, 2026 |
| Model providers | Google's own models. source · checked October 31, 2026 |
| Price | Included in Google Workspace Business and Enterprise plans. The AI Expanded Access add-on raises usage limits. source · checked October 31, 2026 |
Gemini app
Google Workspace (gemini.google.com, Gemini mobile apps, Gemini in Chrome)
| On by default? | On by default for users over 18 with a qualifying Workspace license. source · checked October 31, 2026 |
|---|---|
| How an admin turns it off | Admin console: Menu > Generative AI > Gemini app > Service status, then Off for everyone or off for an organizational unit or group. source · checked October 31, 2026 |
| Trains on customer data? | Varies by plan: users on qualifying Workspace editions are not used for model training outside their domain without permission; users without a qualifying edition fall under the Google Terms of Service and their chats may be used to improve Google's machine-learning technologies. source · checked October 31, 2026 |
| Retention | Conversation history is on by default and kept 18 months unless the admin picks 3 or 36 months. With history off, chats are stored up to 72 hours. source · checked October 31, 2026 |
| Where data is processed | Data Regions (United States or Europe) cover Gemini app prompts and responses at rest; processing in use is covered only under Enterprise and Assured Controls Data Regions. source · checked October 31, 2026 |
| Model providers | Google's own models. source · checked October 31, 2026 |
| Price | Included as a core service in most Workspace editions, including Business Starter, Standard and Plus, and Enterprise Starter, Standard and Plus. source · checked October 31, 2026 |
Gemini note-taking in Meet ("Take notes for me")
Google Meet
| On by default? | Varies by plan: from September 21, 2026, automatic note-taking is on by default on Business Standard and Business Plus for meetings with 3 or more guests. source · checked October 31, 2026 |
|---|---|
| How an admin turns it off | Admin console: Menu > Apps > Google Workspace > Google Meet > Gemini settings > Gemini note-taking, then clear "Let people use Gemini note-taking in meetings". source · checked October 31, 2026 |
| Trains on customer data? | No, for qualifying Workspace editions; the Privacy Hub covers Gemini in Meet. source · checked October 31, 2026 |
| Retention | Notes are saved as a Google Doc and follow Meet retention policies set in Vault. source · checked October 31, 2026 |
| Where data is processed | Not published as of October 31, 2026 |
| Model providers | Google's own models. source · checked October 31, 2026 |
| Price | Included in Business Standard, Business Plus, Enterprise Standard and Enterprise Plus. source · checked October 31, 2026 |
Gemini Notebook (formerly NotebookLM)
Google Workspace
| On by default? | Available to users with a Google Workspace account. source · checked October 31, 2026 |
|---|---|
| How an admin turns it off | Admin console: Menu > Generative AI > Gemini Notebook > Service status, then Off for everyone or off for an organizational unit or group. source · checked October 31, 2026 |
| Trains on customer data? | Varies by plan: as a core Workspace service (Business Starter, Standard and Plus, Enterprise editions and others), uploads, chats and outputs are not used to improve generative AI models; as an additional service (Business Base, Essentials Starter, Workspace Individual and others), data is not used to train Gemini Notebook unless the user gives feedback. source, source 2, source 3 · checked October 31, 2026 |
| Retention | Prompts and responses are not retained after the session ends. Uploaded files and notebooks follow the Cloud Data Processing Addendum deletion terms. source · checked October 31, 2026 |
| Where data is processed | Data region settings do not apply to Gemini Notebook data. source · checked October 31, 2026 |
| Model providers | Not published as of October 31, 2026 |
| Price | Included in Google Workspace plans. source · checked October 31, 2026 |
Connections to outside MCP servers
Not available to Workspace accounts: custom MCP apps in the Gemini app require a personal Google Account. source · checked October 31, 2026
Compliance
- HIPAA: Gemini in Google Workspace and the Gemini app are included in the Google Cloud BAA; Gemini in Chrome and Gemini Notebook are not covered. source, source 2, source 3 · checked October 31, 2026
- FedRAMP: Gemini in Workspace apps and the Gemini app have FedRAMP High authorization (FedRAMP Moderate for Education editions); the submission does not include Data Location. Gemini Notebook and Gemini in Chrome are not covered. source, source 2, source 3, source 4 · checked October 31, 2026
EU AI Act
Google states it is signing the EU General Purpose AI Code of Practice and will integrate AI Act requirements as they are developed. source · checked October 31, 2026
Not published by Google Workspace as of October 31, 2026
- List price of Google Workspace editions (the pricing page showed no figures on the check date)
- List price of the AI Expanded Access add-on
- Data residency for Gemini note-taking in Meet beyond Workspace Data Regions
- Admin path to turn off Gemini in Workspace apps for Business editions (per-service Feature access is listed for Enterprise Standard and Plus)
Changes
No changes recorded since the first check on October 31, 2026.
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