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The practical distinction is between features that personalize Google Workspace, connections that let Gemini use information from other Google services, and Gemini activity that may be retained or used to improve Google services. Changing one layer does not automatically change the others. Exact labels, available features, and account eligibility can change, so check the current settings in your account.
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Which Google controls affect AI features and data sharing?
Google’s settings divide into distinct layers. Workspace smart-feature settings govern personalization within Gmail, Chat, Meet, other Workspace apps, and—in one setting—some Google products outside Workspace. Gemini’s Connected Apps setting governs whether Gemini can use information from eligible connected services for personalization. Gemini Apps Activity governs retention of Gemini interactions and, when Keep Activity is on, whether activity containing connected-app information may be used to improve Google services.
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1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problemsIt helps to ask three questions before changing anything: Where is the feature appearing? Which data connection is involved? Are you trying to remove information already present in Gemini, or only stop future use? For example, turning off Workspace smart features can limit Workspace personalization without disconnecting Google Workspace from Gemini Personal Intelligence. Disconnecting Workspace from Gemini can limit connected-app personalization without switching off Smart Compose in Gmail. Deleting Gemini Apps Activity addresses activity already stored in Gemini, not the original email or file in Gmail or Drive.
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| Control | What it governs | What changing it affects |
|---|---|---|
| Smart features in Gmail, Chat, and Meet | Personalized features within those apps, such as Smart Compose, Smart Reply, and summary cards | Availability of the listed features in Gmail, Chat, and Meet |
| Smart features in Google Workspace | Cross-app Workspace experiences, including Gmail events in Calendar, personalized search, and Gemini features in Workspace | Workspace experiences that use Workspace content and activity for personalization |
| Smart features in other Google products | Some features outside Workspace that use Workspace data, including Personal Intelligence for personal accounts | Some other-product experiences that rely on Workspace data |
| Gemini Connected Apps | Gemini’s access to connected services for app-based personalization | Whether Gemini can use data from the connected apps you switch off |
| Gemini Apps Activity and Keep Activity | Gemini activity retention and its potential use to improve Google services | Stored activity and the future use of activity, according to the activity controls |
These controls are not substitutes for one another. Turning off one Workspace setting does not turn off the other Workspace settings; disconnecting an app does not erase information already in Gemini Apps Activity; and deleting Gemini activity does not delete the underlying data in the connected Google service.
Think of them as controls on different points in a data path:
- Workspace smart features: limit certain personalized experiences that use Workspace content or activity.
- Gemini Connected Apps: limit Gemini’s ability to use information from selected connected services for personalization.
- Gemini Apps Activity: manage stored Gemini interactions and the possible future use of that activity for product improvement.
The setting to change depends on your goal, not simply on whether a feature is described as “AI.” Some smart features are not Gemini conversations, and Gemini can have connected-app access independently of the Workspace smart-feature preferences.
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Turn off Workspace smart features in Gmail
You can manage the main Workspace smart-feature settings from Gmail on the web. The controls have separate scopes, so turn off each one you want to limit.
- Open Gmail on a computer, select Settings, then See all settings.
- On the General tab, find Smart features in Gmail, Chat, and Meet. Uncheck Turn on smart features in Gmail, Chat, and Meet to limit the personalized features covered by that setting.
- In the Google Workspace smart features area, select Manage Workspace smart feature settings.
- Switch off Smart features in Google Workspace if you want to limit cross-app Workspace personalization.
- Switch off Smart features in other Google products if you also want to limit some features outside Workspace that use Workspace data.
- Save your changes.
Do not assume that the first checkbox covers all three scopes. Review the separate Workspace settings and switch off each one whose scope you want to limit. Depending on the controls you leave on, some Workspace personalization or sharing may continue.
Google also documents routes to these settings through Calendar, Chat, Drive, and Meet. Exact labels and interface placement can change. Google says Gmail, Chat, and Meet setting changes apply across devices and apps where you are signed in. If a mobile app does not show a change notification, Google advises updating it; some changes made on a computer may not be reflected in the mobile app interface.
