Workspace: Gemini Accesses Data by Default

The fine-tuning deactivation parameter for Gemini for a user is displayed as read-only in the Google console, with a workaround through organizational units or groups. Meanwhile, Google claims it does not train its AI on enterprise content, nor does it share queries and responses. However, default access covers Gmail, Docs, Calendar, Chat, and other services, raising compliance issues for certain organizations.

For a user, the selector is read-only

In the console, the selector that allows disabling a source like Drive or Docs for a specific person does not offer a deactivation action. Gemini has indicated that this selector is read-only. However, it is possible to specify a user in a dedicated block to target specific settings. To apply restrictions on a case-by-case basis, individuals must be moved to their own organizational units or grouped into a new group that will receive specific rules. On a global scale, an option allows disabling the source for the entire organization.

Google says it does not train or share from content

Google automatically exposes enterprise data to Gemini by default, but states it does not use this content for training. The company also claims it does not exploit this data outside the enterprise domain. According to the same presentation, generated queries and responses are not shared with other users or organizations. Google adds that it does not create a specific AI database from users' documents and emails.

Gmail, Docs, Calendar, and Chat are included by default

In Google Workspace, Gemini has default access to Gmail, Google Docs, Google Calendar, Google Chat, and other services. Google generally provides this default access to Workspace data. Administrators have a lever to disable these intelligence sources if they deem it necessary.

Compliance and compartmentalization may impose limits

Internal access of an AI to information can raise privacy or compliance risks. Even without external sharing or training, organizations may seek to limit internal AI use of their data. Contractual or regulatory obligations may prohibit the analysis and retrieval of information by AI. Certain rules prevent data sharing, including internally. Additionally, an AI may inadvertently produce a response containing confidential elements, which justifies stricter compartmentalization between teams.

Administration pathway to disable a source

To take action, one must log in with an account that has Workspace admin rights, then access the dashboard via admin.google.com. In the console, it is necessary to open the Generative Intelligence section, then Gemini in Workspace. The Workspace Intelligence Sources block provides access to the settings. At this point, an option allows disabling the source at the organizational level.