How these tools work
A growing number of tools allow users to bring ChatGPT or similar models directly into Google Workspace. These tools may appear as browser extensions, add-ons, or integrations that operate inside Gmail, Docs, Drive, or Classroom.
They promise convenience, but they also fundamentally change how data flows.
What data may be exposed
When AI tools are embedded into Google Workspace, they often request access beyond basic identity. Depending on permissions, they may be able to:
- Read or modify documents
- Access emails or drafts
- Interact with Drive files
- Process content created by students or teachers
This means student data may be shared with external AI systems, sometimes without clear visibility.
Why this is different from using ChatGPT directly
Using an AI tool in a standalone browser window is not the same as integrating it into a core system.
Embedded tools can:
- Automatically process content in the background
- Access large volumes of data quickly
- Persist permissions over time
This increases both scale and risk.
Common gaps districts encounter
Districts often discover that:
- Extensions were installed individually by users
- Permissions were granted once and never revisited
- AI features were added after initial approval
- Data privacy agreements do not clearly address AI processing
These gaps are rarely intentional. They are structural.
What districts should consider
Before allowing AI tools inside Google Workspace, districts should be able to answer:
- What data the tool can access
- Whether student data is processed externally
- How data is stored, retained, or reused
- Whether access can be limited or revoked
Without these answers, districts may unintentionally expose student data.