What each Workspace switch changes
The Gmail, Chat, and Meet setting covers in-app personalization such as Smart Compose, Smart Reply, and summary cards. It is the most relevant of the Workspace controls when your concern is a suggested reply or other personalized feature inside those apps.
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The separate Workspace setting applies to experiences that span Workspace apps, including Gmail events appearing in Calendar, personalized search, and Gemini features in Workspace. Turn it off if your goal is to limit these cross-app Workspace experiences. This is distinct from the Gmail, Chat, and Meet setting: changing one does not switch the other off.
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The other-Google-products setting covers some experiences outside Workspace that use Workspace data. Google’s examples include Personal Intelligence for personal accounts. It is not a general switch for every use of every Google service. Review additional controls that apply to your account and region, including Web & App Activity or linked-services controls where applicable.
Google says that settings left on can use Workspace content and activity to personalize experiences. Turning a scope off removes the experiences Google lists for that scope; it does not mean every other Google feature, Gemini connection, or record of earlier Gemini activity is also disabled or deleted.
Features with their own settings
Some features have their own settings. Google notes that Chat conversation summaries and Smart Reply, for example, may remain available even when the Gmail, Chat, and Meet smart-feature setting is off. If a particular feature is still present, look for its individual control rather than assuming the general switch governs every feature.
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Disconnect Google apps from Gemini Personal Intelligence
To stop Gemini from using connected-app information for personalization, manage the connections in Gemini itself. This is separate from Workspace smart-feature settings.
- In Gemini, open Settings & help.
- Select Personal Intelligence, then Connected Apps.
- Turn off the apps or services you do not want connected, such as Google Workspace or Search services when those options are available to your account.
Other eligible connections may include Contacts, YouTube, and Google Photos or Wallet. The available set depends on account eligibility and Google’s current availability. If a service is not listed, its availability may differ for your account; do not assume every account has the same connections.
Disconnecting a service limits app-based personalization; it does not prevent Gemini from using public information from services such as Search or YouTube. In other words, switching off a connected service is not the same thing as disabling public Search or YouTube information as a source. The control is about information provided through a connected app for personalization.
Disconnecting also does not delete earlier Gemini conversations or activity that may contain information from a connected app. If your goal is both to stop future connected-app use and to remove stored Gemini interactions, disconnect the app and separately manage or delete Gemini Apps Activity or individual chats. Google says changes or deletions in a connected app may take days to affect the Gemini experience. Do not treat a disconnection or a source-app deletion as an immediate removal of information already reflected in Gemini activity.
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When to change a connection and when to delete activity
Use the Connected Apps control when your priority is to stop Gemini from relying on a selected service for app-based personalization going forward. Use the activity controls when you want to review or delete Gemini interactions that may already contain information. If you want both outcomes, do both tasks: disconnect the service and separately review or delete activity. If the original information is in Gmail, Drive, or another Google service, manage it in that service as well; Gemini activity deletion does not erase the source content.
Manage Gemini Apps Activity and Keep Activity
Gemini Apps Activity is a separate control from connected-app access. Google says you can manage or delete this activity and turn off Keep Activity to stop future chats from being used to improve Google AI, subject to Google’s stated qualifications. Use the Gemini activity controls to review or delete stored interactions; the precise route and interface labels may change.
Keep Activity and Connected Apps answer different questions. Connected Apps controls whether Gemini can use selected connected services for personalization. Keep Activity concerns Gemini activity and, when enabled, the potential use of chats that contain connected-app information to improve Google services. Turning off Keep Activity does not amount to deleting the original data in a connected service, and disconnecting an app does not by itself change the history already held in Gemini Apps Activity.
Deleting activity is not the same as deleting data from Gmail, Drive, or another connected Google service. Likewise, deleting information in a connected service does not automatically erase copies or details already present in Gemini Apps Activity. Google says activity deletion prevents future product-improvement use, except where data has already been reviewed by trained reviewers. Do not treat deletion as a promise of an immediate, universal purge, and do not assume an activity deletion retracts information already reviewed.
A practical order, if you want to limit both future access and past activity, is to disconnect the relevant app, review Gemini Apps Activity and delete the chats or activity you no longer want retained, then check the Keep Activity preference. Finally, manage the original information in its source service if that is also your goal. This sequence addresses separate controls; it is not a promise that every copy or inference disappears immediately.
