- There are three levels of smart features that control personalization in Gmail, Workspace, and other Google services.
- It is possible to limit the use of personal data for generative AI training by disconnecting content apps.
- The configuration varies depending on the geographical region and the type of account, being more restrictive in the European Economic Area.
These days, almost everyone has a foot in the cloud with Google Drive and Gmail, but sometimes it seems like Google knows a little too much about us. So-called smart features are those tools that make our lives easier, like calendars automatically notifying us of flights or Drive suggesting files, but in return, the platform analyzes our content. If you feel this is a bit intrusive, don't worry, there are ways to limit it and protect your privacy.
The truth is, managing these settings can be a real headache because the options are scattered across several menus. Disabling email composition help is not the same as preventing your data from being used to train artificial intelligence . Therefore, we're going to break down step by step how to take control of your account and exactly what you're disabling when you flip these switches.
Understanding the levels of intelligent functions
To avoid confusion, the first thing to know is that Google Workspace divides its smart features into three independent levels. This means you can keep some active and disable others as needed.
- Features in Gmail, Chat, and Meet: These focus on immediate communication. They control things like smart compose (that text that appears in gray as you type) or the summary cards that appear at the top of emails. They are specifically configured for these three apps.
- Functions in Google Workspace: This is a broader level that includes Drive, Calendar, Meet, and Gmail. Activating it allows, for example, your flight itineraries to automatically appear in your calendar, or for the Make your Drive search more accurate and personalized.
- Features in other Google products: This is where things get complicated. If you allow this, your Workspace data can be shared with other apps. A clear example is Maps suggesting a restaurant reservation based on an email you've received. It's the most open setting. in terms of data exchange.
It's important to know that if you live in the European Economic Area , Switzerland, the United Kingdom, or Japan, these options are usually disabled by default due to privacy regulations. However, in the rest of the world, Google automatically enables them, so it's worth checking.
How to disable these options step by step
If you want to clear these automations from your account, the most direct way is through your Gmail settings. Go to your profile picture, select Manage your Google Account , and then navigate to the Data and privacy section . From there, find the Google Workspace smart features section and uncheck the corresponding boxes. Don't forget to click the "Done" button to save the changes.
For those using business or educational accounts, the process changes slightly, as the super administrator is involved . The administrator can decide whether users have to choose their own settings or whether a default configuration is imposed for the entire domain from the administration console, specifically in the Account Settings menu.
The challenge of AI and Gemini
This is where things get tricky. Even if you disable the smart features, tools like Gemini can still operate in some regions, especially in the United States. There's a feeling that, unless you live in states with very strict laws like California or Illinois, Gemini can still analyze your inbox to offer automated replies without your explicit request.
To try and prevent Google from using your Drive and Gmail content to train its AI models , there's an additional step. In the "Data and privacy" menu, look for the option to manage personalized recommendations in search services. Once there, in the "Connected content apps" section, select Google Workspace and click " Disconnect ." This cuts off the flow of data that feeds the generative AI.
Legal considerations and deadlines
When you enable these features, you're essentially giving your legal consent for Google to process your activity. The good news is that you can revoke this permission at any time. Once you turn off the switch, Google stops using your data to offer you these features in the future. However, there's a catch: the aggregated knowledge that AI has already learned from your data may persist, even if it no longer actively processes your information.
Please note that these changes aren't instant in all cases. While it's usually quick, it can take up to 24 hours for them to apply to all your devices. If you see that something is still active, try refreshing your browser or logging out and back in.
Controlling privacy within the Google ecosystem requires navigating through several menus and being persistent, as some AI features can be reactivated with updates. The most important thing is to explore the data and privacy settings, disable Workspace services from personalized recommendations, and manage the three levels of smart features to prevent your personal information from being used to train algorithms or shared between applications.