Understand the different data-use statements
Google describes different handling for Gemini in Workspace and Gemini Apps Connected Apps. These statements apply to different product contexts and should not be combined into a claim about every Google AI feature.
Gemini features in Workspace
For the specified Gemini experience in Gmail, Calendar, Chat, Docs, Drive, Slides, Sheets, Meet, and Vids, Google says: “Gemini in Gmail, Calendar, Chat, Docs, Drive, Slides, Sheets, Meet, and Vids uses your content in Google Workspace to provide more useful responses to your prompts and doesn’t use your content to train or improve Gemini or other generative AI models.” Google also says this listed experience “doesn’t store your prompt or the generated output without your permission.” The help statement is scoped to Google AI plan users; people enrolled in Workspace Experiments are subject to a separate privacy notice and terms.
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That assurance is about the named Gemini-in-Workspace use case. It does not establish the handling of Gemini Apps Connected Apps or every other Google product, which have their own controls and terms. Check which Gemini experience you are using before applying a privacy statement to it.
Gemini Apps Connected Apps
For Gemini Apps, Google says activity containing connected-app information may be used to improve Google services, including to train generative AI models, when Keep Activity is on. Google distinguishes directly training on complete data stores from using summaries, excerpts, generated media, and inferences to answer prompts and improve models. A summary or excerpt can still contain sensitive details—for example, part of an email or file. Google also describes human review of a subset of connected-app data.
This distinction is worth understanding before deciding which setting to change. The policy description is not simply that a complete Gmail or Drive data store is used as training data. Google describes use of summaries, excerpts, generated media, and inferences in connection with prompts and model improvement, and some summaries can effectively contain a short email or file. The possibility of sensitive details in those materials is one reason to review both the connection and activity controls.
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This is why the Gemini app connection and activity settings matter even if you have changed Workspace smart-feature preferences. The controls address different data paths and different Google product contexts. Do not infer from the Workspace statement that all connected-app activity has the same handling, or infer from the Connected Apps statement that it describes every Workspace Gemini interaction.
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Google says Workspace smart features are off by default for residents of the European Economic Area, Japan, Switzerland, and the United Kingdom. Defaults elsewhere may differ. An off-by-default setting is a starting state, not a guarantee that every other AI or data-sharing control is off. Review the distinct controls relevant to your account rather than relying only on a default.
Additional controls may apply to the use of Workspace data in other Google products, including Web & App Activity and, in the EU, Digital Markets Act linked-services controls. Google also says that screen actions sharing Workspace data with Gemini can still make some other-product smart features available even when Smart features in other Google products is off. That is a specific qualification to the other-products setting: changing it should not be read as a blanket promise that no Workspace data can be shared through any other action or control.
For a work or school account, an administrator can restrict Gemini, limit some or all access to Workspace data, or restrict Gemini conversation sharing. Gemini generally has the same Workspace access as the user, subject to content-owner settings and specific product behavior. An individual user may therefore encounter an organization-managed option that cannot be changed, or may not see the same choices as someone using a personal account.
If a setting is unavailable, locked, or insufficient for an organization-wide restriction, contact the Workspace administrator. Explain which outcome you need—for example, no Gemini access to Workspace data, limits on Gemini itself, or restrictions on conversation sharing—because these are separate administrative choices. An administrator may be able to apply restrictions that are not available to an individual user.
Choose settings based on what you want to limit
- To limit personalized features in Gmail, Chat, and Meet: turn off Turn on smart features in Gmail, Chat, and Meet, then check individual feature settings if something remains available.
- To limit cross-app Workspace personalization: turn off Smart features in Google Workspace.
- To limit Workspace-data-based features in other Google products: turn off Smart features in other Google products and review other applicable controls, such as Web & App Activity or EU linked-services settings.
- To prevent Gemini Personal Intelligence from using selected connected apps: disconnect those services under Settings & help > Personal Intelligence > Connected Apps.
- To manage stored Gemini interactions and future activity use: review or delete Gemini Apps Activity and set Keep Activity according to your preference.
- For a managed account: ask your administrator about restrictions if you cannot control the relevant setting yourself.
These goals can overlap. If you want to restrict Workspace smart features, Gemini’s connected-app personalization, and retention or future improvement use of Gemini activity, review each relevant control rather than stopping after the first change. Conversely, if you only want to limit one particular feature, avoid changing unrelated settings without considering which experiences they govern.
A quick verification checklist
- Identify the account: determine whether you are signed into a personal Google account or an administrator-managed work or school account. Available controls can vary.
- Identify the product context: decide whether the feature is within Gmail, Chat, or Meet; spans Workspace; appears in another Google product; or is in Gemini.
- Set each applicable Workspace scope: review the Gmail, Chat, and Meet control, Workspace smart features, and other Google products separately.
- Review feature-specific controls: if Smart Reply or Chat conversation summaries remain available, check their individual settings.
- Check Gemini connections: disconnect each eligible app you do not want Gemini to use for connected-app personalization.
- Review Gemini activity separately: decide whether to delete activity or change Keep Activity, understanding the stated qualification for data already reviewed by trained reviewers.
- Allow for interface differences: save Workspace changes, check the current account page, and update the mobile app if Google advises it when a change notification is missing.
Google’s controls and availability can change. After changing a setting, check the relevant app or account page for its current status, and consider the separate control for each data path you want to restrict. No percentage, study result, or fixed timeline can establish the effect of a setting for every account; the useful check is the current control and the product context it covers.
Frequently Asked Questions
How do I turn off AI features in Gmail?
In Gmail on the web, open Settings > See all settings > General. Uncheck “Turn on smart features in Gmail, Chat, and Meet.” To limit cross-app Workspace features or features in other Google products that use Workspace data, also open “Manage Workspace smart feature settings” and switch off the relevant separate controls. Save your changes. Some features, including Smart Reply and Chat conversation summaries, may have individual settings.
How do I stop Gemini from accessing my Google apps?
In Gemini, open Settings & help > Personal Intelligence > Connected Apps, then turn off the connected apps you do not want used for app-based personalization. The options vary by account. Disconnecting a service does not stop Gemini from using public information from services such as Search or YouTube, and it does not delete earlier Gemini activity.
Does turning off Workspace smart features delete Gemini activity?
No. Workspace smart-feature settings, Gemini Connected Apps, and Gemini Apps Activity are separate controls. To remove stored Gemini interactions, manage or delete Gemini Apps Activity or chats separately. Deleting Gemini activity does not delete the original data in Gmail, Drive, or another connected service.
Does disconnecting an app erase information Gemini already has?
Not by itself. Google says disconnecting a connected app does not delete Gemini Apps Activity, and changes or deletions in a connected app may take days to affect the Gemini experience. Review or delete Gemini Apps Activity separately if you want to manage stored interactions.
Does Google use Workspace content to train Gemini?
Google’s help says content used by the specified Gemini experience in Gmail, Calendar, Chat, Docs, Drive, Slides, Sheets, Meet, and Vids is not used to train or improve Gemini or other generative AI models. That statement is scoped to the listed Workspace experience and Google AI plan users, with separate terms for Workspace Experiments. Gemini Apps Connected Apps has a different description: activity containing connected-app information may be used to improve Google services, including training, when Keep Activity is on.
Why is a smart feature still available after I turned off the main setting?
Some features have individual controls and may remain available even when the general Gmail, Chat, and Meet smart-feature setting is off. Google specifically notes Chat conversation summaries and Smart Reply. Check the individual feature setting and the separate Workspace controls; one switch does not govern every feature.
Can my work or school administrator control Gemini access?
Yes. Google says administrators may restrict Gemini, restrict some or all access to Workspace data, and restrict conversation sharing. If a control is unavailable or organization-wide limits are needed, contact your Workspace administrator.
The Bottom Line
Google’s AI and data controls are separate. Review all three Workspace smart-feature scopes, disconnect unwanted Gemini Connected Apps, and manage Gemini Apps Activity or Keep Activity separately if you want to address stored interactions or future improvement use. Check feature-specific settings and administrator controls when a general switch is not enough.
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